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256 - Spokane Municipal Court Case Management System (CMS) to Enterprise Data Repository (EDR) Data Exchange
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| Request Status Summary |
| Request Status |
Authorized |
| Status Comment |
08/24/2021 Authorized by AOC Administrator. |
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| Request Detail |
| Requestor Name: |
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Delaney, Howard F |
| Origination Date: |
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06/08/2018 |
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Recommended Endorser:
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District and Municipal Court Management Association |
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| Original Title: |
Spokane Municipal Court Data Transfer |
| Request Type: |
Change or Enhancement
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| Which Systems are affected? |
Appellate Court System (ACORDS)
Judicial Information System (JIS)
Superior Court Management Information System (SCOMIS)
Data Warehouse
Judicial Access Browser System (JABS)
Case and Criminal History (CACH)
Other
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| Business Area: |
Records Management
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| Communities Impacted: |
Appellate Court Judges
Appellate Court Clerks
Superior Court Judges
County Clerks
Superior Court Administrators
CLJ Judges
CLJ Managers
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| Impact if not Resolved: |
High |
| Impact Description: |
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AOC's data relating to SMC matters will continue to be incomplete and other courts through the State will not have a one stop complete view of a defendant's history.
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| What is the Business Problem or Opportunity |
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On August 13, 2013, Spokane Municipal Court (SMC) went live with third party case managment software. Since that date, SMC has been entering limited data in AOC software systems. SMC also provides AOC a flat file each month related to certain criminal and infraction hearings.
SMC will complete upgrading its third party case managment software on or about September 30, 2019, to a Journal Technologies, Inc. product known as eCourt.
King County District Court (KCDC) is presently in the midst of an implemetation of eCourt and has completed the civil case phase of that implementation. KCDC is presently developing an AOC software system interface with eCourt products in partnership with AOC.
SMC is proposing a partnership with AOC to develop an interface parallel to the KCDC interface, which will allow SMC eCourt to transfer full case data for all SMC case types to AOC for inclusion in AOC's various database systems and internal interfaces. As SMC has used the KCDC implementation of eCourt as a model and both jurisdictions will operate on the same software platform and have nearly idential vendor technical support, the SMC request is a natural extension of the KCDC exchange and should require minimum additional work and effort on the part of AOC.
Spokane Municipal Court has already contracted with Journal to assist Spokane with development of its conntection to the EDR interface and is prepared to move forward following KCDC's implementation,
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| Expected Benefit: |
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Will provide full SMC case data transfer to AOC and all other Washington State courts, without the need for the other courts to individually access SMC's case information via a separate web based portal.
SMC will also enjoy an internal benefit of reducing staff work loads by eliminating the duplicate system enteries required to keep AOC systems up to date with the limited data entered manually by SMC staff.
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| Any Additional Information: |
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Endorsements have been requested and are pending.
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| Endorsement Detail
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| Endorsing Committee |
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District and Municipal Court Management Association |
| Endorser Name: |
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Cullinane, Vicky G, on behalf of the DMCMA |
| Origination Date: |
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06/11/2019 |
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| Endorsing Action: |
Endorsed |
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| AOC Analysis Detail
– Superseded
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| Analysis Date: |
02/03/2021
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| Request Rationale |
| Aligns with JIS Business Priorities, IT Strategies & Plans: |
Yes |
| Aligns with applicable policies and with ISD Standards: |
Yes |
| Breadth of Solution Benefit: |
Narrow |
| Cost Estimates |
| Cost to Implement? |
AOC cost $588,240 |
| Projected Maintenance cost? |
TBD |
| Feasibility Study needed? |
No |
| Court Level User Group |
| Courts of Limited Jurisdiction |
| Approving Authority |
JISC |
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| Request Summary: |
On August 13, 2013, Spokane Municipal Court (SMC) went live with third party case management software (CMS). Spokane's eCourt CMS now allows effective case data exchange among all local municipal criminal justice agencies, establishes a near paperless court process, and allows improved agency, attorney, and public access to Spokane Municipal case data.
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| Business Impacts: |
See analysis.
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| Summary of Proposed Solution |
A local court planning to implement its own Case Management System (CMS) must plan for the local resources with high technical expertise in order to send the required statewide data from its CMS to the Enterprise Data Repository (EDR). Those resources must be capable of both developing the web services and providing ongoing support for them.
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| Proposed Solution |
See analysis.
