JIS Advisory Committee (JISAC)

JIS Project Updates (May 2004)

JIS Project Updates (May 2004)

New JIS Modules

Calendaring Module
Electronic Judgment & Sentence Module
Electronic Citation Module
Electronic Filing Identification Module
Electronic Filing Manager Module
New JIS - Appellate Version
New JIS - Superior Version
New JIS - Limited Jurisdiction Version
Juvenile Referral & Detention Modules
Juvenile Risk Assessment Module
New JIS - Juvenile Version
Probation Case Management Module

New JIS Data Exchanges

JIN Disposition Data Exchange
JIN E-Citation Data Exchange
JIN J&S Data Exchange
Superior Court Data Exchange

Legacy JIS Applications

Judicial Receipting System Update
Legacy JIS Routine Maintenance
Legacy JIS Special Maintenance

Other Projects

Disaster Recovery
Enterprise Data Warehouse
Extranet Portal
JIN Summary Offender Profile
Mainframe Upgrade
Public Access & Data Dissemination Training
Web-based Self-Help

Funding Sources

03-05 Biennial Budget Decision Packages

New JIS Maintenance $3.700M
JIS User Assistance $0.287M
JIS Migration Phase II Build $8.000M
JIS Migration Phase III Design $1.500M
Enterprise Data Warehouse $0.258M
JIS System Upgrade Phase II $1.900M
Courts of Limited Jurisdiction $0.420M
Probation Case Management Phase II $1.300M

04 Supplemental Budget Requests

Disaster Recovery $1.100M
JIS Migration Phase II Extension $1.400M
JIS Migration Phase III $1.400M

PURPOSE: Automate the proceeding scheduling process. The original legacy project focused on the superior courts.

CURRENT STATUS: Final performance changes were tested and implemented by the end of April. Availability schedules in May are pushing pilot testing of CAPS into early June. Yakima will resume testing and getting ready for the data conversion by end of May.

ITERATION SCHEDULE:

Iteration 1 (small superior courts in early 2004):

• set and manage proceedings
  
• establish and maintain resource and calendar availability
  
• prepare hearing/trial notices
  
• view schedules by date, resource, or case
  
• distribute electronically and print
  
• prepare management reports

Iteration 2 (large superior courts in late 2004):

• set a proceeding without a case
  
• transfer data from local systems
  
• improve performance

Iteration 3 (small limited jurisdiction courts in late 2005):

• add core functionality for limited jurisdictions
• improve performance

Iteration 4 (large limited jurisdiction courts in 2006):

• add complex functionality for limited jurisdictions
• best day selection
• improve performance

PURPOSE: Create and manage an electronic judgment and sentence form.

Court staff will no longer manually input judgment and sentencing data into JIS.

CURRENT STATUS: The schedule has changed to more accurately reflect current activities (see below). Activities in the elaboration phase were extended to August and will overlap some construction activities. This will allow the mock courtrooms to review technical and business assumptions, extension of the functional prototype, and participation of Skamania, Cowlitz and Mason counties in pilot activities. The August extension will allow time for identifying interfaces to the prosecutor case management systems at the pilot counties. A wireless initiative is being reviewed in Thurston County. During this same timeframe we will be look at extending to the Court of Limited Jurisdiction. The transition phase was extended one year to accommodate the Federal grant funding cycle necessary for equipment procurement. It’s expected that small and medium sized county court systems will be operational in the April 2005 timeframe. The large county court systems will be operational within the December 2005 timeframe. Implementation at the counties will probably continue past December 2005 as the system is assimilated in the different courtrooms.

ITERATION SCHEDULE:

Iteration 1 (Spring 2004):

• prototype system in Thurston
• test business process

Iteration 2 (Summer 2004):

• prototype biometrics
• prototype misdemeanor form extension
• identify link to prosecutor case management system

Iteration 3 (Spring 2005):

• update user interface to new AOC standards and guidelines
• start development of production application

PURPOSE: Electronically capture ticket data by officers and electronically transfer the ticket data to the courts. Eliminate triplicate and quadruplicate data entry of the ticket data.

