Case Management Principles and CPCMS

1. Case Management Principles and CPCMS The Administrative Office of Pennsylvania Courts Rev. May 2006

2. 2 Overview CPCMS was designed to specifically address guiding case management principles of early court intervention, monitoring of case events and judicial control. This presentation will review how CPCMS and its users work together to fulfill these case management principles.

3. 3 Glossary of Terms Case Calendar Event - A system record that the case is or was scheduled before the court for some purpose. Case Event � A significant action or item in a case�s life cycle recorded in chronological order. Case Next Event - A corresponding expected next action or item to a Case Event. Case Processing Status - Where a case stands specifically in its life cycle.

4. 4 Glossary of Terms, continued Case Status - Where a case stands overall. Event Track - A course of expected events on a case based on the type of case (docket type and case category). Legacy System - A computer application used to record case information prior to CPCMS. Registry Entry - Action on a case that is recorded, but is not part of the official docket (unless the county requests otherwise).

5. 5 Docketing Systems vs. CPCMS Integration of Users and Case Processing in CPCMS Interaction Between Docket/Registry Entries, Case Events, Case Processing Status and Case Status

6. 6 Most Legacy Systems Are docketing systems. User is required to read through docket entries to determine what happened on a case or where the case stands in its life cycle. Include limited case management functionality and overall case statistical reporting. Are not standardized statewide.

7. 7 How CPCMS is Different Accepting and recording cases and case related filings (usually the Clerk of Courts office). Scheduling and case management office (usually Court Administration). Chambers and their staff.

8. 8 How CPCMS is Different, continued Most case processing functions are performed by the system in response to user actions from all court offices. The filing office (usually the Clerk of Courts) is not the only office that can change the position of a case in its life cycle. Minimum data requirements and standardization increase case management capabilities statewide which are not practical with individualized county systems. CPCMS has high-level case management reporting capabilities. Statewide statistical reporting can be extracted. Interfaces with other statewide/national agencies is made possible.

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10. 10 Importance of User Integration and Case Processing The high level of internal office integration and the immediate visibility into case processing by court offices is KEY to providing system-based case management functions in CPCMS.

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15. 15 The Type of Case. Procedural differences that modify steps for cases that are deemed to be more routine. Judicial involvement in resolving less complex cases via expedited timeframes.

16. 16 Setting the Event Track at Case Creation When a case is filed, users are asked to assign it to an Event Track. This sets the case on an expected course of events which allows for a high degree of case management functionality.

17. 17 Changing the Event Track The Case Calendar Event Summary Screen acts as a courtroom �dashboard� that allows case managers to change an Event Track based on judicial determination.

18. 18 Importance of Event Tracks Because Event Tracks are a driving force in CPCMS case management, project team leaders from all court offices (Clerk of Courts, Court Administration, Chambers) should determine the appropriate Event Tracks to be used in each county.

19. 19 Using Case Events and Event Tracks for Scheduling

20. 20 Judicial assignments are made based on the scheduling of a court event. There is some capability for automatic assignment when a case is scheduled for a court event.

21. 21 Assigning Judicial Authority The Judicial Authority Assignment feature is used to locate cases at specific events in their life cycle and make judicial assignments accordingly.

22. 22 High-Level Case Management Reporting CPCMS provides case managers with information about the way cases are being handled in their court. Reports and data extracts provide statistics regarding the time taken for cases to arrive at various case processing milestones (the filing of a case to final disposition, for example). Judicial and attorney caseload reporting is available. Reports are also available to assist in identifying open cases for scheduling and tracking Rule 600.

23. 23 Judge�s Case Assignment List (1063)

24. 24 Summary of Active Cases by Attorney (1071)

25. 25 Criminal Cases with Incarcerated Defendants (1016)

26. 26 Potential Trial List (1003)

27. 27 Summary CPCMS is a true case management system that provides functionality for automatically managing the case status and case processing status. CPCMS was designed to consider user interaction between/among court offices. Some Docket/Registry Entries made directly or indirectly in CPCMS create Case Events which can affect the Case Processing status and Case Status. The Case Processing Status provides immediate visibility to all court users (and other interested parties) as to where a case stands specifically. Docket/Registry Entries and the Case Events they may create can be customized to suit the case management flow practices of your county. CPCMS allows for standardization and increased case management capabilities statewide. CPCMS provides case managers with information about the way cases are being handled in their court by using high level case management reporting capabilities.