Administrative Office of the Courts

1. Administrative Office of the Courts Presentation to DMCMA May 21, 2014

2. Administrative Office of the Courts • Was established in 1957 by state legislators through RCW 2.56 • Purpose for the creation of AOC was to serve the judicial branch in carrying out its constitutional mission to provide equal justice under the law

3. Administrative Office of the Courts AOC is the primary support entity for Washington’s non-unified courts, providing a wide spectrum of administrative, technological, financial, program and research services in addition to court association support

4. Administrative Office of the Courts

5. Agency Overview The Administrative Division Provides overall leadership to the AOC including planning, direction and coordination of agency operations, intergovernmental relations and communications, public relations and human resources

6. Agency Overview The Judicial Services Division Provides comprehensive professional and technical support to the state’s courts in the areas of policy and governance support, direct service programs, judicial education, legal services, research and association support

7. Agency Overview The Management Services Division Provides integrated budget planning, asset management, accounting, procurement, revenue monitoring and analysis and contract management along with administrative and technical financial assistance to the states’ trial courts as well as providing statewide guardianship and elder services

8. Agency Overview The Information Services Division Provides support to the courts through the development, operation, and maintenance of the Judicial Information System (JIS) covering superior, district, municipal, juvenile and appellate courts in addition to support of over 16,000 users of JIS data (judicial officers, court staff, county clerks, attorneys, law enforcement and private sector businesses)

9. Agency Overview Pass-Through Funding The AOC serves as the main conduit of state funding in support of direct court services within the trial courts. In total, pass-through funds comprise over 50% of the agency budget and are distributed to courts in all 39 counties

10. Administration Services

11. Administration Services Advocating for the Judicial Branch Coordinate staffing and representation on more than 100 workgroups, committees, commissions, boards and task forces working on justice issues

12. Administration Services Office of Communicationsand Public Outreach • Central Communications Office • Public Education and Clipping Service • Media Inquiries • Publications • Bench-Bar-Press Committee • Supports Statewide Efforts

13. Administration Services Office of Human Resources • Employment Services • Consultation • Payroll and Benefit Services • Administers Employment Activities and Ensures Compliance with Laws and Policies

14. Administration Services Office of the Board for Judicial Administration(BJA) • Long-range Plan • Funding Strategy • Speak on Behalf of Judicial Branch • Develop Policy • Recommend Judicial Positions • Performance Audits

15. Administration Services Office of Judicial and Legislative Relations • Communicate with the Legislative and Executive Branches • Educate Legislators • Salary Commission

16. Administration Services Office of Court Innovation

17. Administration Services Interpreter Program • Access • Assist

18. Administration Services Interpreter Program: Direct Support to Courts

19. Administration Services Court Research • Dependency timeliness • Juvenile disproportionate minority contact • Juvenile Detention Alternatives Initiative (JDAI) • Juvenile probation outcomes • Juvenile probation QA • Representation of children in dependency cases • Truancy data • Juvenile risk assessment • Caseload, staffing & funding reports • Judicial needs estimates • Judicial impact fiscal notes • Statistical reporting manuals

20. Judicial Services: Direct Support to Courts Management Services Division: Providing Branch-wide Support

21. Management Services: Providing branch-wide support The Management Services Division (MSD) provides judicial branch budget planning, accounting, procurement, contract management, revenue monitoring and analysis, statewide guardian and elder services, as well as copy and building services

22. Management Services Support includes • Creating comprehensive annual financial statements for AOC, the Supreme Court, Court of Appeals, and Office of Civil Legal Aid (OCLA) with combined annual expenditures exceeding $114 million • Advising State Law Library and Office of Public Defense (OPD) through the annual financial closing process • Managing financial activities of the AOC, Supreme Court, Court of Appeals, State Law Library and OCLA

23. Management Services Support, continued • Monitoring and forecasting over $75 million in biennial revenue and monitoring over $275 million of biennial revenue collections • Facilitating development of judicial branch biennial and supplemental budgets (total combined biennial budget of $297 million) • Managing and distributing approximately $80 million in state funding to courts for judicial salaries, CASAs, processing truancy petitions, interpreter reimbursement, juvenile and family court services

