JIS Advisory Committee (JISAC)

January 24, 2005

JIS Advisory Committee

Meeting Minutes

Present:Cathy Grindle, Jeff Amram, Judge Scott Anders, Jeri Cusimano, Rena Hollis, N. F. Jackson, Patty King, Barb Miner (for Pat Swartos), Mark Parcher, and Dave Ponzoha

Staff: Jeff Barlow, Tom Clarke, Alan Erickson, Celeste Maris, Randy McKown, Manny Najarro, Dan Sawka, and Ann Sweeney.

Absent: Bruce Eklund and Judge Brian Tollefson.

SUMMARY OF ACTION ITEMS

I.      Welcome and Introductions

The meeting was called to order. Members and guests introduced themselves.

II.     Approve June 10, 2004 Meeting Minutes

The June 10, 2004 meeting minutes were approved as presented.

III.      Overview of Current AOC Activities

The JIS Applications Team focus over the past several months has been on validation of the technology approach and making adjustments on how to conduct business to better serve AOC customers throughout the state.

AOC is working toward delivery of value added products and services measured in weeks or months, getting away from taking years to execute and deliver. In terms of validating the technology approach, the Applications teams have essentially been working in the “garage” on all the pieces necessary to actually build anything. A tangible example includes a proof-of-concept task that has been completed in the past few months: a single sign on module allowing users to sign on and be directed to either ACORDS or CAPS – depending on user id. One of the more challenging aspects of this demo was the security scheme integration between both applications.

One of AOC’s major adjustments speaks to planning. One key driver for all projects includes the concept that once a plan is identified and the necessary steps are defined, ALL of the steps must be followed, or there is no plan. This is especially true of any commitment that could be a project, but lacks any meaningful set of business requirements.

Questions:

Q:  Are the web sites for calendar lookups part of the migration?

A:  No.  The work is done by a different staffing group and the product is stand alone, not integrated with the JIS application, but shares the JIS database.

Q:  What is the new platform?

A:  Java based, open architecture, taking advantage of current web services capability as well as the latest XML data standards.

Q:  Is JCS in the new platform?

A:  JCS is the last product that will be delivered in a non-Java programming oriented language.

Q:  Will there still be releases scheduled every six months?

A:  Yes.

Q:  What’s being done to ensure good response time?

A:  Part of AOC’s current behind the scenes effort includes work to tune performance for the existing applications.  Knowledge gained from this effort will be applied to all future development efforts.  Not all factors are within AOC control – local hardware constraints, network connectivity, network bottlenecks, etc.  Also, disaster recovery plans are moving forward to help maintain system response in the face of emergencies.

IV.      Organizational Framework:

The newly drafted mission statement was reviewed without comment.

The business process cycle was reviewed to help understand upcoming committee commitments. Typically, the following process will be in effect for user requests:

• Business Case submitted by user to JISAC;
• JISAC reviews and returns to user for revision, forwards to AOC for sizing or other research, forwards to AOC for development, or forwards to AOC for emergency implementation. Those items qualifying for emergency implementation are ones that require less than 8 hours effort or ones that will fix an existing system that has been broken.
• JISAC notifies affected users of decision – AOC is not involved in this communication.

To keep up with Business Case reviews and associated decisions, future meetings are recommended to be held monthly.

Prior to submitting a Business Case, a meeting may be held with AOC staff to get some initial information regarding feasibility, cost, etc.

JISAC will need to receive any materials associated with supporting a decision no less that one week prior to the meeting.

Questions:

Q:  Will Business Cases be vetted by AOC prior to JISAC delivery?

A:  No.  But it is the intention of the AOC to provide the tools/means to manage the influx of requests so that the JISAC can provide timely responses to the user submissions.

Q:  What will be the purpose of the subcommittees? Will they continue to exist?

A:  Until JISAC decides otherwise, the subcommittees will continue to exist. Their purposes will be refined at the next JISAC meeting

V.      Operations:

The end to end (planning to release) development process was reviewed. This discussion outlined how the AOC JIS Applications teams will execute on any commitment from inception all the way through release into the production environment.

VI.      Planning and Execution

Until recently, AOC/ISD had an extensive list of “priority” projects. This list has been changed to focus on 7 project areas. This revised list will focus on priority commitments that can deliver on the overarching goals of “Global Information Access” and “Operational Efficiency”. In the long term plan, over 60 high level projects have been identified as necessary to complete the migration effort.

A summary description of each project on the list was given by the various project managers associated with each project. These descriptions were given in the context of the Road Map for 2005.

Q:  Can the committee have access to ACORDS to view UI look and feel?

A:  Yes -- Dan will arrange.

Q:  Are data exchanges intended to work with local systems?

A:  Data exchanges will be created once in a standard format to allow exchanges of data needed by JIS.  Any system that can conform to the standard exchange format will be able to utilize these exchanges.

Q: What is Public Access?

A:  In the context of the data warehouse, Public Access refers to non-court individuals or organizations that need access to court data.

Q:  How do we know these 7 areas are the priority areas without comparing to the rest of the list?

A:  The proposed priorities focus on key goals that reach across court levels.

• Balance between the real world need to address current business pains with the strategic intent to build a new platform for long term viability.

Q: Can we get the list of remaining items categorized by where they appear in the migration schedule, legacy critical items, items we can do without?

A:  The list of remaining items will be distributed before the next JISAC meeting.

Q:  When can/should we stop changing the legacy system?

A:  JISAC will make that decision. If monthly meetings are held, this decision can be reviewed every month.

Q:  What are the liabilities associated with Risk Assessment – do we need it?

A:  Juvenile departments need it and the current application is being used by 35 of 39 counties.

Q:  Can the committee have a copy of the Judgment & Sentence proof of concept review?

A:  Yes - will be sent out before the next JISAC meeting.

Q:  Where is the probation management project that used to be a part of JCI?

A:  This project is not currently on the list of projects scheduled for 2005.

VII.      Decisions and Outcomes

In support of their new mission statement, the JISAC reviewed their new business process as presented by Manny.

The JISAC tentatively approved mission critical prioritization of global AOC efforts.

Motion:  to accept the 7 project areas as outlined with the understanding that changes can still be made next month after reviewing the complete list.  The Motion passed.

While the top priority items are still open for debate, possible changes, if any, would need to be focused primarily on production support for changes or enhancements.

Well in advance of any meeting, AOC should provide the group with more information pertinent to upcoming decisions.

Questions:

Q:  Has the JISC given the JISAC authority to make these decisions?

A:  Tom will follow up with JISC chair to determine if further official JISC action is needed.

VIII.   Next Steps

The JISAC membership needs to validate the current Enterprise Framework Team (EFT) structure and the participants.

The JISAC membership needs to communicate with EFTs about their near term activation within 45-60 business days depending on project start and requirements for participation.

The AOC project teams for assigned priority efforts will begin the formal kickoff that includes customer notice of involvement.

The AOC will organize lists of remaining legacy issues for presentation to JISAC. Purpose of the review will be to review, dispose of, and/or reprioritize list items.

The JISAC membership will take ownership of all new business case submittals, per the reviewed decision workflow process.

At the next JISAC meeting, agree to a plan for EFT utilization.

At the next JISAC meeting, agree to a plan for JISAC subcommittee utilization and how that fits the amended JISAC workflow process model.

Next meeting: February 28, 2005, 9:00am – 5:00pm, at SeaTac. Directions will be distributed.