JIS Advisory Committee (JISAC)

June 19, 2003

JIS Advisory Committee

Meeting Minutes

Present: Cathy Grindle, Rena Hollis, Patty King, N. F. Jackson, and Judge Glenna Hall.

Staff: Alan Erickson, and Yvonne Pettus.

Absent: Terri Cooper, Bruce Eklund, Andra Motyka, David Ponzoha, Kathleen Schmieder, Pat Swartos, and Judge Greg Tripp.

SUMMARY OF ACTION ITEMS

INTRODUCTIONS

I.      Minutes Approval
        The committee approved the September 19 meeting minutes.

II.     Legislative Update

Yvonne summarized the legislation that impacts the Judicial Information System. See Attachment 1, Legislation Impacting JIS.

III.    Project Updates

Alan summarized the current status of development projects at the AOC. See Attachment 2, Project Updates.

• Regarding the Summary Offender Profile Project, the committee had the following questions: Who will have access to the SOP?  What rules are being applied to access requests?  What is the strategy for granting access?  The details of system access and operation for SOP will be defined by the CJIA Executive Committee. This information will be available in two to three months.
• Regarding the Judgment and Sentence Project, the committee invited the project manager to provide a detail presentation and demonstration of this project at the committee’s next scheduled meeting on September 18.
• Regarding the CLJ Destruction of Records project, there are several courts in immediate need of the one-time run.   Alan will discuss with Celeste the possibility of determining need and prioritizing the one-time run jobs based on the courts' assessment of need.

IV.      Change Requests

A.     The committee reviewed and made decisions on the following requests.

1.  150361 - Report RTN Address Changes to Affected Courts (CLJ & Superior)

Action: Approved modifications to previously approved Phase 2 design with one provision: print the Daily Disbursement Report immediately instead of overnight.  The committee noted security and audit concerns about holding printed checks overnight until the report is printed and could be reviewed the following day.  Check generation and address auditing tasks are now a single unit of work & should not be interrupted by an artificial delay in printing the information needed for the address audit.

2.  Retention of Protection Orders

Action: Approved modifications to Retention Schedule---no JIS impact.
The committee approved the revised retention schedules as proposed by the Records Management Advisory Committee (RMAC) with the clarification that a permanent order means a final order with no expiration date.  The committee felt this definition should be included in the retention schedule.  Cathy will write a letter to Rich Johnson, chair of RMAC to convey the committee's approval and clarification.

3.  222758 - FTP Case Transaction Log file for Spokane

Action: Deferred Priority Determination until Spokane provides a more complete explanation of the business need.  The committee had questions about the purpose of the request.  There was some concern about special development efforts for a single court.  Rena will talk with Tom Fallquist and get more information.  Rena will advise Alan of the results of her conversation with Tom.   Possible future JISAC decision via listserve.

4.  233208 - Downloadable Case File Folder Labels for Lewis

Action: This item has priority provided the case folder data and format being requested by Lewis County is the same as that currently provided for other courts.  The committee had an issue again with special development efforts for a single court for what is a common need.  Committee also had issue with the sizing given the fact that we already do this for other courts.  Alan will confer with Celeste to determine whether existing downloads will work.

5.  239788 - Upload some Pre-Scomis Index Data for Chelan

Action: JISAC reviewed Issue Paper & recommends to the JIS Committee that JIS support the upload of only Index-level data for historical Pre-SCOMIS cases (dating back to perhaps before statehood) provided there is compliance with a uniform AOC-designated format by participating Superior Courts. Committee members raised concerns about amount of programming time this would require and also the mainframe storage capacity constraints.

B.    The committee reviewed the following requests as information only:

1.  228012 - Result Date for Juvenile Offender Cases

Action: Reviewed (Information Only) – Changes to the SCOMIS Charge screen will be implemented by the JCI project before or with the release of JCS Referral and Detention modules.

2.  223359 - Clerk's Dismissal Forms

Action: Reviewed (Information Only) – This is now on the Maintenance work list and holds priority.

3.  153753 - Termination of Parental Rights in JIS

Action: Reviewed (Information Only) – Changes to JIS to allow recording of the modification of a JIS parent-child family relationship with the creation of a terminated parent-child relationship will be implemented by the JCI project before or with the release of JCS Referral and Detention modules. 

V.      Next Meeting Date: September 18, 2003

The committee suggested a conference call format for the September meeting if the agenda is similar to June’s.

VI.      Meeting Adjourned