El Paso County, Texas Leveraged Odyssey to support eight major integration points that delivered cost and time savings

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Juniper Smith
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2016 TYLER PUBLIC SECTOR EXCELLENCE AWARD WINNERS TEXAS El Paso County, Texas Leveraged Odyssey to support eight major integration points that delivered cost and time savings El Paso County, home to

1 2016 TYLER PUBLIC SECTOR EXCELLENCE AWARD WINNERS TEXAS El Paso County, Texas Leveraged Odyssey to support eight major integration points that delivered cost and time savings El Paso County, home to more than 800,000 residents, faced a complicated IT landscape. All regional law enforcement agencies, all municipal courts and other departments shared a records management system (RMS) that required complex integrations to Odyssey, which could be utilized by various agencies. Other county departments needed to develop systems that could use Odyssey to provide additional functionality essential to their operations. In 2013, El Paso County implemented the Odyssey integrated criminal justice (ICJ) solution in all courts, detention facilities, clerk s offices, adult supervision and support departments. Odyssey became the central driving system to support eight major integrations AFIS, E-Notary, RMS, Sex Offender, Warrants Search, E-Bond, Scofflaw and the DA Case Portal that delivered significant cost and time savings to the county and constituents served, as well as provided increased information sharing and improved efficiency. WINNER Eliminated positive identification complexities and saved time during the arrest and booking process through the AFIS integration Increased information accuracy and reduced dismissals and fee waivers due to correctly matched citations with E-Notary integration Reduced the need for data reentry with the RMS integration that saved time and increased accuracy during jail bookings Removed the need to search multiple systems with consolidated warrants Saved several hundred thousand dollars in paper and printing costs El Paso has achieved an all-electronic environment with the use of Odyssey s ICJ solution. ALL-ELECTRONIC

WINNER Revolutionized office and streamlined court processes from days and weeks to less than half that time Enabled filing acceptance and processed them through workflows so that judges could easily

2 WINNER Revolutionized office and streamlined court processes from days and weeks to less than half that time Enabled filing acceptance and processed them through workflows so that judges could easily sign and make better decisions Integrated IV-D and CPS Courts into Odyssey, enabling the courts to e-file, electronically sign orders and increase information accessibility among the court staff, judges and public Allowed judges with jurisdiction in more than one county to easily access cases and sign orders regardless of location Cameron County District Clerk s Office has achieved an Advanced environment on the court and operations dimensions, while making significant progress on other dimensions with the use of Odyssey. Cameron County District Clerk, Texas Revolutionized court processes and eliminated paper with Odyssey The Cameron County District Clerk s Office faced a reduced budget for paper supplies as a result of mandatory statewide e-filing. The office struggled with moving documents among court staff and judges without printing. Different case management systems used by the IV-D and CPS Court created difficulties in records management. Without the ability to import images, judges couldn t view and process documents The office implemented Odyssey Workflow, e-signatures and Odyssey SessionWorks Judge Edition to achieve a paperless office. They created queues via Odyssey Workflow for specific users, court staff and judges. Distinct paths automatically routed documents to and from clerks and departments. E-signatures enabled judges and staff to sign, annotate and file stamp The implementation of workflow queues and e-signatures in the civil/family department was so successful that the solutions were also implemented in Criminal, Tax Suit and the IV-D and CPS Court.