CURRENT STATUS: Grant information was turned over to WSP grant writer. Timing of the request is said to be good for potential availability of funds, this summer.

ITERATION SCHEDULE:

Iteration 1 (piloted with WSP in early 2003):

• tested initial business process
• tested candidate hardware and software
• estimated costs for implementation

Iteration 2 (pilot with local LEA in 2004):

• test data transfer end-to-end (law enforcement to DOL)
• test revised business process
• test updated hardware and software

Iteration 3 (initial rollout in late 2004 or early 2005):

• start statewide implementation with early adopters
• finalize e-citation document repository

PURPOSE: Provide electronic filing identification, passwords and PINs to filers on request. Provide this service statewide directly or through local e-filing systems.

CURRENT STATUS: Functionality currently being developed to support local e-filing systems. Anticipate release in late May for production use.

ITERATION SCHEDULE:

Iteration 1 (pilot with King and Chelan Superior Courts in early 2004):

• test initial business process
• test initial web services functionality

Iteration 2 (statewide rollout for superior courts in late 2004):

• finalize business process
• finalize functionality

Iteration 3 (appellate court rollout in 2005):

• integrate with new ACORDS
• integrate with electronic filing manager

PURPOSE: Provide electronic filing middleware that connects the filing application to the JIS and the appellate court document management systems. This module could be reused by trial courts as part of their e-filing systems if desired.

CURRENT STATUS: A contract is finalized with Counterclaim to build this module in partnership with the State of Georgia. Development underway, beta version available for testing.

ITERATION SCHEDULE:

Iteration 1 (pilot with JIS and Georgia systems in late 2004):

• support case initiation, filing of all case types, and case queries
• test integration with JIS and at least two document management systems

Iteration 2 (appellate rollout in early 2005):

• integrate in appellate version of new JIS
• finalize functionality

Iteration 3 (trial court rollout if desired in early 2005):

• integrate with superior version of new JIS
• integrate with certified e-filing service providers

PURPOSE: Replace legacy ACORDS with new web-based case management system. Add new functionality, including electronic filing.

CURRENT STATUS: In production. A list of bugs and desired features are being worked on. Electronic filing functionality is in the initial planning stage.

ITERATION SCHEDULE:

Iteration 1 (production in all appellate courts in late 2003):

• supports basic case management
• supports basic queries
• supports basic subscription public access

Iteration 2 (late 2004):

• adds minor functionality
• fixes critical bugs
• refactors application to be compliant with enterprise architecture

Iteration 3 (early 2005):

• adds basic electronic filing in pilot mode
• adds functionality
• fixes critical bugs

PURPOSE: Replace legacy SCOMIS with a new web-based case management system. Replace JRS with a new accounting system. Add new functionality, including support for calendaring, electronic filing, interfaces to document management systems and data integration.

CURRENT STATUS: Gathered initial high-level requirements. Identified initial sequence of modules to build. Continued to build enterprise architecture infrastructure. Began development of first module which will store document information for items filed in the court and allow access to the document if stored in a local Document Management System.

ITERATION SCHEDULE:

Iteration 1 (late 2004):

• single sign-on service
• security service
• reporting service
• document interface service
• single document filing (w/e-filing & data transfer)

Iteration 2 (early 2005):

• some basic case management
• additional e-filing
• some basic data integration

Iteration 3 (late 2005):

• additional case management functionality
• additional data integration
• fix critical bugs

PURPOSE: Replace legacy DISCIS, JIS and JASS with a new web-based case management and accounting system. Add new functionality, including support for electronic citations, document management systems, e-commerce and data integration.

CURRENT STATUS: Gathered initial high-level requirements. Working on enterprise architecture infrastructure. Reviewing Seattle Municipal Court requirements.