24. Management Services Support, continued • Support the Certified Professional Guardian Board that has the regulatory authority for the practice of Certified Professional Guardians, individuals and agencies, in Washington State • Provide oversight and management of the Office of Public Guardianship to promote the availability of guardianship services • Production of more than 1.8 million pages of legal briefs, through the AOC Copy Center, for the Supreme Court and Court of Appeals in the 12 months ending August 2012 • Providing public records and risk management services to the AOC, courts and judicial branch agencies as needed; continuity planning to ensure courts will be served following a crisis

25. Management Services Authorities • RCW 2.14.040 requires the Administrative Office of the Courts to administer the Judicial Retirement Plan • RCW 2.56.030 requires the Administrative Office of the Courts to prepare and submit budget estimates of state appropriations necessary for the maintenance and operation of the judicial system and make recommendations in respect thereto • RCW 2.56.190 requires the Administrative Office of the Courts to annually distribute funds to counties for the collection of legal financial obligations by the county clerks • RCW 2.72 establishes the Office of Public Guardianship within the Administrative Office of the Courts • RCW 11.88.008 develop certified public guardianship requirements and assist the Certified Public Guardianship Board • General Rule 5 requires all courts to submit all financial records of such court to the State Auditor or his agents for inspection and audit, as to all funds received, disbursed, or in possession of said court

26. Management Services Authorities • Court of Appeals Administrative Rule 23 authorizes the Administrative Office of the Courts to provide financial services and to prepare budget proposals • Judicial Information System Committee Rule 4 requires the Administrative Office of the Courts, with approval of the Supreme Court, to prepare funding requests for the Judicial Information System • Article IV Section 13 of the Washington State Constitution requires that one hundred percent of the salaries for Supreme Court justices and fifty percent of the salaries for superior court judges be paid by the state

27. Management Services COURT SUPPORT PROVIDED BY MSD • Appellate Courts • Draft data dissemination rules and rule updates • Draft and negotiate contracts and procurements • Development and implementation of continuity of operations plans and emergency evacuation planning • Development and implementation of GR 31.1 • Technical assistance regarding public records requests • Telecommunication technical assistance • Print services (electronic and hard copy); education and conference materials, briefs, reports, meeting materials, etc. • SeaTac facility • All financial and budget services (payroll, budget monitoring and reporting, accounting and audit assistance)

28. Management Services COURT SUPPORT PROVIDED BY MSD • Superior Courts • Draft and negotiate pass-through contracts, data share agreements, research agreements, etc. • Staff the Data Dissemination Committee, provide advice regarding distribution of court records/data • Development and implementation of GR 31.1 • Technical assistance regarding public records requests • Print services (electronic and hard copy); CASA manuals, education and conference materials, reports, meeting materials, etc. • SeaTac facility • Financial and budget services (payroll, cost reimbursement—CASA, Becca, pro tem, etc.) • Conference and education support

29. Management Services COURT SUPPORT PROVIDED BY MSD • Limited Jurisdiction Courts • Execute and manage pass-through agreements • Compute and distribute 5454 funding • Development and implementation of GR 31.1 • Technical assistance regarding public records requests • Print services; education and conference materials, reports, meeting materials, etc. • SeaTac facility

30. Management Services Information prior to the 2014 Supplemental Budget.

31. Judicial Services: Direct Support to Courts Information Services Division: Implementing, operating modern systems for courts

32. What We Do The Information Services Division (ISD) provides Information Technology support to all levels of courts through the development, operation, and maintenance of statewide judicial information systems (JIS) In addition, we provide in-house technology services and support to the AOC, Supreme Court and three divisions of the Court of Appeals

33. JIS Governance The Supreme Court delegates governance to the JIS to the Judicial Information System Committee (JISC) The JISC operates under state court Judicial Information System Committee Rules (JISCR) (General Rule 30) and RCWs Chapter 2.68 and 26.50.160 The JISC has created sub-committees for various purposes as defined in their charters: • JIS Codes Committee • Data Dissemination Committee • Data Management Steering Committee

34. JIS Governance (cont.) JISC Membership includes: • 4 Appellate Court-level individuals • 5 Superior Court-level individuals • two must be members of the Superior Court Judges’ Association • one must be a member of the Washington Association of Juvenile Court Administrators • 5 Courts of Limited Jurisdiction-level individuals • one must be a member of the Misdemeanant Corrections Association • 3 at-large individuals from outside the judiciary, including: • one member of the Washington State Bar Association • one member of the Washington Association of Sheriffs and Police Chiefs • one member of the Washington Association of Prosecuting Attorneys