WINNER Transitioned to paperless processes through Judge Edition, allowing more immediate access to case documents and more visibility into document file formats Improved public service by using

3 WINNER Transitioned to paperless processes through Judge Edition, allowing more immediate access to case documents and more visibility into document file formats Improved public service by using Odyssey Guide & File kiosks in the lobby for individuals to pay tickets or file lawsuits Saved more than 3,000 pieces of paper in warrants alone in one month using document paths and queues Used data sharing program to collaborate with multiple counties and agencies across the state to access critical case information Travis County Justice of the Peace, Precinct Two, has achieved an Advanced environment on the court and operations dimensions, while making significant progress on other dimensions with the use of Odyssey. Travis County Justice of the Peace, Precinct Two, Texas Attained paperless processes and an advanced electronic courtroom with Odyssey Travis County Justice of the Peace, Precinct Two one of the largest JP precincts in Texas serves a quarter of a million Texans. In January 2015, they identified the need for innovative technology to provide timely and cost-effective services, as well as eliminate paper and better manage case backlog. Odyssey facilitated a paper-on-demand operation, enabling access to all case information and seamlessly moving documents between departments. The criminal division is completely paperless, from case origins at the clerk s counter to delinquent case warrant status. Unused monitors were repurposed for the front lobby windows to help individuals review paperwork Precinct Two implemented a signature pad program into the warrants division, allowing clerks and law enforcement officers to sign documents digitally using document paths and queues, eliminating paper and saving time. Using Judge Edition, judges can instantly review all case documents, and clerks can immediately move documents into the judge s queue for his signature and easily check-in people for hearings.

Dallas County, Texas Implemented Odyssey to transform court operations and increase service to citizens As the ninth largest populous county in the U.S.

4 Dallas County, Texas Implemented Odyssey to transform court operations and increase service to citizens As the ninth largest populous county in the U.S., Dallas County leveraged Odyssey to provide best-in-class technology, optimize business processes and save costs. Dallas successfully deployed Odyssey SessionWorks Judge Edition 4.0 throughout the district and county civil courts to streamline case disposition processes, creating an efficient, electronic courtroom. Judge Edition enabled judges to work with multiple cases, quickly access case information and search for a particular text phrase within PDF documents. The county leveraged Odyssey document management features to digitize paper content and convert more than five million images. The Odyssey Portal provided secure information access for the attorney community and its stakeholders via any mobile device, reducing office traffic and increasing information accessibility. Odyssey Optical Character Recognition (OCR) and Record of Appeal decreased case review times filed through efiletexas by eliminating the frequency of returned filings, as well as expedited case bundling and the preparation of cases for the Appellate Courts. WINNER Digitized paper content for all 28 civil courts within both the District and County Clerk s office Deployed efiletexas, Odyssey document management features, Judge Edition, Odyssey Portal, Odyssey OCR and Record of Appeal for cost savings and increased efficiency Improved service to public by providing a more enriched self-service experience Redesigned Truancy Information System (TIS) to comply with House Bill 2398 and to incorporate a judge s approval and the district attorney s filing of new truancy cases, minimizing file time Dallas County has achieved an Advanced environment on the court and operations dimensions and is making significant progress on other dimensions with the use of Odyssey.

WINNER Reduced printing and storage costs and eliminated the need for paper files Enabled judges to access and review documents in Odyssey 24/7 Processed court cases in a more timely manner,

5 WINNER Reduced printing and storage costs and eliminated the need for paper files Enabled judges to access and review documents in Odyssey 24/7 Processed court cases in a more timely manner, improving service to the public Allowed existing manpower to be used in a more efficient manner by streamlining processes Grayson County has achieved an Advanced environment on the court and operations dimensions, while making significant progress on other dimensions with the use of Odyssey. Grayson County, Texas Achieved a paperless environment through Odyssey and e-filing Grayson County was challenged by inefficient, paper-based processes that resulted in expensive printing and storage costs. Judges lacked quick access to documents and orders that had to be signed manually. Court cases were not processed efficiently, burdening staff and impeding service to the public. Grayson County implemented Odyssey to achieve a paperless environment. All probate and civil pleadings are electronically filed via efiletexas. Images and financial payments are automatically transferred into Odyssey. All correspondence, including notices of hearings and court documents are completely automated. Odyssey helped Grayson County create an electronic county seal, file stamp and digital signature for all court personnel. Documents are easily transmitted between the clerk and the court via queues. Pleadings are then ed to attorneys, which eliminated the need to drop to paper. WHAT IT TAKES TO WIN Award winners are selected by exhibiting leadership, innovation and excellence in using the Odyssey product suite. Entries are judged on: Organizational efficiency and productivity Organizational responsiveness Business value Innovation Relevance

