Statewide Technology Issues 2017 Regional Training Workshops
Statewide Technology Issues OVERVIEW
No More Silos All the Court Systems are connected in today s world. For example, Each Clerk s Case Maintenance System Local/Circuit Access Systems and Web Sites The E-Filing Portal Comprehensive Case Information System (CCIS) Judicial Viewer Systems 3
Statewide Integrated Court System Filers Web ECF XML SA/PD/3 rd Party Filers STAC/Other Systems New Cases Existing Cases Statewide eportal ECF XML Public Web 67 Clerks of Court Local Clerk CMS Case Initiation, Indexing, Docketing Official Court Record/Document Prep Fee Collection and Accounting CCIS 3.0 XML Statewide Access/Standards Statewide Reporting Integration with Partners Local/Statewide Integration Judicial Law Enforcement State Attorney/Public Defender
Statewide Technology Issues GOVERNANCE
FCCC Governance
FCTC Overview The Florida Courts Technology Commission (FCTC) has oversight over Court Technology. The FCTC has a stated goal to create a statewide repository of data for data management and Judicial Management purposes. As the custodian of the Court Record, it is important for Clerk s to leverage their existing technology and maintain a leadership role in Court Technology. The Clerks will continue to work with the FCTC to create a fully Integrated Court System. 7
FCTC Overview
FCTC Overview
FCTC Overview
Statewide Technology Issues AOSC 16-15 : UCR REPORTING
AOSC 16-15 Uniform Case Reporting (UCR) - Background The Supreme Court issued AOSC 16-15 on April 27, 2016 2 Counties (Hillsborough and Brevard) are still piloting the project with the Court FCCC Leadership continue to promote a wait and see approach regarding UCR implementation because: UCR is an Unfunded Mandate Gives Clerks an opportunity to discuss how UCR could be achieved with CCIS at little or no cost
AOSC 16-15 Uniform Case Reporting (UCR) Initial Options/Costs Based on the initial UCR Specification, FCCC provided 4 statewide options and costs to OSCA for UCR: 1. 67 Local Interfaces to CMS s (Web Services) : $2.9 Million 2. 67 Replicated Databases : $ 600 K 3. UCR Data Broker (existing CCIS interfaces) : $ 62K 4. CCIS as the Data Source for Statewide Case Management : No Additional Cost
AOSC 16-15 Uniform Case Reporting (UCR) Audit Requirements The Courts updated the UCR specifications on June 28, 2017 (www.flcourts.org/jdms) These new specifications recognized the need for an ongoing data audit: those entities closest to the source of the data record, clerks of court and circuit court staff, should implement more efficient system-level quality and auditing capabilities within their case maintenance and case application processing systems. Data quality is the responsibility of the record custodian. FCCC will be surveying the Clerks in order to capture the costs of these data quality efforts.
AOSC 16-15 Uniform Case Reporting (UCR) - Takeaways Clerks and the Courts are in discussions regarding the best way to address UCR The Clerks have provided 4 options with associated costs to the Courts The least expensive option is to utilize the existing CCIS 3.0 information and web services Any other option will require additional funding/discussions with the Legislature
Statewide Technology Issues 2017 SENATE PROVISO LANGUAGE
2017 Senate Bill 2500 Proviso language, page 32 of attachment New State Court System - From the funds in Specific Appropriations 3145 through 3212, the Office of the State Courts Administrator shall submit a plan to develop, within existing appropriations, a statewide uniform case management database system for the purpose of caseload data collection and reporting. The Office of the State Courts Administrator shall work with the Florida Clerks of Court Corporation and the Florida Association of Clerks of Court to develop common definitions for all clerks and courts to use to ensure uniformity in reporting. The case management system must be searchable, have information about the workload of each judge in the circuit and have the ability to be aggregated by division, circuit, and statewide for reporting purposes. The plan shall examine recurring appropriations in the State Courts System to identify appropriation categories and budget entities with funds which may be reallocated to fund all costs associated with a unified state-wide judicial case management system. The plan must provide an itemized estimate of all projected costs associated with the development, implementation and recurring maintenance of the system. The plan must also account for the cost of making the system accessible by all trial court judges, appellate court judges, Supreme Court justices and other authorized staff of the courts. The Office of the State Courts Administrator shall submit the plan to the chair of the House Appropriations Committee and the chair of the Senate Appropriations Committee by December 1, 2017.
Statewide Technology Issues FCTC PDF/A STANDARD
Document Storage Workgroup The FCTC has approved the following language at the on 8/18/16 Motion recommending approval of PDFA-2 as the preferred document format and PDFA-1 currently remains as an acceptable format. There are currently no timelines to comply with this standard. Clerks are on record with the FCTC that it would cost an estimated 17 million dollars and take 5-10 years to comply with a minimum standard.
Official FCCC Position on PDF/A FCCC has now committed to implement PDF/A standard in a 2-year window Executive Committee has approved Taking motion to Executive Board and all Clerks To meet objective, certain conditions precedent must occur
Conditions Precedent Resolution of outstanding issues Funding sources secured Clerks will make it a priority to obtain this funding Total cost will not be known until outstanding issues resolved Once total cost is determined, funding sources must be verified/obtained Clerks and vendors moving forward CAPS development must move in parallel Other priorities cannot displace PDF/A
System Layers and Components Viewing Layer Judicial Viewer Remote Viewer CCIS Document Viewing Document Bulk Downloads Network Bandwidth Capacity Processing Layer CMS DMS Court Redaction System Electronic Document Workflow Official Records System Compute Capacity Data Storage Capacity Infrastructure Layer Intake Layer Portal Connectors & Interfaces OTC Paper or Electronic Other Filing Methods Backup Storage Capacity/ Capability
Proposed Plan Estimate 1 year to make Portal compliant (pending funding) Clerk/Vendor Workgroup will support effort Progress updates will be provided to FCTC CAPS development will move forward in parallel timeframe
Portal Proposal Portal will receive PDF PDF/A Word WordPerfect Portal will convert to format requested by Clerk PDF PDF/A TIFF during transition period
Clerk/Vendor Workgroup Composed of: At least two clerk representatives for each CMS vendor + in-house systems Vendor representatives Focus on discussing how Issues to be returned to FCTC for resolution
PDF/A Takeaways Conditional 2 year window Need resolution of outstanding issues Portal is first development effort Clerk/Vendor workgroup will move initiative forward CAPS must move in parallel
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