35. JISC Governance (cont.) JISC Duties and Responsibilities include: • Setting the strategic direction for the JIS • Approving projects and setting priorities • Approving budgets and funding requests for the JIS • Determining what JIS projects will be undertaken and establishing their scope • Providing general guidance and oversight to ISD in supporting the major applications that comprise the JIS • Establishing and/or approving JIS policies, standards, and procedures • Providing oversight of JIS projects

36. Who We Do It For • Supreme Court • Court of Appeals • Superior Courts • Juvenile Courts • District Courts • Municipal Courts • AOC

37. Status of ITG RequestsBy Court Level

38. Summary of IT Requests by Court Level

39. Courts of Limited JurisdictionCLUG Priorities of IT Requests

40. Courts of Limited JurisdictionCLUG Priorities of IT Requests

41. Primary JIS Applications

42. About the JIS • The Judicial Information System (JIS) serves as a statewide information source for: • criminal history information, • domestic violence protection orders and • outstanding warrants. • JIS supports Washington’s courts and other government partners such as the Washington State Patrol, Department of Corrections, Office of the Secretary of State, and the Department of Licensing • 33.74 million transactions were performed on JIS System in August 2012 by more than 14,200 court, state, federal and public users • Daily transactions on JIS rose from 200,000 in 1994 to more than 1.3 million in 2012 (650% growth) • 43.6 million case records maintained • 51.8 million person records maintained • More than 7.9 million visits per month to Washington Courts and Case Search Web sites

43. District Courts • Benton County District Prosser Branch – contracts with Benton County District • Grant County District Moses Lake Branch – contracts with Grant County District • Kitsap County District Poulsbo Branch – contracts with Kitsap County District • Yakima County District Grandview Branch – contracts with Yakima County District

44. Municipal Courts These courts contract with JIS District or Municipal courts to handle their municipality’s cases.

45. Policy and Planning Comprised of five units, each with a distinct role: • Internal Organizational Change Management & Communications: Manages the people side of change by developing strategies and communications to build awareness and acceptance of changes • IT Portfolio Management: Track and report on JIS IT investments, coordinate resource assignments, and identify capacity issues for resolution by management—do we have enough people when we need them? • IT Governance & Performance Measurement: Coordinate the IT Governance process with the court communities and the JISC, coordinate internal performance measurements

46. Policy and Planning (continued) • Business Liaisons: Create and manage customer relations, court outreach, and directly support the JISC and other stakeholder boards, commissions, associations, and work groups; three Business Liaisons support: • Supreme and Appellate Courts • Superior and Juvenile Courts • Courts of Limited Jurisdiction • Release & Change Management: Coordinate the IT software release and change management processes

47. ISD Infrastructure Comprised of five units: Desktop, Server, Systems Database, Support and Network Provides technical services that give judicial and criminal justice stakeholders 24/7 access to the JIS • Manage the hardware, circuits, and systems that connect servers to the network • Deploy and maintain over 200 databases for the JIS • Deploy and maintain server hardware and software at the AOC, the Supreme Court and the Court of Appeals • Provide and maintain all workstation desktop and laptop computers, projectors and video conferencing systems, and support all software running at the workstations • Manage a very successful Disaster Recovery program

48. IT Strategy & Architecture Comprised of two units: Enterprise Architecture; Solutions Architecture Coordinates operational processes within ISD; this ensures continuity, productivity and quality of work products provided by the JIS. • Recommend strategic direction in five technology domains–business, information, applications, infrastructure, and security • Design and architect technology solutions that meet customer requirements • Conduct feasibility studies

49. Project Management Office and IT Quality Assurance Provides project management oversight, quality assurance and testing for the Judicial Information System so that technology is delivered to stakeholders in the court and criminal justice community in the most efficient and cost-effective way. • Responsible to deliver IT projects on time, within budget, that meet the needs of the court community • Develop project charters, project plans, schedules, status reports, presentations, and provide oversight on high-risk or high-cost projects • Performs risk management activities for projects • Present project statuses to Steering Committees and the JISC

50. Data and Development Comprised of three units: Enterprise Data Warehouse, Data Management, and Data Development Responsibilities: • Store and organize data in a sound manner so that it can be used efficiently • Ensures data quality and usability • Provide consistent, up-to-date and accurate responses to requests for data • Develop data exchanges and data integration projects • Design, build, and maintain JIS data, including case management, person and attorney, e-ticketing, and juvenile risk assessment information