JIS Advisory Committee (JISAC)

December 15, 2000 Report

Activity Since the Committee Meeting on August 17, 2000

December 15, 2000

1. JIS Committee (JISC) Activity

• Budget Status
  The Supreme Court approved all of the JIS decision packages for the next biennium, which will move forward to the Legislature (October 27, 2000). With the November election results, most agencies are being asked to take at least a 6% cut, although OAC is not one of them. However, the chance of getting new initiatives funded is not promising (December 1, 2000).
• Project 2001 Recommendations
  The Project 2001 Committee Report to the BJA contains several potential requirements for the JIS system. The JISC provided comments to the BJA on those recommendations (October 27, 2000).
• Data Dissemination
  A draft privacy policy aimed at family law documents was developed by the Data Dissemination Committee and approved by the JISC. The policy is to be implemented in the form of a statute and a court rule change (forwarded to the Supreme Court). (December 1, 2000)
• JIS Data on the Web
  The JISC is considering issues related to the general topic of making JIS data available on the web either at OAC or at the local court/county/city. It is a complex problem involving funding, governance, etc. The committee will continue its discussion at future meetings (December 1, 2000).
• Data Exchange
  The JISAC approved the Data Exchange Policy recommended by the JISAC (October 27, 2000). The JISC approved a recommendation to establish a statewide standard for uploading electronic filing data into SCOMIS before working on any requested uploads (December 1, 2000). Two outstanding requests (Chelan county's electronic filing and Pierce county's LINX-SCOMIS data exchange) depend on this standard being in place.

2. JISC Projects

• ACORDS Rewrite & Integration / Paperless Court
  The ACORDS rewrite project is scheduled to continue through the biennium, with a December pilot and a January install. Work continues on enhancing the functionality in the application. The basic replacement functionality is available with operational enhancements included. Calendaring/scheduling is currently under development.
• Juvenile and Corrections Integration Project (JCI)
  The release schedule for referral and detention functionality has been finalized. Planning work continues for the probation releases. An additional JCI resource will begin working January 16, 2001.

  JCI Schedule:

  Target Release	Release Description	Actual Release
  8/28/00	Name Consolidation	8/28/00
  10/7/00	Warranty Clean-up	10/7/00
  1/22/2001	Productivity Enhancements
  3/2001	Person Info In BRIO Query
  6/2001	Other Person Data Implementation
  4/2002	Pilot Implementation (Benton/Franklin & Yakima)
  6/2002	Pilot Feedback
  7/2002	Round 1 Conversions (seven courts)
  3rd -4th Qtr 2002	Round 2-4 Conversions (remaining courts)
  Late 4th Qtr 2002	JCI Warrantee Completion
  1st Qtr 2003	JCI Enhancements
  2nd Qtr 03	Reporting
  TBD	King County DYS
  TBD	CLJ and Juvenile Probation

3. JIS Maintenance Activity

• Judicial Access Browser System (JABS) Project (CR 141520)
  The JABS has completed its pilot testing. Based on the feedback received from the pilot testers, there are a few clean up items that OAC will work on before releasing JABS statewide. Statewide release is tentatively planned during January 2001.
• Other Maintenance Projects
  No progress on the following items due to resource shortage: Credit Card & EFT Payments (CR 141518) Warrant Tracking (CR 141523) CLJ Case Management (CR 141524)

4. JISAC Limited Jurisdiction Court Sub-Committee Decisions

• Time Pay Change Requests
  The committee thoroughly reviewed and updated the complete list, selected the most important items with the priority rankings below. (September 13, 2000)
  1. Sequencing (#50, #266, #3512/1009) - These three requests deal with the ability to manually override application of payments to time pay cases or agreements.
  2. Auto removal (#696, #3235, #2448) - Requests for system removal of time pay cases from time pay agreements when the A/R is zero.
  3. Docket entry (# 544) - Request for time pay agreement scheduling information to appear on the docket.
  4. Post card mailer (# 742) - Change time pay statements to postcard format.
  5. Alias (#638, #976) - Request for the ability to combine all ARs for a true name and aliases and put on time pay.

  Current Status: OAC staff is sizing each priority for JISAC review at its next meeting.

• CLJ Case Management Project
  The committee reviewed a brief list of possible enhancements to the existing caseload report, and prioritized the following ranked items. (September 13, 2000)
  1. Add DV Section to CLJ Caseload Report (CR 149385)
  2. New CLJ Caseload Report Revenue Measures (CR 149387)
  3. Issue / Charge Classification on CLJ Caseload Report (CR 149388)
  4. New CLJ Caseload Report Cases Closed Measure (CR 149389)

  Current Status: OAC staff has estimated the work to make these changes. Some additional decisions are needed from the Limted Jurisdiction Court sub-committee before the requirements on #2 are finalized. These clarifications and the staff recommendations for making the modifications will be reviewed with the subcommittee at its next meeting on January 24, 2001.