6 FINALIST Cameron County Office of the County Clerk, Texas An outdated case management system led the Office of the Cameron County Clerk to implement the Odyssey court case management system, in addition to esignatures and e-filing. The county selected Odyssey because it was a complete system that allowed users to easily enter and access real-time information, while allowing other entities in the county to view and share critical data. Odyssey provided the ability to implement new processes, which generated greater efficiencies, such as improved workflow processes, eliminated paper, reduced costs and enhanced customer service. Not only are staff more productive and happier, but the public is better served. E-Court Maturity Model The Maturity Model is a tool for planning your organization s successful evolution from paper-based to electronic operations. As a scorecard, it identifies many key characteristics of an electronic court. By implementing the capabilities in the table, and over time moving toward the top of the chart, courts eliminate paper and become more efficient. Eventually, a completely electronic court is achieved. Shown below is the Maturity Model for courts, but there are also versions for jails and prosecuting attorneys. All of the Excellence Award winners have made significant progress moving up the Maturity Model toward fully electronic operations. Court Operations Citizens Attorneys Justice Partners Advanced u Documents received and signed u Participants are electronically noticed on court orders and actions. between court and clerk. u All documents in CMS are searchable PDFs. between clerk and court. u Self-represented litigants can complete forms and electronically file online. u interaction between court and juror regarding jury services and trial cancellation. u Attorneys are electronically noticed on court orders and action. between attorneys and the CMS. u Feature-rich services function natively on mobile devices. between clerk and court. u Courts can view electronic case information from many jurisdictions in the region. All u All files in courtroom are electronic. u All data entry and forms generated in courtroom. u Processes between court and clerk are electronic. u Only electronic files are maintained. u Appeals are generated u Processes between clerk and court are electronic. u Court documents can be viewed online. u Jurors can submit excusal and reschedule requests online. u Some self-represented litigants can complete forms online. u All new cases and subsequent filings are submitted u Attorneys can submit proposed orders u Court documents can be viewed online. u All justice partners receive information from the court u Justice partners can electronically retrieve appropriate case documents. Mostly u Most files in courtroom are electronic. u Some manual and paper processes still exist. u Most cases are initiated u Most subsequent filings are received u E-filings are automatically updated in CMS. u Citizens can look up case information online. u Jurors can complete questionnaires online. u Most filings are submitted u Attorneys can look up case information online. u Most justice partners receive information from the court u Justice partners have appropriate elevated privileges to access secured case information. Some u Some data entry and forms generated in the courtroom, but paper/manual process are still prevalent. u Some documents are received u All paper documents received or generated are scanned. u General court information is available online. u Payments can be made online and are automatically posted in the CMS. u Some filings are submitted u Some justice partners receive information from the court Manual u Paper files in courtroom. u Manual forms generated in courtroom. u All signatures on paper. u All case filings are received on paper and docketed manually. u All case files are maintained on paper. u Copies of court records are available at the courthouse. u Payments are mostly made in person by cash or check. u Jury service is facilitated through paper and mail. u Copies of court records are available at the courthouse. u Attorneys hand-deliver or use couriers to file documents with the court. u Information is provided to justice partners mostly by exchanging paper documents. u Case information from other court jurisdictions must be requested manually. OD-TXTEA-BROCH Tyler Technologies, Inc. All rights reserved.

Yoon Kim. Collin County District Clerk

Yoon Kim. Collin County District Clerk Yoon Kim Collin County District Clerk Collin County District Clerk s Office Key Metrics: Population 1 Million (02/16) 12 District Courts 75 District Clerk Staff 17,000 Cases Filed Annually 14,000 efilings