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269 - INSTALLATION OF CLERKS EDITION FOR FRANKLIN COUNTY SUPERIOR COURT CLERKS OFFICE
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| Request Status Summary |
| Request Status |
Authorized |
| JISC Priority |
0 |
| Status Comment |
05/12/2020 Authorized by Vonnie Diseth for implementation in the next Odyssey Release that AOC accepts. Tyler indicates Clerks Edition will be included in the '22 Release version. |
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| Request Detail |
| Requestor Name: |
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Killian, Michael J |
| Origination Date: |
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01/30/2019 |
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Recommended Endorser:
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Washington State Association of County Clerks |
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| Request Type: |
New System
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| Which Systems are affected? |
Judicial Information System (JIS)
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| Business Area: |
Other
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| Communities Impacted: |
Superior Court Judges
County Clerks
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| Impact if not Resolved: |
High |
| Impact Description: |
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I view this as a critical request, as we have issues daily with Odyssey proper in all three courtrooms. Franklin County Information Services (IT) has worked with the AOC and Tyler to determine why Odyssey does not function with the same speed as in the clerks office. There has been no resolution. Increased inefficiencies in the courtroom would require the administrator's and clerk's offices to begin the process of acquiring a 3rd party software to allow courtroom minutes(journal) to be completed while in the courtroom. Continued duplication inefficiencies would require increased staff-hours to continue to perform duplicate data entry and require the clerk and court to re-direct budgeted funds.
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| What is the Business Problem or Opportunity |
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The Frankln County Clerks office went live on the Odyssey Case and Document management system in November of 2015. We chose to use the Journal (minutes) at GO-LIVE for efficiency and to not duplicate work flow. We also update the Case Management System while court is in session. Odyssey proper is very slow and cumbersome to use in the courtrooms. I discovered Clerks Edition and how it would increase the efficiency of clerks in courtrooms. It would also alow for digital signatures again increasing the efficiency of the clerks office and the court, as we use video court for our mental health matters and daily incustody matters. In closing I am requesting to be a PILOT for the Washingoton State Association of County Clerks for "Clerks Edition".
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| Expected Benefit: |
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Automate the flow of information, reduce data entry duplication of submitted data directly into the odyssey system; eventual elimination from paper in the courtrooms; perform batches of operations; facilitate the creation and routing of court orders and forms to LEA; Corrections; Prosecutor: OPD etc. Information will be automatically uploaded to Odyssey Case Manager thus updating Judge Edition in real time. Add signature tags to generated documents for judges to sign. Will lead to eventual direct electronic documents for e-signatures, in courtrooms, corrections and mental health facility.
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| Any Additional Information: |
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I have discussed this request with WSACC President Sonya Kraski, Barb Miner one of the other clerk representatives on the endorsing group, and Patricia Austin, Court Administrator for Benton/Franklin Counties Superior Court and they are in favor of this request.
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| Endorsement Detail
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| Endorsing Committee |
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Washington State Association of County Clerks |
| Endorser Name: |
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Kraski, Sonya J. |
| Origination Date: |
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02/07/2019 |
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| Endorsing Action: |
Endorsed |
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| AOC Analysis Detail
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| Analysis Date: |
02/25/2020
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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: |
Wide |
| Cost Estimates |
| Cost to Implement? |
TBD |
| Projected Maintenance cost? |
TBD |
| Feasibility Study needed? |
No |
| Court Level User Group |
| Superior Courts |
| Approving Authority |
CIO |
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| Request Summary: |
Franklin County has been using Odyssey Case Manager with Odyssey Document Management System since November 2015. They are looking for cost reduction and efficiencies by automating the flow of information, reduce data entry duplication and elimination of paper in the court room with digital signatures. County Clerk is requesting for Odyssey Clerk Edition which would improve the efficiency of the clerks in the court room.
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| Business Impacts: |
See analysis.
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| Summary of Proposed Solution |
Analysis team recommends implementing Odyssey Clerk Edition with Odyssey Case Manager as part of Odyssey 2021 (major) release. Please note that the timeline for implementing Odyssey 2021 is contingent upon when Tyler releases Odyssey 2021 and the additional time required for SC-CMS to prioritize, plan and implement the release.
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| Proposed Solution |
See analysis.
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| Additional Systems Affected |
Judicial Information System (JIS)
Other
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| Communities Impacted |
Superior Court Judges
County Clerks
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| Confirmation of Endorsing Action Detail
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| Endorsing Committee |
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Washington State Association of County Clerks |
| Endorser Name: |
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Sonntag, Alison H |
| Origination Date: |
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03/04/2020 |
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| Endorsing Action: |
Endorsed |
| Endorser’s Explanation and Comments |
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While the Clerks recognize that there are many challenges with Odyssey and stabilization is very important, we can also see real value for most Odyssey Clerks if Clerks Edition makes using the minute function built into Odyssey viable. Many of us are having to use a 3rd party application for minutes and move them into Odyssey. This works but is certainly more cumbersome and less efficient than using a minute function within the system.
If Franklin County Clerk were to pilot Clerk's Edition for minute and other useful functions, other Clerks would be in a better position to understand potential utilization once Clerk's Edition is rolled into Odyssey main with implantation of Odyssey 2021. Franklin could even be a “train the trainer” site to lessen the burden on AOC.
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| Court Level User Group Decision Detail
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| CLUG |
Superior Courts |
| Chair of Group |
Judge Jeanette Dalton |
| Date of Decision |
04/30/2020 |
| Decision |
| Decision to Recommend for Approval |
Unamimously recommended to the approving authority |
| Priority Processing Status |
Prioritized |
| Ranking |
| Request Priority |
3 |
| Request Importance |
Low |
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| Scoring Detail |
Score / Possible |
| Business Value |
10 / 10 |
| Relative Priority |
7 / 10 |
| Cost |
3 / 5 |
| Complexity/Level of Effort |
5 / 10 |
| Risk |
2 / 5 |
| Benefit / Impact |
5 / 5 |
| Impact of Doing Nothing |
3 / 5 |
| Total Score |
35 / 50 |
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| Additional Notes |
We recommend for approval knowing that if it is included in the next release that AOC adopts, this will be moot. If this is not a part of the next release AOC adopts, the SC-CLUG recommends that this ITG be moved forward expeditiously. Currently this has our highest priority 1 of 2..
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| Implementation Detail
– Superseded
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| Analysis Date: |
05/18/2020 |
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Implementation Stage
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Authorized
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Prioritization Option:
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Prioritized
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Comments:
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05/12/2020 Authorized by Vonnie Diseth.
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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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02/18/2021 Removing JISC prioritization as this wasn't JISC prioritized. SC-CLUG prioritization is retained.
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