ITERATION SCHEDULE:

Iteration 1 (early 2006):

• some basic case management
• some basic e-filing
• some basic data integration
• Iteration 2 (late 2006):
• additional case management functionality
• additional data integration
• additional accounting functionality
• fix critical bugs

PURPOSE: The purpose of this part of the Juvenile and Corrections Integration Project (JCI) is to replace the aging juvenile court case management and detention systems (JUVIS), provide new and enhanced functionality in a Web-based application called the Juvenile and Corrections System (JCS) and integrate the juvenile data into the statewide JIS database.

CURRENT STATUS: AOC and MSE (contractor) project team design work has resumed on changes requested and approved by JCAs following Acceptance Testing. The AOC has entered formal agreements with Juvenile Court Administrators (JCAs) to employ the services of juvenile court staff in the remaining development phases for the application. JCAs have committed a minimum of 85 man-days to development design reviews and prototype testing tasks. Testing of the conversion of the JCS application to Magic version 9.4, a major step to enable JCS to work with other JAVA-based new JIS applications after a two month delay, because of unanticipated problems encountered between the Magic DB2 gateway and the Magic engines, successfully resumed on April 30. Testing of the converted version will be completed on May 21. Interviewing for a second new Magic Programmer is was completed unsuccessfully when the selected candidate turned down the AOC offer; recruiting has resumed.

ITERATION SCHEDULE:

Iteration 1-Replace JUVIS (2004):

• basic referral functionality
• basic detention functionality
• data conversion from JUVIS and integration with JIS

Iteration 2-Referral & Detention Value Add-ons (2004)

Iteration 3-Lower Priority Changes (2004)

Iteration 5-Risk Assessment (2004):

Iteration 4-King County (2005)

Iteration 6 (2005):

• improve usability of interface
• refactor to support any new business process best practices

PURPOSE: The courts of limited jurisdiction and the superior court juvenile departments require better automated support for risk assessments. This module will support known legislative requirements.

CURRENT STATUS: AOC continues to provide temporary support to juvenile departments with a contract for a standalone application hosted by Assessments.com through October 2004.

The JIS Risk Assessment module will replace this vendor-application with one that is fully integrated with JCS and the statewide JIS database, eliminating redundant data entry. Work to modify the JCS Risk Assessment module to meet Juvenile Department requirements is being outsourced to a MSE sub-contracting resource. A project launch meeting with all principals, including court staff from both limited jurisdiction court and juvenile court probation departments who will be involved in design and prototype testing development, was held on May 3.

ITERATION SCHEDULE:

Iteration 1 (2004):

• Complete analysis of current system and extensive change requirements to assess gaps and determine the risks and feasibility for modifying the current system.
• Complete a design that includes all requirements
• Code system
• Deploy support for Superior Court Juvenile Departments statewide risk assessment requirements, including data integration with other JCS modules

Iteration 2 (2005):

• extend functionality to support Courts of Limited Jurisdiction Probation Departments statewide risk assessment requirements
• improve usability of interface
• implement any new legislative requirements

PURPOSE: Better integrate the new juvenile modules with the new JIS enterprise architecture. Creates Java interfaces for Magic applications and refactors the Magic applications to be more component-based. This will foster better reuse and sharing with the rest of the new JIS.

CURRENT STATUS: Work on the technical conversion of the accepted JCS application to Magic version 9.4 was completed by the contractor February 27, but testing was delayed until April 30 due to unanticipated problems encountered between the Magic DB2 gateway and the Magic engines. Testing is now proceeding successfully and will be completed on May 21. Use of Magic version 9.4 will position JCS to be modified later into the more component-based architecture that is the new JIS target.

ITERATION SCHEDULE:

Iteration 1 (2004):

• Convert JCS from Magic version 8.3 to version 9.4 (a technical task).

Iteration 2 (2005):

• Create J2EE compliant interfaces for all existing and accepted JCS Magic modules
• Implement compliance with EJB 2.0 for better performance

PURPOSE: Provide a probation case management system to Courts of Limited Jurisdiction (misdemeanant) Probation Departments and to Superior Court Juvenile Department Probation Departments that is integrated with the JCS for juvenile departments and with the JIS for limited jurisdiction court probation departments.

