Houston Municipal Courts CSMART Project Update for Budget and Fiscal Affairs Committee

1. Houston Municipal Courts CSMART Project Update for Budget and Fiscal Affairs Committee February 1, 2011

2. Background • In September 2008: • After two years of operations, Municipal Courts Department (MCD) determined that CourtView could not meet the City’s Contract requirements • City negotiated a settlement and the right to use CourtView through September 2012 • In October 2008, City determined that no commercial software can satisfy the Courts requirements • Between October 2008 and June 2010, MCD and ITD developed a detailed design for a Custom Developed Courts System

3. Project Branding In the past, this Project has been referred to as the Houston Municipal Courts Case Management System The Project is now branded as “CSMART: Court System for Management of Resources and Technology

4. CSMART Mission Statement The goal of the CSMART project is to expedite the Courts’ ability to provide defendants with timely and accurate disposition of their cases by: • Automating labor intensive work performed by the City’s enforcement, judicial, chief clerk, and legal functions to improve efficiency • Improving services provided to both the attorney of record and bondsmen

5. Key Points from August 2010 Update • Detailed Design Completed mid-June 2010 • Estimated Development Cost - $13.2 • Significant Data Cleansing Effort Required • Core Development Team Performing Transitional Work • Project Team Housed at 3100 Main Street (HCC Building) • Development Phase Goals: • Use Transition Phase to validate development methodology & automated violation coding • Obtain first round of funding for Development Phase • Engage MITRE Corporation to assess project approach, progress, & plan • Achieve March 2012 for Go-Live

6. Key Accomplishments • Completed Citation Processing and Case Creation functionality • Automated violation coding will significantly reduce work effort • Received very positive feedback from November 2010 usability test • Performing final testing of Court Operations functions: • Docket features • Judgment and Court Clerk Checkout • Payment functionality • Usability testing in February 2011 • Funding for data cleansing approved • MITRE Assessment confirmed project approach and plan • On track for March 2012 Go-Live • Ready for second round of funding for Development Phase

7. Overview of MITRE Assessment

8. Project Funding • Time & Material Approach • Sogeti U.S.A working as a sub-contractor • City staff ~50% of development team • Proactive approach to managing project risks • Development Budget = $13.2 mm • Data Cleansing = .6 mm • Acceptance Testing / Training = 1.8 mm • Funding Summary • Design Contingency used for Development = $1.2 mm • First Appropriation for Development = 3.0 mm • Ready for second appropriation = $3,845,000

9. Next Steps • Conduct usability testing for Court Operations • Obtain Council Approval of RCA • Manage Complexity of Integrating New Functionality • Design Effective Performance Testing Procedures • Adapt to Change in HPD – RMS Timeline • Recruit Training Team • Maintain intense focus on: • Controlling Project Scope • Attracting, Retaining, and Motivating Staff • Benchmarking CSMART against performance standards • Ensuring infrastructure can support performance requirements • Maintain Support of Key Stakeholders • Work with Sogeti to Achieve MWBE Goals