CLJ-CMS Project FAQs

General Questions

Enterprise Justice was previously named Odyssey Case Management System (CMS). and it is the central part of the product suite and is designed to meet the unique needs of courts of various sizes. Enterprise Justice is an application that will manage all aspects of case processing, create and view dockets, calculate fines automatically and allow for the searching of data.

Enterprise Supervision, also previously called Tyler Supervision or Caseload Pro, allows court and probation staff the ability to coordinate, communicate, record, and track each step of the probation process in one handy application. It is a secure, web-based portal that is easily accessible anywhere with internet access.

eFile & Serve (EFS) was previously named Odyssey File & Serve. EFS provides attorneys and litigants a way to electronically file court documents via a secure, web-based portal, as well as serve court documents electronically to other parties in a case.

  • There are no service fees to use the system.
  • Users will be able to file documents from any location with an internet connection, 24 hours a day.
  • Users will have access to their electronically filed case documents faster and in one centralized location.
  • Litigants will have reduced costs for printing, mailing, and delivering documents to the court.
  • Filers will be able to electronically serve documents on attorneys or self-represented litigants who have opted-in for electronic service.
  • Courts will have reduced paper storage costs. Courts that allow filings via fax will also see a reduction in their paper and toner expenditures.
  • Reduces the need to produce duplicate "working copies" for judicial officers.
  • EFS is integrated with the Enterprise Justice case management system that will be implemented in nearly all district and municipal courts over the next five years. This allows eFiled documents to flow through to the case management system seamlessly, including automatic docketing, case creation, and accounting, without any additional data entry by court clerks. eFiled documents will also be readily accessible by judges and court staff in Enterprise Justice. It will also save court staff time spent manually filing cases, creating case paper files, and scanning documents into the court's DMS.

Court Questions - General/Enterprise Justice Related

  • The project will implement three main components: an eFiling system (eFile & Serve (EFS), a case management system (Enterprise Justice), and a probation system (Enterprise Supervision).
  • Enterprise Justice provides the court's case management functions. This system includes mainline functions such as case and person management/processing, accounting, and calendaring. Enterprise Justice also includes support functions such as forms creation, reports, list management, and document management. Enterprise Justice will replace the JIS/DISCIS system currently used by CLJ courts.
  • Enterprise Justice will also replace local document management systems (DMS) for storing electronic case documents. We understand that some courts use their local DMS to store other types of documents and may continue to do so. Enterprise Justice only allows court related documents that are tied to a court case. Courts should anticipate converting all their court case documents to Enterprise Justice. This conversion is included in the project and will be facilitated by the project team according to the rollout schedule.
  • The CLJ-CMS Project Steering Committee decided to pursue an integration between OCourt and Enterprise Justice. This proposed solution requires an integration platform to be designed by AOC first. The integration platform will enable data to be shared securely between the two systems via standardized interfaces. Funding to build the Enterprise Integration Platform was approved in the 2023 Legislative Session. AOC is planning for procurement and project initiation activities.

In June 2021, the CLJ-CMS Project Steering Committee members elected to delay the early standalone statewide implementation of EFS. At this time, EFS will be implemented with our pilot courts in 2023 when they go-live and then brought to other CLJ courts that will be adopting the CLJ-CMS products by order of their implementation phase (see implementation map).

  • No, there is no cost to your court to implement the new systems.
  • However, there may be additional costs for optional peripheral hardware your court may elect to utilize.
  • The project will create a list of hardware recommendations that will enhance the features and functions of the new systems; however, we recommend courts do not purchase additional equipment until directly notified of their project implementation phase.
  • Yes. An additional opt-in program called Defendant Access is being offered to courts implementing the CLJ-CMS systems.
  • Defendant Access, a public-facing website, will provide a payment solution for all court fines and fees ordered on criminal and infraction matters, including those on time payment agreements.
  • Defendant Access is fully integrated with Enterprise Justice, allowing the user to see the current amount due on all cases in Enterprise Justice, and payments processed are automatically applied to the selected case(s) at the court.
  • Defendants can still pay by mail or in person at the counter.
  • Courts using Defendant Access can also get integrated credit card terminals for in-person use that will automatically receipt in Enterprise Justice.

Enterprise Justice's case management system will process parking similarly to all other infraction cases. There is no special sub-program dedicated to these types of infractions.

Yes, JABS will continue to be the viewer for all courts to see statewide court data from CLJ and Superior Courts.

Enterprise Justice Judge Edition offers judges quick access to case information and documents and the ability to enter and attach notes easily. It is designed to be user-friendly, accessible via touch-screen tablets/laptops, and helps eliminate the need for paper files and folders. Judge Edition will be implemented beginning with our pilot courts.

Enterprise Justice Clerk Edition will allow clerks to access and enter data right in the courtroom. Clerks can immediately manage case hearing outcomes, including both criminal and non-criminal case processing. Information is automatically uploaded to Enterprise Case Manager and cross-referenced with Judge Edition, which helps eliminate the need to re-enter data after the court session has concluded. At this time, we anticipate implementing Clerk Edition during Phase 1.

It is recommended that the courts make efforts to do data clean-up work prior to their implementation phases. Work can be done now and monitored on a regular basis pending the court's implementation and conversion. Please see eService Answer 2421 - CLJ-CMS Clean-up Reports in BIT as it provides detailed information regarding all clean-up reports necessary to prepare for the new case management system. A release note will be sent to the courts if any additional reports are created to assist in the process.