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| Additional Systems Affected |
Appellate Court System (ACORDS)
Judicial Information System (JIS)
Superior Court Management Information System (SCOMIS)
Data Warehouse
Judicial Access Browser System (JABS)
Case and Criminal History (CACH)
Other
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| Communities Impacted |
Appellate Court Judges
Appellate Court Clerks
Superior Court Judges
County Clerks
Superior Court Administrators
CLJ Judges
CLJ Managers
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| Confirmation of Endorsing Action Detail – Superseded
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| Endorsing Committee |
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District and Municipal Court Management Association |
| Endorser Name: |
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Cullinane, Vicky G, on behalf of the DMCMA Technology Committee |
| Origination Date: |
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02/19/2021 |
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| Endorsing Action: |
Endorsed |
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| Court Level User Group Decision Detail
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| CLUG |
Courts of Limited Jurisdiction |
| Chair of Group |
Suzanne Elsner |
| Date of Decision |
07/26/2021 |
| Decision |
| Decision to Recommend for Approval |
Unamimously recommended to the approving authority |
| Priority Processing Status |
Prioritized |
| Ranking |
| Request Priority |
2 |
| Request Importance |
High |
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| Scoring Detail |
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In making their decision, detailed score values were not provided by Courts of Limited Jurisdiction.
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| Additional Notes |
The CLJ CLUG approved this request with the following assurance from Spokane Municipal Court:
“Please accept this correspondence as Spokane Municipal Court's confirmation of its understandings and agreements concerning various discussion topics associated with ITG request number 256, which were addressed at the IT Governance CLJ Court Level User Group meeting that occurred on May 26, 2021.
Following the meeting on the 26th, I scheduled a meeting with Michael Sloon, Director of the City's Information &Technology Services Division (ITSD). Based up the outcome of that meeting, I am pleased to confirm the City of Spokane will commit the necessary resources to complete the integration of the Spokane Municipal Court's eCourt case management system into the Enterprise Data Repository (EDR).
Given the timelines involved, as well as the “lift” required by both AOC's technology group and the City's ITSD staff, the Spokane Municipal Court agrees that the CLJ-CMS Odyssey EDR integration will take priority over ITG request number 256 and that our jurisdiction's EDR onboarding will be delayed accordingly. It is our understanding that once the CLJ-CMS Odyssey EDR integration is complete, AOC will evaluate the readiness of each of the jurisdictions with approved ITG requests for EDR integration and will give priority to those jurisdictions whose systems are fully implemented and have the immediate ability and capacity to proceed with EDR integration.
Finally, pending the integration of our eCourt system with the EDR, Spokane Municipal Court will continue to manually enter the same case data elements in JIS, or the CLJ-CMS Odyssey system when fielded, as it has since the Court went live with its own case management system in 2013.
Spokane Municipal Court looks forward to approval of its ITG request number 256 and to continuing its partnership with AOC as our respective case management systems mature and are ultimately integrated via the EDR
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| Implementation Detail
– Superseded
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| Analysis Date: |
08/24/2021 |
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Implementation Stage
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Authorized
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Prioritization Option:
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Non-Prioritized
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Comments:
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08/24/2021 Authorized by AOC Administrator. Attached is the letter dated 07/29/2021 from Spokane Municpal Court Presiding Judge to CLJ CLUG regarding this ITG.
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| AOC Analysis Detail
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| Analysis Date: |
08/24/2021
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| Request Rationale |
| Aligns with JIS Business Priorities, IT Strategies & Plans: |
Yes |
| Aligns with applicable policies and with ISD Standards: |
Yes |
| Breadth of Solution Benefit: |
Narrow |
| Cost Estimates |
| Cost to Implement? |
No Change |
| Feasibility Study needed? |
No |
| Court Level User Group |
| Courts of Limited Jurisdiction |
| Approving Authority |
Administrator |
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| Request Summary: |
Based upon new Februrary 2021 JISC approved delgation Matrix adjusting approving authority from JISC to AOC Administrator.
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| Business Impacts: |
No change.
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| Summary of Proposed Solution |
No change.
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| Proposed Solution |
No change.
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| Additional Systems Affected |
Appellate Court System (ACORDS)
Judicial Information System (JIS)
Superior Court Management Information System (SCOMIS)
Data Warehouse
Judicial Access Browser System (JABS)
Case and Criminal History (CACH)
Other
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| Communities Impacted |
Appellate Court Judges
Appellate Court Clerks
Superior Court Judges
County Clerks
Superior Court Administrators
CLJ Judges
CLJ Managers
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| Confirmation of Endorsing Action Detail
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| Endorsing Committee |
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District and Municipal Court Management Association |
| Endorser Name: |
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Cullinane, Vicky G |
| Origination Date: |
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02/19/2021 |
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| Endorsing Action: |
Endorsed |
| Endorser’s Explanation and Comments |
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08/24/2021 Re-Endorse Confirmed to change authorization from JISC to AOC Administrator.
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| Implementation Detail
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| Analysis Date: |
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Implementation Stage
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Authorized
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Prioritization Option:
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Non-Prioritized
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Comments:
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08/24/2021 Authorized by AOC Administrator.
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