CURRENT STATUS: A MSE contracting resource was identified in March and will begin analysis work upon completion of the Risk Assessment design work. Interviewing for a Probation Business Analyst has commenced with a hiring decision anticipated in early June. When hired, the Business Analyst will work with the AOC Enterprise Framework Team on Probation business issues/practices and with the Project Team on the launch of requirements gathering.

ITERATION SCHEDULE:

Iteration 1 (2005):

• initial probation case management functionality
• basic integration with JIS

PURPOSE: Create and implement the electronic exchange of felony and misdemeanor disposition data between JIS and databases at the Washington State Patrol (WSP).

CURRENT STATUS: Design of the system has been completed. The code for the data exchange has been created. Cleanup and corrections are underway. Changes to the legacy code at AOC is also underway.

ITERATION SCHEDULE:

Iteration 1 (early 2004):

• pilot disposition exchange with the WSP
• test business process with the WSP

Iteration 2 (late 2004):

• implement disposition exchange
• pilot misdemeanor exchange with the WSP

PURPOSE: Electronically transfer ticket data between law enforcement, courts and Department of Licensing. Eliminate triplicate and quadruplicate data entry of the ticket data.

CURRENT STATUS: The XML schema for DOL was modified to match the national XML standard. The program to extract data has been completed. Remaining work for the DOL transfer consists of implementing the actual transfer protocol/process. The TraCS application eCitation form was modified to correct bugs and changes requested by WSP officers.

The transfer from law enforcement will need to be reworked to conform to national standards that have been developed since this initial effort took place. Completion of these pieces will rely on receipt of grant money as mentioned in the eCitation module section, above.

ITERATION SCHEDULE:

Iteration 1 (piloted with WSP in early 2003):

• tested initial business process
• tested candidate hardware and software
• estimated costs for implementation

Iteration 2 (pilot with local LEA in 2004):

• test data transfer end-to-end (law enforcement to DOL)
• test revised business process
• test updated hardware and software

PURPOSE: Create and implement the electronic exchange of judgment and sentence data between JIS and databases at the Washington State Patrol (WSP), Corrections and the Sentencing Guidelines Commission.

CURRENT STATUS: Looking at impact of implementing the JIN XML standards on the project. Requirements have been gathered from the receiving agencies. A web services technical architecture for the exchange has been designed within the JIS enterprise architecture.

ITERATION SCHEDULE:

Iteration 1 (Late 2004):

• prototype technical exchange with the WSP
• test business process with the WSP

Iteration 2 (early 2005):

• develop exchange process for receiving state agencies

PURPOSE: Create and implement the electronic exchange of statewide case management data between JIS and the Pierce Superior LINX system. Create a generic exchange for other superior courts to reuse.

CURRENT STATUS: This project has been consolidated with e team from Lightyear has not delivered as expected. Subsequent work with them has been cancelled. Have begun to review the legacy codebase and AOC is beginning to develop design artifacts for Iteration 1.

ITERATION SCHEDULE:

Iteration 1 (summer 2004):

• prototype generic two-way real-time web services exchange using docket data

Iteration 2 (fall 2004):

• implement docket data

Iteration 3 (early 2005):

• implement additional docket and case data

Iteration 4 (late 2005):

• implement person data

PURPOSE: Upgrade the JRS application to run on new hardware platforms, operating systems and language versions.

CURRENT STATUS: AOC will work with a vendor this spring to upgrade the JRS application. Changes will include a general software upgrade to be compatible with newer hardware/operating systems and functional improvements to meet some critical business need changes – specifically, payment type to include EFT and/or credit cards. The functional improvements will be implemented in the simplest way possible at this time to meet the need without exploding the project scope. More complex solutions will be implemented during migration of the accounting functionality.

ITERATION SCHEDULE:

Iteration 1 (spring 2004):

• make "life support" changes to keep application running
• add credit card and electronic funds transfer payment types

PURPOSE: Keep the JIS applications working properly and efficiently and to implement legislative mandates.

