JIS Advisory Committee (JISAC)

September 20, 2001

Present: Cathy Grindle, Bruce Eklund, Rena Hollis, N.F. Jackson, Patty King, Joe McGuire, Andra Motyka, Judge Greg Tripp, and Margaret Yetter.
Staff: Alan Erickson and Yvonne Pettus.

SUMMARY OF ACTION ITEMS

INTRODUCTIONS

Cathy Grindle called the meeting to order. She introduced Rena Hollis, Skamania County Clerk, who is replacing Siri Woods on the committee.

It was moved and seconded to approve the minutes from the June 21, 2001 meeting as written. The motion carried.

JIS Advisory Committee Charter

Alan reviewed the proposed changes in the committee charter. The major revisions include clarification regarding the President of the Association being the appointing authority for members; governance of the committee is based on Robert's Rules of Order; and similar provisions for the subcommittees. It was moved and seconded to approve the proposed charter. The motion carried.

Committee Vice Chair

Cathy opened nominations for committee vice chair. Bruce Eklund was nominated. There were no further nominations so Bruce was elected by acclamation.

JIS Project Updates

Several projects are budgeted for the 01-03 biennium: 1) JCI, 2) ACORDS Electronic Filing, 3) Superior Court Electronic Filing, and 4) Data Exchange. The data exchange project includes the superior court data exchange (Pierce County is the pilot); and several phased exchanges with the Washington State Patrol - felony dispositions, felony sentences, protection orders, and warrants. The superior court data exchange project is in the initiation stage. Work is being done on an RFP for the felony disposition data exchange project.

Other project updates include the following. JABS - OAC is working on enhancements to display warrants, FTAs, and outstanding balances. This should be ready for release in the next few weeks. E-Citation - OAC is working on requirements for the RFP. CAPS - The RFP was published September 17 with responses due on October 19. The RFP is available on the OAC web page under "Procurement". ACORDS - The pilot phase is continuing and installation should be complete by the end of the year.

Committee members had questions regarding the status of the Electronic DV Forms project. Staff will provide the information to the committee via listserve.

JIS Maintenance List

Alan reviewed the status of the maintenance list. JISC approval of the Migration Plan's recommendation that strategic resources be committed to migration projects rather than to discretionary legacy system changes necessitates some changes to the list. Consequently, we are working to limit the work items on the list to critical problems.

This means that some change requests, approved and prioritized last year by the JISAC, will be incorporated into specific migration projects and will not be pursued as changes to the legacy systems. A few items with previous commitment, such as the Seattle Municipal Court DV Order transfers, will continue.

Items that will be included in migration projects are the PLS phase II project, Credit card/Electronic funds transfer project, the cross-jurisdictional warrant re-write project, and caseload management reports project for courts of limited jurisdiction.

In response to committee concern about OAC removing approved and prioritized items from the maintenance list, Alan noted that the Web-migration decisions had not been made when the committee prioritized these items. He assured committee members that these items would be pursued as part of migration projects. The committee requested a new maintenance list and a mapping of previously approved changes to migration projects.

Change Request Guidelines

Alan updated the committee on the new software used by the Help Center to track problem calls. The new system will also be used to track client request changes. Eventually, the OAC will put the Client Request form on the web so users and complete and submit the form on the web. However, there are many changes that need to be made to ensure it is usable so the release date is unknown.

Client Request 158128

Request #158128 - The request is to add the ability to update addresses from the RCP screen. The CLJ subcommittee recommended the request be approved and placed on the CPR list to be addressed by the receipting migration project. The committee concurred with the subcommittee recommendation provided any implementation of RCP address change capability enforces the requirement to review address history (ADH).

Client Request 200305

Request #200305 - The request is to add a transaction code to JRS for receipting fees for sealing juvenile records. Marianne Walters, the requester, has not submitted the authorizing documentation for this fee. The committee tabled the request until such documentation is available. Rena indicated that she will contact Marianne.

Client Request 200944

Request #200944 - The request is to change codes in JRS relating to tax warrant filing fees to implement fee increase legislation passed during the 2001 session. The legislation does not take effect until July 1, 2003 so the item is just for the committee's information.

Social Security Death Index

The JIS Person Business Rule 6.30 requires authoritative documentation for the date of death before that date is recorded on the JIS person record. The Social Security Death Index (SSDI) is available from www.ancestry.com. Some courts report concerns, however, that death information can be received over the telephone by the Social Security Administration and no authoritative proof is required prior to information being placed on the SSDI. The committee discussed using the SSDI as a guide but directed staff to verify whether a death notification can be made by telephone. The committee thought if a death certificate is required 100 percent of the time, then the SSDI could be authoritative documentation and the Person Business Rule could be changed. However, if not all SSDI entries are backed up with a death certificate, then the rule should be changed to disallow SSDI as an authoritative source.

Photo Radar Case Filing Practices

Yvonne presented information regarding the filing of photo radar citations in the Person database and the degradation of the Person database. The committee requested that OAC test the ability to file these cases as traffic infractions on the parking system. It was moved and seconded that OAC should conduct a test to determine if these cases could be filed as traffic infractions and the correct distribution accomplished using the parking system. The motion carried.

UPDATES

Committee Reports

Alan reported on the JIS Committee (JISC) retreat in July. The Committee will be reviewing a proposal for implementation of the time pay fee at the September meeting.

Patty King reported on the September JISAC CLJ subcommittee meeting. The subcommittee is concerned about JABS usage compared to the resources required by OAC to complete further enhancements. The subcommittee reviewed pending caseload reports that are being developed by the OAC Research unit. Other issues discussed by the subcommittee were: 1) post card collection notice, 2) case archiving, 3) FTA address problem with DOL, 4) the need for distinct BARS codes for new criminal cost fee codes TPC and TPD, and 5) issues with DOL regarding the word "fine" on JIS in relation to deferred finding cases.

Rena Hollis reported that the September 11 JISAC Superior Court subcommittee meeting was cancelled. There will be a conference call on 9/21 to discuss items needing immediate attention. Ted Rutt is retiring so Rena will be appointing a replacement for him on the JIS Advisory Committee.

FUTURE MEETING DATES

The next meeting is scheduled for December 6, 2001. The committee reviewed the proposed meeting schedule for 2002. The schedule was approved with the exception of the December meeting that was changed from 12/19 to 12/5. Other 2002 meeting dates: March 21, June 20, and September 19.

The meeting was adjourned.