CASE STUDY:

Dane County Sheriff’s Office (Wisconsin)

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Reentry Services Case Management with Real-Time Jail Data Integration (Spillman Flex + PlanStreet)

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Organization Overview

Customer: Dane County Sheriff’s Office (DCSO), Wisconsin

Program: Reentry Services / Community Reentry Support

System: PlanStreet Case Management integrated with Spillman Flex Jail Management System

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Challenges Icon

The Challenges

DCSO’s Reentry Services team supports individuals transitioning from jail to the community, often under tight deadlines and rapidly changing custody status. The team needed to:

  • Identify eligible individuals as soon as they are booked and begin reentry engagement early.
  • Ensure that case managers always have access to current custody, booking, and release information
  • Reduce manual re-entry of jail data into reentry workflows.
  • Improve coordination across reentry services (assessments, referrals, housing, benefits, appointments, and follow-ups) with a single, auditable system of record.

The Problem

Before the integration, reentry teams typically faced:

  • Delays in receiving booking/release information.
  • Duplicate entry across systems.
  • Inconsistent participant identification and record matching.
  • Limited real-time visibility into release changes (early releases, transfers, updated dates).
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The Solution

DCSO implemented PlanStreet Case Management as the operational hub for Reentry Services and integrated it with Spillman Flex to automatically synchronize critical jail records.

What Was Implemented

PlanStreet Reentry Case Management was configured to support:

  • Participant intake and engagement
  • Assessments and needs prioritization
  • Service plans and tasks
  • Referrals to internal/external providers
  • Document management and e-signature support
  • Appointment and reminder workflows
  • Outcomes tracking and reporting
  • Audit-ready case notes and compliance controls
  • Role-based access controls and field controls
  • Standardized data retention and export capabilities (as defined by the county)

How the Spillman Flex Integration Works

Spillman Flex → PlanStreet (Automated Scheduled Synchronization)

PlanStreet synchronizes jail data from Spillman Flex using a dual-sync architecture designed for complete data accuracy and timely custody updates.

Nightly Reconciliation Sync

Each night, PlanStreet retrieves all individuals currently incarcerated and creates or updates participant records and custody timelines.

Individuals who are no longer present in the jail system are automatically marked as “Not in Jail,” ensuring full alignment with the source system.

PlanStreet can automatically:

  • Open a reentry case or “episode of care”
  • Assigning the case to a reentry team queue
  • Trigger tasks such as initial screening, program eligibility checks, consent collection, and more

Hourly Release Sync

Every hour, PlanStreet retrieves recently released individuals within a configured time window to promptly update custody status without reprocessing the entire jail population. It synchronizes critical data, such as booking ID, individual identifiers, housing and bed assignments, and other customizable details.

This enables case managers to:

  • Prioritize individuals with imminent release
  • Prepare housing and transportation planning earlier
  • Adjust workflows for early or unexpected releases
  • Document outcomes tied to confirmed release events

Matching + De-duplication

PlanStreet applies configurable matching rules (e.g., name + DOB and/or unique identifiers) to:

  • Attach new bookings to existing participant profiles when appropriate
  • Prevent duplicate participant records
  • Maintain a complete custody history across multiple booking episodes

When individuals are rebooked, a new applicant record is created while all historical custody data is preserved for audit compliance.

Service Coordination and Continuity Post-Release

PlanStreet becomes the continuity platform after release, working as an all-purpose tool for:

  • Referrals and warm handoffs
  • Benefits navigation
  • Behavioral health / SUD connections
  • Employment/education supports
  • Follow-up schedules and reminders
  • Long-term reporting and program outcomes

Security, Privacy, and Governance

PlanStreet supports public-sector case management needs through:

  • Role-based access controls (teams see only what they should)
  • Field-level controls (as configured)
  • Audit the history of record changes, notes, and activity
  • Standardized data retention and export capabilities (as defined by the county)
  • Configurable consent/document workflows
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Powerful Results, Measured Impact

After going live, DCSO Reentry Services reported improvements in timeliness, data accuracy, and staff efficiency enabled by automated jail data synchronization flowing directly into casework.

Common outcomes to quantify (insert Dane County’s approved numbers):

  • Reduced time to identify eligible participants
  • Reduced manual data entry
  • Improved accuracy of release planning
  • Faster case assignment
  • Improved reporting readiness

Why It Worked

By adopting PlanStreet, DCSO was able to modernize their workflows and streamline their reentry process.

Key success factors included:

  • Automated reconciliation and hourly updates removed delays between custody changes and reentry action.
  • Single source of truth for reentry engagement, planning, referrals, and outcomes.
  • Configurable workflows let DCSO align PlanStreet to its reentry model without heavy custom code.
  • Better coordination across stakeholders through standardized tasks, notes, and reporting.