CURRENT STATUS: The Maintenance team continues to anticipate and respond to the immediate needs of keeping the system running. At our request our database administrators reorganized accounts payable data, in order to prevent posting job failures. We are assisting Snohomish Superior Court, who is imaging documents and planning to download their offline SCOMIS data, as well as use extracts of daily SCOMIS activity. We are setting up security for Tribal Courts to use JIS. We worked with Department of Licensing (DOL) to have DOL correctly process FTA/Adjudication data that they had lost; DOL applied the missing and all subsequent data to their database.

Project Name:	Legacy JIS Special Maintenance	[Updated 05/04]
Project Lead:	Celeste Maris
Project Funding:	New JIS Maintenance

PURPOSE: Comply with legislative mandates and previous court commitments.

CURRENT STATUS: All legislative mandates are on schedule.

ESSB 5990 - LFO Billing - SB 5990 required AOC to take over the LFO billing process for those defendants who are neither incarcerated by Department of Corrections (DOC), nor under DOC community supervision. We are completing audit steps to the process, in order to estimate the number of anticipated statements, and thus the billing and postage expenses from the vendor. Estimated completion is 06/30/2004.

Clerk's Dismissal Forms - The forms do not reflect current notice requirements, do not properly advise, and contain outdated and incomplete information. We have drafted revised forms and submitted them to AOC Legal Services staff for review. Estimated completion in spring 2004.

JIS Calendaring (CAPS) and other Migration Projects - For JIS Calendaring, we just released changes to the JIS Navigator, and we are finishing work on the new SCOMIS Display Calendar. We are making changes in JIS and SCOMIS to support the enhanced data exchange of disposition data to the WSP. We continue to provide technical expertise to the development project teams. Ongoing.

SMC DV Upload - Routine daily uploads of new SMC data continue. We have postponed the upload of the historical data until several fixes are completed. We need to finish a person data clean-up process, which will identify and remove redundant person entries that are unique to SMC cases. A correction to the DV order process is nearing completion. Estimated completion in summer 2004.

CLJ Destruction of Records –We have increased the monthly limit again, this time from 5000 to 6000 cases. This will be effective for the 06/05/2004 run. King County District Court is the only court remaining to schedule their special catch-up jobs. Estimated completion in June 2004.

Project Name:	JIS Disaster Recovery	[Updated 5/04]
Project Lead:	Kirby Tingle
Project Funding:	Disaster Recovery

PURPOSE: Automate nightly backups of JIS data offsite and implement a "hot site" for JIS that can be brought up in less than 48 hours in the event that the data center at AOC is destroyed or otherwise inaccessible

CURRENT STATUS: Working with DIS on their Disaster Recovery efforts.

ITERATION SCHEDULE:

Iteration 1 (late Summer 2004):

• Establish initial hot site for JIS
• Perform two operational tests in first year
• Installation of Emergency Diesel Generator
• Network Router Replacement Project (Start in June)

PURPOSE: The EDW will provide statewide query data to courts and other entities. The EDW consists of data transferred on a nightly basis and transformed into a data structure that is much easier to understand and query than the production data. Our goal in the ‘03/’05 biennium is to transfer all data not currently in the EDW. This goal will provide easier access to data for all users; will free up mainframe resources for production application use; and, will provide a data structure that is many times easier to maintain than the original CLJ data warehouse structure.

CURRENT STATUS: One candidate was interviewed for the data warehouse project position. The candidate opted to not accept an offer. A consultant will be hired for the project work.

Efforts are on schedule to support juvenile referral, detention, and risk assessment data marts per those projects’ schedules.

A contractor has been hired to validate current EDW efforts and create a road map for our remaining efforts.

ITERATION SCHEDULE:

Iteration 1 (late 2003):

• appellate data mart

Iteration 2 (early 2004):

• juvenile referral and detention data mart

Iteration 3 (spring 2004):

• juvenile risk assessment data mart

Iteration 4 (late 2004):

• superior data mart

Iteration 5 (early 2005):

• limited jurisdiction case management data mart

Iteration 6 (2006):

• accounting data mart

PURPOSE: Provide one-stop shopping to court personnel for all types of information, data and applications.

