Transcription
Superior Court of California,County Of San Luis ObispoCalifornia Judicial Council BriefingApril 25, 2014
Project StatsSummary 11/26/12 Project Kickoff 1/21/14 All Divisions Go LiveScope 2All Case Types, FinancialsManual (with skeleton case) Data ConversionLocal Justice Integrations (20)32 Development Projects (11,900 hrs)
Initial BenefitsCost Savings Reduced cost of application supportEliminated microfiche document archive solutionReduction in physical file storage needsEliminated expensive custom programming – many statute, fine,docket changes are simple configuration updates in OdysseyProcess Savings 3Streamlined from use of 19 applications to 1Ease of training and cross trainingTransitioned from back office to real-time court processingImproved calendar management and courtroom flow
Court Strategic DirectionCost Savings Transition to hosted solution Court owns the data and the system Tyler Evergreen Solution allows free upgrade to future releasesand functionalityProcess Savings Begun transition to paperless court Paperless bench will improve customer service in thecourtroom Integration with Tyler eFiling, Self Represented LitigantSolutions will improve public access to justice, reduce caseprocessing times4
Where Do We Go From Here?
Maintain Key Operational Drivers Create integrated repository of case data and case documents tofeed all departments#1 - Increased Efficiency Reduced physical storage needs Reduced need for paper handling Replace aging legacy applications#2 - Supported Solution#3 - Open Access6 Reduce cost of system support Implement new solution rapidly Minimize customization Support for California state reports and integrations Position court to handle eFiling case documents Improved web access for Public and Attorneys Integrated document management provides seamless access to casedocuments
Focus on Continuous ImprovementTimeLegacy System Lifecycle7TimeContinuous Improvement Lifecycle
Continual Evolution of Improvement8
Develop Measurable vancedElectronicCourt E-SignaturesManual All documents aresearchable PDF’sCitizens SRLs e-File E-Notices Automated Tasks Automated electronic tasksbetween clerk and court No Paper in Court Only electronic files Court docs viewed online Electronic Appeals Jurors submit excusal andreschedule requests online All Data Entry in Courtroom Electronic Workflow Mostly electronic files incourtroom Processes between clerkand court are electronic Mostly initiation is e-Filed Most subsequent e-Filed Electronic interactions forjury services Some SRLs e-File Citizens lookup case infoonline Some manual paperprocesses E-filings updated in CMS Jurors completequestionnaires online Some data entry incourtroom Some documents e-Filed General info availableonline Paper/manual process arestill prevalent Paper files in courtroom9Operations Manual forms in courtroom All signatures on paper All paper documents arescanned. All filings are paper,docketed manually All case files are paper Payments made online &posted in CMSAttorneysJustice Partners E-Notices on court orders &actions Automated e-tasksbetween attorneys & CMS Use on mobile devices Automated e-tasksbetween clerk and court E-Filing of new cases &subsequent filings All Justice partners receiveinfo from court electronically e-File proposed orders Courts view case info frommany jurisdictions Court docs viewed online Justice partners retrieveelectronic case documents Most filings submittedelectronically Most justice partners receiveinfo from court electronically Attorneys lookup case infoonline Justice partners - elevatedaccess to case info Some filings are submittedelectronically Some justice partnersreceive information fromthe court electronically Copies of records atcourthouse Copies of records at thecourthouse Info provided to justicepartners mostly on paper Payments mostly in person Attorneys hand-deliver oruse couriers to file Requests for case info fromother jurisdictions are manual Jury service via the mail