  • Enterprise Justice case management does not currently provide ad-hoc reporting capabilities as robust as the BIT tool.
  • Enterprise Justice will provide two types of reports: canned reports and Enterprise Custom Reports.
  • Canned reports are pre-determined reports provided in Enterprise Justice that are the types of reports often used by courts. The user can manipulate some pre-determined report parameters, such as date ranges, event types, participants, case categories, case types, etc.
  • Enterprise Custom Reports (ECR) are custom reports that AOC develops to serve specific report requirements submitted by the courts. Some of the JIS and BIT reports currently used by CLJ courts have already been developed as ECR reports which will be available for all courts to use in Enterprise Justice. Many of these reports have been created with the support of the project’s Court User Work Group, a team comprised of statewide court and probation subject matter experts.
  • Additionally, the built-in List Manager feature in Enterprise Justice can be used to develop a list of cases based on available parameter options and also be used to automate some actions on the list of cases provided.

Document Management Questions

Yes, with the exception of a few courts that have chosen to implement and maintain local alternative case management systems. Licensing, maintenance, and system backup costs are included in the state contract and provided free of charge to cities and counties opting to use the new systems being provided.

Yes. AOC will work with each court to convert existing documents into Enterprise Justice. Converting documents to Enterprise Justice is part of the covered project implementation costs.

  • Yes, EFS is separate from Enterprise Justice's DMS.
  • You will not have a DMS until you implement the Enterprise Justice case management system.

No. EFS and Enterprise Justice are for case-related documents only. You will not be able to file and store non-case-related administrative documents for the court in EFS or Enterprise Justice. There will be a process for storing some non-case documents like Search Warrants and other documents currently tracked in JIS's Document Index, using administrative case types in Enterprise Justice.

Some courts have chosen to maintain a separate document management system for administrative documents.

  • Requests to integrate Enterprise Justice with other local applications will need to be made through the AOC IT governance process.
  • Court documents that are stored in your local document management system at the time of your implementation will be converted to the Enterprise Justice DMS as part of the project.
  • The information (case and person data) currently in JIS will be converted to Enterprise Justice for each court as they are implemented.
  • Existing electronic case files (scanned case-related documents) in a separate DMS like Laser fiche will be converted into the new Enterprise Justice CMS as part of the project.

No. During your go-live, there will be a series of activities designed to move the data from JIS to Enterprise Justice.

Forms

The project team will provide training to the courts about how to create and modify forms. Statewide pattern forms will also be available for use.

No, there is no automatic translation available through Enterprise Justice.

Financials/Accounting

There are no implementation fees.

Defendant Access, a public-facing website, will offer the ability to view all fines and fees due at any court using Enterprise Justice, but they must pay one court per transaction. Users can pay on multiple cases at one court through one transaction.

Yes, Enterprise Justice includes financial and accounting capabilities. Payments received via EFS or Defendant Access will be automatically applied in Enterprise Justice. Counter and mailed-in payments will be receipted by staff.

Integrations with Other Systems

The CLJ-CMS Project Steering Committee decided to pursue an integration between OCourt and Enterprise Justice. This proposed solution requires an enterprise integration platform to be designed and built by AOC first. The enterprise integration platform will enable data to be shared securely between the two systems via standardized interfaces. Funding to build the Enterprise Integration Platform was requested and approved in the 2023 Legislative Session. AOC is planning for procurement and project initiation activities.

AOC is working on a separate project that will utilize the Enterprise Justice integration with OCourt as a pilot effort for the new enterprise integration platform.

No. EFS is integrated with Enterprise Justice.

No. At this time, there are no plans to explore further integrations beyond the aforementioned OCourt integration pilot. Enterprise Justice will serve as the document management system (DMS) for courts.

Technical Requirements

  • EFS is a web-based system that is designed to be compatible with typical office workstations. No special setup or software installations are required to use EFS.
  • Web Browser Requirements: eFile & Serve is supported by current versions of the Windows operating system using all modern browsers except Internet Explorer.
  • Connection Requirements: High-speed connection is recommended.
  • Minimum Screen Resolution: For best results, a setting of 1024x768-screen resolution on a 17-inch screen is recommended.
  • PDF documents must be scanned at a minimum of 300 dpi resolution.
  • Windows 10 (64 bit)

We will be sharing technical requirements in the form of a checklist with the courts as we work through our planning stages. We encourage courts to share the checklist with their IT staff or contracted vendor to help determine if their computer hardware and software, as well as peripheral equipment, meet the requirements to support the new system.

CLJ-CMS Listserv and Project Information

The pilot courts will begin using eFiling, Enterprise Justice, and Enterprise Supervision beginning in fall 2023.

A stabilization period usually follows the implementation of a new application or system; the goal during that time is to verify all functions and processes are working properly without additional or unexpected adjustments. After pilot court implementation, we are approximating a nine to 12-month period for stabilization. However, we are currently negotiating with the vendor regarding the duration.

The project is focused on the pilot courts at this time. However, we plan to attend association conferences and other events to offer demonstrations. We anticipate courts will request site visits with our pilot courts post-implementation for a better understanding and to see the systems in action.

Anyone who is interested in the project can request to join the project listserv by completing the web form located here.

 

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