CURRENT STATUS: Finishing up the 1^st iteration of the plan.

1. Our UI designers have completed the content analysis and we are finalizing the new organization schema of the portal.

2. We have identified three small applications that need to be built as part of the initial site launch.

3. We have created and begun coding templates and stylesheets that will encompass new design elements.

ITERATION SCHEDULE:

Iteration 1 (June 1, 2004):

• rearchitect the site to be compliant with the JIS enterprise architecture
• perform a gap analysis of the content and applications court users want

Iteration 2 (July 1 – Aug 1):

• begin building applications identified by gap analysis
• Communicate site content to court users

Iteration 3 (Sept 1 - Launch):

• incrementally add applications
• continue communications about site content

PURPOSE: The Summary Offender Profile (SOP) provides an integrated query portal for justice practitioners to access justice data. When the project is completed, the portal will integrate criminal history, warrant, protection order, court disposition, custody status, driver history and jail booking data. It will eventually include mug shots and driver license photos. The intent is to offer “one-stop shopping” over the web for essential information to facilitate the movement of an offender’s case through critical stages of the justice system.

CURRENT STATUS: The application is finished. Project Management has transitioned to the JIN Program Office. Equipment has been transferred to the DIS ala carte area. SOP related contracts and licensing have been transferred to the JIN Program Office.

PURPOSE: Institute a number of server and network best practices to improve the reliability and availability of JIS applications to users. Also, upgrade servers and networks to improve performance as demand on JIS systems grows and new web-based systems with increased requirements come into production.

CURRENT STATUS: The upgrade of the mainframe was completed in fall 2003, eliminating the 100% utilization often seen during peak business hours. Some court network connections to AOC were also upgraded for improved performance. Single sign on is being implemented via the extranet portal. VPN is 100% operational; Have acquired a second VPN appliance to ensure high availability.

Single Sign-on Pilot (early 2004)

Virtual Private Network Pilot (Complete)

Server Consolidation (on-going)

PURPOSE: Increase court awareness of public access and data dissemination policies, statutes and court rules. Improve court compliance.

CURRENT STATUS: AOC delivered an initial round of public access and data dissemination training in September and October, including presentations at each of the five DMCMA regions. AOC delivered training for county clerk’s offices in March and April 2004. The training covered access policies embodied in the law, the rules for access to various records maintained by the courts and county clerks, and procedures and practice for access to records.

ITERATION SCHEDULE:

Iteration 3 (superior administrators and staff in fall 2004):

• public access rules, policies and procedures; security briefing

Iteration 4 (juvenile administrators and staff in late 2004 or 2005):

• general public access, data dissemination and security refresher

Iteration 5 (trial court judges in late 2004 or 2005):

• general public access, data dissemination and security refresher

PURPOSE: Provides web-based self-help system for users of JIS applications so that some of the easier problems can be solved quicker.

CURRENT STATUS: The first production version launch of the Web-based self-Help system for the court community occurred on March 23, 2004. Court staff persons are beginning to use the system as it becomes publicized via presentations made at association conferences and business meetings. AOC is preparing for an upgrade to the next release of software with training of AOC staff and conversion in summer 2004.

ITERATION SCHEDULE:

Iteration 1 (late 2003):

• piloted first set of self-help information for the court community
• received court feedback on adequacy of solutions
• provided orientation to over one-third of AOC staff

Iteration 2 (early 2004):

• published first production version for the court community in March
• continue to collect court feedback and revise solutions
• optimize solutions with assistance from vendor tune-up (free service from RightNow)
• pilot first set of self-help information for the public

Iteration 3 (summer 2004):

• publish second production version for the court community
• revise solutions and publish first production version for the public
• continue to collect feedback and add solutions
• prepare for upgrade to the next release of software with training of AOC staff and conversion to version 6.0 (version 6.0 included in maintenance agreement)

Iteration 4 (fall 2004):

• procure additional reference licenses (GuruNet) if/as demand by the court community indicates