• PLS Change Requests (including CR 143957)
  Approved. To be clustered with other PLS change requests and problem reports in a future project. (September 13, 2000)
• BARS Code for Department of Agriculture Account (CR 145868)
  Approved (September 13, 2000) and implemented (November 3, 2000)
• New PLS Codes Request (CR 145882)
  Request withdrawn due to the very large number of new codes that would have to be created. (September 13, 2000)
• New Report-FTA Cases With Zero Balances (CR 141025)
  Approved; report must indicate case type. (September 13, 2000)
• Case Review Reports Modification (CR 145901)
  Approved with the following clarifications: Propose to remove jurisdictional sort, and allow sorting by (1) name/category, or (2) category/case number, or (3) category/review date/case number. Ideally, each of the possible sort fields would be listed and selected prior to report submittal. Staff will verify with requestor that these clarifications meet the intent of the original request. (September 13, 2000)
• New Docket Code for "City Represented By." (CR 146081)
  Approved (September 13, 2000) and implemented (December 1, 2000).
• Add an AKA to Civil Filings (CR 135956)
  Approved for further clarification and staff work. Staff will verify with requestor that intent is to use AKA the same way DBA is currently used. No search capability will exist for the AKA. (September 13, 2000)

5. JISAC Superior Court Sub-Committee Decisions

• Truancy Case Filing (CR 142380)
  Approved the recommendation that the entry of the juvenile respondent in the JIS person database be required for truancy cases provided JISCR Rule 18, RCW 13.50 and RCW 28A.225.035(2) are amended. (August 23, 2000)
• Compliance with GR-14 Changes (CR 143368)
  Although RMAC determined that the rule's margin changes do not apply to JIS reports, it has clarified that the GR-14 margin requirements do apply to the Case Information Cover Sheet (CICS) form. The rule specifies that forms must be single-sided, with front-page top margin of 3 inches, and side and bottom margins of 1 inch. Since document imaging was the impetus for the rule, it was agreed definitions may continue to reside on the back of sheets, since there'd be no need to electronically image those.

  The sub-committee accepted the fact that incorporation of the new margins will force the document to two pages, but with the added benefit of allowing an increased font size. (December 13, 2000)

• Use of Pre-SCOMIS Numbers on Current Cases
  

  The subcommittee moved, seconded, and approved a proposal that each court be mailed its listing of cases in the SCOMIS database with pre-SCOMIS case numbers but year 2000 filing dates for review. The approximately 107 cases are spread across 22 courts, and occur in all case types except 6 (mental illness/alcohol treatment). These cases must have been entered prior to the 9/25/2000 implementation of edits which prevent entry of a pre-SCOMIS case number with a filing date more recent than 7/28/97 (domestic violence implementation date). That change was made to allow truly pre-SCOMIS/pre-DV cases (which some counties are now entering into SCOMIS for the purpose of document imaging) to bypass the JIS DV requirements.

  The subcommittee wants all courts to be reminded that pre-SCOMIS cases should be entered with either (1) the true (historic) filing date or, if that is unavailable, (2) the default pre-SCOMIS filing date of 1/01/1901. In no instance should a returned pre-SCOMIS case be entered with a current filing date. (To do so would skew statistics and distort resolution-date edits.)

  To accommodate courts which enter truly current (new) cases with a non-SCOMIS number (which the system treats as a pre-SCOMIS number), the system edit will be revised to accept such numbers but, when accompanied by a filing date more recent than 7/28/97, handle those cases like any new SCOMIS case (requiring entry through JIS where required for domestic violence purposes). (December 13, 2000)

• New Docket Code for Promise to Appear (CR 143992)
  The sub-committee approved the request. The docket code is PRTA. (August 23, 2000)
• New Docket Code for Probation Violation Hearing Order (CR 143994)
  The sub-committee denied the request because it is similar to ORMS. (August 23, 2000)
• Drug Court Codes (CR 143993)
  The sub-committee moved, seconded and passed a motion to add drug court as tracking codes identified by the # sign. (October 18, 2000)
• JRS Cash Receipt Tape Retention (CR 143628)
  The sub-committee moved, seconded and passed a motion that OAC modify JRS so an audit trail would be available and avoid having to retain the cash receipts for 3 years. (October 18, 2000)
• New Connection Code ASG01 for Juvenile Cases (CR 144009)
  The sub-committee moved, seconded and approved a motion to add this code. (October 18, 2000)

6. Future Meetings

• JISAC Limited Jurisdiction Sub-Committee: January 24, 2001
• JISAC Superior Court Sub-Committee: January 24, 2001 (Conference Call)
• JIS Advisory Committee:
  • March 22, 2001
  • June 21, 2001
  • September 20, 2001
  • December 20, 2001