New and Improved Technology for Courts of Limited Jurisdiction

1. New and Improved Technology for Courts of Limited Jurisdiction DMCMA Spring Conference May 21, 2014

2. Business Liaison Mission: Ensure that AOC ISD services meet customer needs • Establish and maintain relationships with customers through on-site visits, calls, and involvement with customer associations • Inform customers about our services, new IT initiatives, and the governance process • Work with project teams to ensure customer business needs are understood and customer input is considered • Influence internal AOC processes to ensure service levels meet customer expectations • Help customers navigate the IT Governance process • Ensure that customer communications are easy to understand, accurate, informative, and timely

3. Court of Limited Jurisdiction Case Management System (CLJ-CMS)

4. Perspective This is the first phase of a very big project The entire system implementation will have multiple phases and will take several years AOC is also in the midst of 2 other case management system replacements The largest of those, for superior courts, is scheduled to end in 2018.

5. Phase 1 Project Goals Document how business processes are done now Transform those processes into how the processes should be done in the future Use this information to evaluate products for implementing a new statewide case management system

6. Project Steering Committee Provides oversight and strategic direction for the project Speaks with a unified voice and vision for courts of limited jurisdiction Representatives -

7. Court User Work Group (CUWG) The decision making body for the courts’ business processes They ensure the requirements captured are complete and accurate Have a statewide view of court operations and pursue the best interests of the court system at large Also honor local decision making authority and practice

8. CUWG Membership Voting Members – Non-voting Members –

9. Phase 1 Project Overview • Project Planning • Gathering business requirements • Developing the procurement strategy

10. Planning the project The project planning phase includes: • Assembling the Project Steering Committee and CUWG • Developing plans to guide the project, including: • Requirements Management Plan • Staffing Plan • Governance Plan • Communication Plan • Developing the project schedule • Logistics and team preparation for CUWG requirements gathering sessions

11. Gathering Requirements Good requirements are important because they: • Are the primary method for communicating the needs of the business • Ensure that solutions are designed to meet the business needs • Articulate the problems we’re trying to solve • Get input from stakeholders about their processes • Develop criteria for evaluating different COTS products in the market space

12. Requirements Part 1: Current State • Acknowledge how things are done today • Establish a common set of business processes from the statewide perspective • Identify how business processes vary between courts • Consider efficiencies and deficiencies of current business processes • Identify opportunities to change, improve, and standardize processes

13. Requirements Part 2: Future State • Determine the target or desired outcomes • Decide the course of action: Redesign, standardize, or streamline • Standardize the processes when and where possible • Transform functionality from “how it is” to “how it should be” • Prepare the court community for change

14. Procurement Strategy • Decide on the best approach to procurement • Develop a schedule based on the procurement decision • Deliver a procurement plan, including: • Governance • Evaluation team • Contract negotiation team

15. Project Schedule

16. Recent JIS Enhancements • Plain Paper Print - Warrants • eTicket (ETP) Enhancements • Vehicle Related Violation Onboarding • Enhanced JABS Security • Destruction and Archival of Records • Vehicle Related Violation Owners • JAVA Version for BOXI • Other Enhancements and Releases

17. Plain Paper Print - Warrants IT Governance Requests 58, 37, 79 Gives courts the ability to: • Print warrants on plain 8.5 x 11 paper. • Increase the Bail Amount on warrants to $9,999,999.99 • Add a Comment which may be included on CDK and on the plain paper warrant

18. Plain Paper Print – Warrants – (Steps) Order each Warrant (WRO) Prepare Warrants (WRS) Review exception report on JDPM Sign into PPP-Warrants via ETP or JABS Make Warrant Selections (see next slide) Print on 8.5 x 11 paper, and/or Save to a local folder

22. Plain Paper Print - Warrants • Improvements(January 27) • Made the search date range work better • Allow for zero copies to be selected • Made updates to the Summary Report • Made the “Reason of Issuance” match the wording in JIS (WRO screen options) • Added the DV designation to charges flagged as DV=Y in JIS • Added Search and Sort functionality

23. Plain Paper Print - Warrants IT Governance Requests 58, 37, 79 Want to learn more? • Handout A – eService Answer 2330 – Using the Plain Paper Print – Warrants Application • Handout B – How to Complete the Plain Paper Print-Warrants On-boarding Web Forms • Handout C – Warrant Sample

24. eTicket Processing (ETP) Enhancements IT Governance Requests 156, 176, 191 Gives courts the ability to: • Search for and display eTickets with a court date • Prevent incorrect updating of JIS Person Records • Display the date DOL address was updated and license was issued