Measure our Progress Jurors submit excusal andreschedule requests online Electronic Workflow Mostly electronic files incourtroom Processes between clerkand court are electronic Mostly initiation is e-Filed Most subsequent e-Filed Some SRLs e-File Citizens lookup case infoonline E-filings updated in CMS Jurors completequestionnaires online Some data entry incourtroom Some documents e-Filed General info availableonline Manual forms in courtroom All signatures on paper All filings are paper,docketed manually All case files are paperFamily Payments made online &posted in CMSCivilTrafficCriminalFamily All paper documents arescanned.CivilTrafficCriminal Paper/manual process arestill prevalentCriminal Some manual paperprocessesTraffic All Data Entry in Courtroom E-Filing of new cases &subsequent filings All Justice partners receiveinfo from court electronically e-File proposed orders Court docs viewed online Justice partners retrieveelectronic case documents Most filings submittedelectronically Most justice partners receiveinfo from court electronically Attorneys lookup case infoonline Justice partners - elevatedaccess to case info Some filings are submittedelectronically Some justice partnersreceive information fromthe court electronically Copies of records atcourthouse Copies of records at thecourthouse Payments mostly in person Attorneys hand-deliver oruse couriers to file Jury service via the mailTraffic Electronic AppealsCriminal Court docs viewed onlineFamily Only electronic files Courts view case info frommany jurisdictionsCivil No Paper in Court Electronic interactions forjury services Automated e-tasksbetween clerk and courtTraffic Automated electronic tasksbetween clerk and courtJustice Partners E-Notices on court orders &actions Automated e-tasksbetween attorneys & CMS Use on mobile devicesCriminal SRLs e-File E-Notices Automated TasksFamilyManualAttorneysFamily All documents aresearchable PDF’s Paper files in courtroom10CitizensCivilOperations ElectronicAdvancedElectronicCourt Info provided to justicepartners mostly on paper Requests for case info fromother jurisdictions are manual
Achieve Our Goals Manual forms in courtroom All case files are paper e-File proposed orders Justice partners retrieveelectronic case documents Most filings submittedelectronically Most justice partners receiveinfo from court electronically Attorneys lookup case infoonline Justice partners - elevatedaccess to case info Some justice partnersreceive information fromthe court electronicallyTraffic Payments made online &posted in CMS Some filings are submittedelectronicallyCriminal Court docs viewed onlineCivil General info availableonline All Justice partners receiveinfo from court electronicallyFamily All filings are paper,docketed manuallyTraffic All paper documents arescanned.Criminal Paper/manual process arestill prevalent Jurors completequestionnaires onlineTraffic Some documents e-FiledTrafficFamilyFamilyCivil E-filings updated in CMS Some data entry incourtroom All signatures on paper Most subsequent e-Filed Citizens lookup case infoonlineCriminal Some manual paperprocesses Mostly initiation is e-Filed Some SRLs e-FileFamily Mostly electronic files incourtroom Processes between clerkand court are electronicCivilGoal Electronic WorkflowGoalGoal All Data Entry in Courtroom E-Filing of new cases &subsequent filings Courts view case info frommany jurisdictionsCivil Jurors submit excusal andreschedule requests onlineTraffic Electronic Appeals Automated e-tasksbetween clerk and courtCriminal Court docs viewed onlineJustice Partners E-Notices on court orders &actions Automated e-tasksbetween attorneys & CMS Use on mobile devicesFamily Only electronic filesGoal No Paper in CourtGoal Electronic interactions forjury services Automated electronic tasksbetween clerk and courtGoal E-Notices Automated TasksGoal SRLs e-FileCriminalManualAttorneys All documents aresearchable PDF’s Paper files in courtroom11CitizensGoalOperations ElectronicAdvancedElectronicCourt Copies of records atcourthouse Copies of records at thecourthouse Info provided to justicepartners mostly on paper Payments mostly in person Attorneys hand-deliver oruse couriers to file Requests for case info fromother jurisdictions are manual Jury service via the mail
Summary The implementation of Odysseyis complete The process of transforming ourcourt is just now beginning Ongoing focus and effort oncontinuously improvingoperations and value to thosewe serve Long term vision; short termprojects Real and measurableachievement12
Process Savings . 4 Court Strategic Direction . Goal Goal Goal Goal Goal Goal Goal Goal. 12 Summary The implementation of Odyssey is complete The process of transforming our court is just now beginning Ongoing focus and effort on continuously improving operations and value to those we serve Long term vision; short term projects
