Washington State Courts - Judicial Information System

Search | Site Map |

eService Center

85 - JRS Replacement

Request Status Summary

Request Status	Authorized
JISC Priority	8

Request Detail

Requestor Name:
	Mcallister, Joel T
Origination Date:
	04/05/2011

Recommended Endorser:
	Washington State Association of County Clerks

Request Type:	Change or Enhancement
Which Systems are affected?	Other
Other affected Systems / Business Processes	JRS
Business Area:	Accounting
Communities Impacted:	County Clerks
Impact if not Resolved:	High
Impact Description:
Clerks will continue to struggle with large payment items, unnecessarily, creating an inaccurate record by splitting these into multiple receipt items. Customers will continue to be frustrated by the courts' inability to provide clear documentation of payment history in a timely fashion. Clerks will continue to bump up against the maximum transaction limit on any given register, and effectively lose the use of that register until the first of the following year.

What is the Business Problem or Opportunity

JRS presently relies on nightly uploads and batch processing. It is also outdated and limited in terms of field size. It should be replaced with a system which will add to the existing functionality by providing expanded field size, increased flexibility, real-time processing, and better and more flexible reporting.

- Currently, when a payment amount exceeds seven digits, the receipt has to be split into multiple transactions. The receipting system should facilitate receipt of payments in larger amounts than this.

- The receipting system should be more flexible in terms of ease of accepting alternative forms of payment.

- The receipting system should process payments in real time, so that individuals, for example, making a LFO payment, would be able to obtain a balance statement (CFHS) at the same time, which reflects the payment amount that was just made.

- Currently, each register apparently has a maximum number of transactions it can process in a given year. This needs to be expanded.

- Cashier sign-ons should be specific to the individual rather than to the machine.

- Dollar amounts should be listed for each register on the extract for upload.

- Daily backups and purge parameters should be automatic.

- Clerks should be able to prohibit issuing receipts on previous dates.

- After selection of the payment type, the user should be allowed to cancel or revise the payment type if they made an error.

- When cloning receipts, the user should be able to over-write data without having to back space through it.

Expected Benefit:

More accurate financial records.

Ability to provide financial records in a timely fashion.

Endorsement Detail

Endorsing Committee
	Washington State Association of County Clerks
Endorser Name:
	Gould, Betty J
Origination Date:
	04/05/2011

Endorsing Action:

Endorsed

Endorsement Detail

Endorsing Committee
	Washington State Association of County Clerks
Endorser Name:
	Gould, Betty J
Origination Date:
	04/05/2011

Endorsing Action:

Endorsed

AOC Analysis Detail

Analysis Date:	04/29/2011
Request Rationale
Aligns with JIS Business Priorities, IT Strategies & Plans:	Yes
Aligns with applicable policies and with ISD Standards:	Yes
Breadth of Solution Benefit:	Wide
Cost Estimates
Cost to Implement?	$273,200 - $303,200
Feasibility Study needed?	Yes
Court Level User Group
Superior Courts
Approving Authority	JISC

Request Summary:
This request seeks to correct deficiencies in the Judicial Receipting System (JRS) to provide expanded data field sizes, increased flexibility, real-time processing, and better reporting.
Business Impacts:
Modernizing JRS would provide more real-time or near real-time information for courts and customers. It would also meet other identified requirements that are not currently being met as identified by court customers. It would improve customer service delivered by the courts to customers.
Summary of Proposed Solution
The Administrative Office of the Courts (AOC) proposes to conduct a feasibility study to examine modernization of JRS. The JRS system is widely used by county clerks who depend on it for their financial tracking requirements. While the request received is from a single individual, a comprehensive study of requirements is needed to ensure that all of the business and technical requirements are addressed. This study would include that broad requirements gathering and exploration of alternatives to fulfill the request.
Proposed Solution
AOC proposes to conduct a feasibility study to elicit and document requirements for a JRS modernization. This would examine alternatives available to address the requested business needs and requirements. Finally, the feasibility study will provide a sizing estimate in terms of cost and duration to implement JRS modernization. AOC recommends a vendor contract for the feasibility study which would reduce ISD resource demand for this work. The contract would still require ISD contract and project management resources, plus involvement from subject matter experts in AOC and the courts. Funding for implementing any recommended solution, depending upon size, may require a policy level decision package to be approved by the State Legislature, assuming sufficient JIS Account fund balance.

Confirmation of Endorsing Action Detail

Endorsing Committee
	Washington State Association of County Clerks
Endorser Name:
	Gould, Betty J
Origination Date:
	05/02/2011

Endorsing Action:

Endorsed

Court Level User Group Decision Detail

CLUG	Superior Courts
Chair of Group	Judge Dalton
Date of Decision	10/25/2011
Decision
Decision to Recommend for Approval	Unamimously recommended to the approving authority
Priority Processing Status	Prioritized
Ranking
Request Priority	3
Request Importance	High

Scoring Detail	Score / Possible
Business Value	10 / 10
Relative Priority	0 / 10
Cost	2 / 5
Complexity/Level of Effort	8 / 10
Risk	5 / 5
Benefit / Impact	5 / 5
Impact of Doing Nothing	5 / 5
Total Score	35 / 50

Additional Notes

The group did not score the relative priority but considered all the requests together in the priorization list.

Implementation Detail

Analysis Date:
Implementation Stage	Authorized
Prioritization Option:	Prioritized

Comments:
This request was authorized by the JISC at their December 2, 2011 meeting.