25. ETP Find eTickets ScreenCourt Date Category

26. ETP Selected eTickets ScreenCourt Date and Charge Columns

27. ETP eTicket / DOL Comparison ScreenMany changes

28. ETP eTicket / DOL Comparison ScreenMust select one of each

29. ETP eTicket / DOL Comparison ScreenCannot select either?

30. ETP eTicket / JIS Comparison ScreenMany changes

31. ETP eTicket / JIS Comparison ScreenMust select one of each

32. ETP eTicket / JIS Comparison ScreenCannot select either?

33. ETP eTicket / JIS Comparison ScreenCannot select either?

34. eTicket Processing (ETP) Enhancements IT Governance Requests 156, 176, 191 Want to learn more? • Handout D – eService Answer 2341 – Changes to ETP

35. Vehicle Related Violation (VRV) Gives courts the ability to: • Avoid manually entering VRV tickets • Ticket is approved by officer and then sent electronically to AOC by the Vendor. A JIS case is automatically created. • VRV tickets include Parking and Photo Enforcement • The process has been expedited and some courts have started using the system within 3 weeks

36. How the VRV Data Exchange works Included in Caseload Report Electronic “Post Office” Case Automatically Created in JIS Electronic VRV Ticket Message Approved by Officer Created and Sent by Vendor Court dates Receipts If FTA, sent to DOL Collections Examples of “Vehicle Related Violations” external vendors

37. Vehicle Related Violation (VRV) Want to learn more? • Access the AOC Data Exchange Website to learn more and submit a request to onboard

38. Enhanced JABS Security Coming in Late Spring 2014 • JABS Users will sign onto JABS with a RACFID • Site coordinators can connect a RACFID to multiple courts/roles • Once the RACFID is connected, users can simply click on the desired court/role • Users can switch court/role without re-entering their password

39. Enhanced JABS Security Enter RACFID and Password

40. Enhanced JABS Security Select associated JIS USER or enter JIS USER

41. Enhanced JABS Security Change Court or Role Returns user to previous screen

42. Enhanced JABS Security Want to learn more? • Handout E – eService Answer 2343 – Judicial Access Browser System (JABS) Enhanced Security • Handout F – eService Answer 2344 – Update JIS User Security for the enhanced security in JABS • Handout G – eService Answer 2345 – JABS Enhanced Security FAQs

43. Destruction and Archival of Records IT Governance Request 41 Now • Courts can see all cases without restoring them from archive By Summer 2014 • New process and destruction rules implemented • Additional data in Destruction of Records Report (DORR) • eTickets and electronic VRV tickets included in process

44. Destruction and Archival of Records IT Governance Request 41 Want to learn more? • Handout H – eService Answer 2304 – Changes to CLJ Archiving and Destruction • Handout I – Approved Phase 1 Rules and DORR Sample

45. Vehicle Related Violation Owners JIS Parking Sub-system = Enter it and hands off What is the problem? • Vehicle Owners are being added with bad “Begin” dates, preventing Delinquent Notices from issuing • Owner records should only be added: • Out-of-State tickets after the DOL look-up is done • Sold Notices or mail returns are received

46. Vehicle Related Violation Owners How to fix it? • Change being made to Owner screen (PVM) • If no owner record exists in JIS, the “Begin” date must be 1/1/1800 (low date) - system edit • AOC will run a “fix” report to fix records that exist with a bad “Begin” date and only one Owner record • Updating Owner Records: • Only do “New Owner = Y” if the person is different • Do “New Owner = N” if updating the address

47. Vehicle Related Violation Owners Want to learn more? • Handout J – Vehicle Related Violations Owner Instructions (includes eService Answer 2255) • Upcoming Class for the “Parking” Sub-system • May 9, 2014 at AOC • Find scheduled classes on Inside Courts • Education > Education Events > JIS Courses > Courts of Limited Jurisdiction Course Schedule

48. New JAVA Version for BOXI New JAVA 6 (1.6), Patch 65 available Gives courts the ability to: • View JIS Data in BOXI securely • Remove the security concerns IT departments have had with JAVA 6, update 3

49. New JAVA Version for BOXI Courts will need to: • Uninstall JAVA 6, Update 3 (or any other version of JAVA) • Install JAVA 6, Patch 65 – Link available in eService Answer 2247 – JAVA version for use with BOXI

50. New JAVA Version for BOXI Want to learn more? • Handout K – eService Answer 2247 – JAVA version for use with BOXI • Handout L – Instructions to update JAVA 6 to Patch 65 • Handout M – Instructions to stop auto-updates in JAVA