Washington State Courts - Judicial Information System

1331 - Judicial Contract Tracking System (JCTS)

Request Status Summary

Request Status	In Progress
JISC Priority	6
Status Comment

Request Detail

Requestor Name:
	Knutson, Sam J
Origination Date:
	10/29/2021

Recommended Endorser:
	AOC (endorses for other communities)

Request Type:	New System
Which Systems are affected?	Other
Other affected Systems / Business Processes	Judical Contract Tracking System (JCTS)
Business Area:	Other
Communities Impacted:	State Agencies
Impact if not Resolved:	High
Impact Description:
In the event of failure or corruption of JCTS, no one on AOC staff has the knowledge or skills necessary to rebuild or repair the database. We would have to bring in an outside contractor at substantial expense. As it stands, getting new staff into the system is complex and we have occasionally been unable to get proper permissions assigned to particular staff. Because JCTS is treated as the system of record for contracts, a failure or corruption of the system, or inability of contracts staff to access the system would result in substantial downtime for the contracts functions, and may result in an inability to determine AOC's legal obligations and rights. The system is also clunky and temperamental; most actions must be undertaken in very specific ways, and missing small steps can result in having to start a process over.

What is the Business Problem or Opportunity

The statewide Agency Financial Management System (AFRS) is a 39-year-old legacy accounting system maintained by the state Office of Financial Management (OFM). The system is soon to be replaced by a new administrative / business / enterprise system known as One Washington https://one.wa.gov/

The Judicial Contract Tracking System (JCTS) currently in use by the branch is used to manage contracts within the branch. JCTS is an Access system that was originally developed by a former AOC employee. JCTS currently uses a daily download of contracts-related AFRS data for portions of the contract management process. Although One Washington staff have indicated that this daily data download will still be available after their "go live" there are indications that this may not be a seamless transition and in fact will require a structural overhaul of JCTS to manage the new One Washington formatted data.

Access is not a software supported by the AOC Information Systems Division. Any change to JCTS (as an Access system) requires engaging the former AOC employee as a contractor to make the changes. There may be significant changes to JCTS needed to accommodate One Washington data and data formats.

One Washington "go live" is a moving target. Originally scheduled for implemenation during FY 2021, the date was moved back to March of 2022, and now is scheduled for October of 2022. This is still subject to change.

The AOC is requesting the replacement of JCTS.

Expected Benefit:

A modernized, updated, and supported contracting system would free up substantial staff time both in terms of administering the system as well as using it. Interacting with the existing system requires strict adherence to the systems processes which are often opaque. A new system would provide flexibility to contracts staff (and non-contracts staff that have to work with the system) and provide better long-term stability for the contracting process.

Endorsement Detail

Endorsing Committee
	AOC (endorses for other communities)
Endorser Name:
	Vonnie Diseth
Origination Date:
	11/17/2021

Endorsing Action:	Endorsed
Endorser’s Explanation and Comments
11/17/2021 Endorsed by AOC CIO on behalf AOC Endorsment Group.

AOC Analysis Detail

Analysis Date:	10/29/2021
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?	TBD
Projected Maintenance cost?	TBD
Feasibility Study needed?	No
Court Level User Group
Non-JIS
Approving Authority	CIO

Request Summary:
No analysis conducted as SaaS option is going to be considered.
Business Impacts:
Busineence requirements determined during project intitiation.
Summary of Proposed Solution
N/A
Proposed Solution
N/A
Additional Systems Affected
Other
Communities Impacted
Public and Other Users

Confirmation of Endorsing Action Detail

Endorsing Committee
	AOC (endorses for other communities)
Endorser Name:
	Vonnie Diseth
Origination Date:
	03/01/2022

Endorsing Action:	Endorsed
Endorser’s Explanation and Comments
03/01/2022 Endorse confirmed by AOC CIO on behalf of AOC Endorsement group.

Court Level User Group Decision Detail

CLUG	Non-JIS
Chair of Group	Vonnie Diseth
Date of Decision	03/01/2022
Decision
Decision to Recommend for Approval	Unamimously recommended to the approving authority
Priority Processing Status	Not Prioritized

Scoring Detail
In making their decision, detailed score values were not provided by Non-JIS.

Additional Notes

03/01/2022 AOC CIO CLUG reccomendeded on behalf of Non-JIS CLUG.

Implementation Detail – Superseded

Analysis Date:
Implementation Stage	Authorized
Prioritization Option:	Prioritized

Comments:
This request was authorized on July 27, 2022.

Implementation Detail

Analysis Date:
Implementation Stage	In Progress
Prioritization Option:	Prioritized

Comments:
Non-JIS Group Priority #15

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