Session W416. Preparing for a Successful Move From DAMION to JWorks

Transcription

1 Session W416 Preparing for a Successful Move From DAMION to JWorks

2 W416 Migration History & Experience DAMION JWorks DACS SOFTWARE FOR LIFE

3 W416 Objective To make the DAMION to JWorks migration process as seamless as possible through automation and preparation aids

4 W416 Objective Migration vs. Implementation

5 W416 Time to Get Ready Tools & Aids Migration Toolkit Scripts, Mechanism, Engines, etc. that automate the migration of data, templates, reports. Migration Preparation Workbook An electronic workbook with instructions and aids to assist your team in performing tasks to prepare for the migration Preparation Assistance CourtView support for sizing, configuring and preparing for the installation of the server hardware and software environment, workstations, etc

6 W416 Migration Toolkit Toolkit

7 W416 Migration Toolkit Data Migration Data JWorks uses a new Data Model Conversion Scripts Tables Table Values, including: User Security Roles Teams

8 W416 Migration Toolkit Document Templates

9 W416 Migration Toolkit Reporting Standard Reports Recreated in JWorks Stripping some based on Feasibility Ad Hoc DAMION Ad Hoc to BIRT in JWorks Investigating migration aid options 9

10 W416 Migration Toolkit Interfaces DAMION LinX to JWorks Integrator

11 W416 Migration Preparation Workbook Preparation Workbook

12 W416 Migration Preparation Workbook Migration Team Project Manager Assign Plan for workload reallocation System Administrator(s) Increased Scope of Responsibilities Backup & Cross-Training Succession Planning

13 W416 Migration Preparation Workbook Document Templates Take an Inventory Clean-up Purge unused Tighten

14 W416 Migration Preparation Workbook Users / Roles Clean-up Active Users (deactivate) Security Roles Align Users / Security Roles Teams (Team Security) JWorks Considerations Field Level Security Active Directory / LDAP 14

15 W416 Migration Preparation Workbook People Clean-up DAMION Tables Attorney Judges Officers Etc. JWorks Considerations Single Person Involvement Participants Parties 15

16 W416 Migration Preparation Workbook NCIC People Characteristics JWorks Considerations Use NCIC Codes Example Scars Marks Tatoos Helps with Law Enforcement Integration 16

17 W416 Migration Preparation Workbook DCM Existing Materials Procedure Manuals Process Documentation Other DCM Tracks Templates will be provided Begin building tracks or Flowcharts Spreadsheet part of Workbook 17

18 W416 Preparation Assistance Preparation Assistance

19 W416 Preparation Assistance Platform Preparation Architecture 2 Tiered Client-Server to 3 Tiered Web Oriented Hardware Platform Assistance Sizing Server Profile (config) 19

20 W416 Preparation Assistance Other Preparation Assistance Workstation Requirements Security Assistance (Active Directory / LDAP) BIRT Familiarization

21 Thank You Please take a moment to complete a SESSION SURVEY before you leave.

22

23 23

24 The JWorks Dashboard is user/role-driven and displays information applicable to different types of users (e.g., support, clerical, deputy DA, supervisor, etc.). Dashboard components can be set with various perspective (e.g., view today, next week, next month, etc.). Dashboard components currently include views of and immediate access to (1) assigned tasks, (2) electronically received records, (3) user caseload by age, (4) user s court schedule. Additional Dashboard components are underway in cooperation with the JWorks Consortium Counties. 24

25 JWorks incorporates a very robust security scheme that controls user access by role. Permissions to Create, Read, Update and Delete (CRUD) can be assigned at the Page, Component and Field levels. JWorks also allows basic-to-advanced rules to be applied to user passwords, forcing users to include a mix of alphanumeric characters, disallowing use of their user name, and applying other advanced password controls if desired. 25

26 A major differentiator of JWorks is its Differentiated Case Management (DCM) engine, allowing your office to set required and optional case milestones (what is due) and timing (when is it due), along with tasks (who is assigned to do what/when); In this example, Hazel Weaver is assigned to provide a records check within 3 days of a referral being received. JWorks automatically monitors all cases on their tracks and provides updates and notifications as appropriate. 26

27 In JWorks, It s simple to get back to case and person records recently accessed by the user. Optionally link directly to case or person details from anywhere in JWorks using the My Recent functionality. 27

28 JWorks has robust search capabilities including for cases, persons and calendars (amongst others). Note that person searches (as an example) match on all names with any portion of the name entered, including if an alias. Soundex may also be used to find names that sound alike. JWorks returns information about people and their cases, and allows the user to quickly hyperlink to desired records. JWorks also supports printing and exporting of search results. 28

29 JWorks provides a variety of visual indicators including when someone is a juvenile or has an active warrant or alert associated to them. In this example, Franklin Thomas Johnston Sr is identified as a juvenile because one of his alias records includes a DOB in Other indicators include whether a person is incarcerated (lock icon), has posted bond (open lock icon), has associated documents or other files (file folder icon) or monies past due (if this information is being collected dollar sign icon). Hovering on this information displays details with a link to history. 29

30 Other case and person details are also readily available from the same JWorks Case Page, including access to an unlimited number of person contacts (including the ability to map an address to the court or Prosecutor s office), all case events both automatically and manually entered on the case, and a complete chronological history of all activities, documents sent/received, etc. Associated media is easily viewed from this page as well. 30

31 In addition to basic contact information, a person s complete case history (all cases), their aliases, their relationships with other persons, documents and other media associated to the person and all demographic identifiers are available from a single Person Page in JWorks. 31

32 In JWorks, cases can begin via a manual entry process or by routing electronic records to a Review Queue prior to acceptance. If manual, the user can opt to enter just a few pieces of key information and the JWorks workflow will automatically advance them to the main case and person pages for entry of more detailed information or save information as a draft. If electronic, records are automatically inserted in the user Review Queue via the JWorks Integrator and are available for review/acceptance prior to case creation. 32

33 Case details are easily accessed in JWorks and include important information about participants, charges/matters, events, notes, etc., on a single screen. JWorks even includes a financial component for tracking restitution or other fees associated to the person/case, if desired. Additional case and person details and history are available with a single click from the main case page. 33

34 Charges/matters are maintained on the JWorks Case Page and can be updated and/or disposed by users with permission. Multiple counts can be updated individually or in groups by simply selecting the appropriate counts and updating plea and disposition one time. A complete charge history is stored in charge details. 34

35 The JWorks Scheduling Wizard can be used to update existing events and to set new ones. The Wizard steps the user through a logical process for setting event status, dates/times, selecting event participants and even adding event notes at the time of scheduling. Updating and setting events can be accomplished on one or more cases at a time. 35

36 Once events are set, staff calendars can be accessed from the menu bar or by searching for specific staff member(s) on the Court Docket search panel. Both options are available from every screen within JWorks. 36

37 Notifications can be configured to popup as a way of alerting users to a variety of circumstances and can be sent manually by another user or automatically as a component of the JWorks DCM/caseflow track configuration. Access to unread notifications is available from every JWorks screen and visually advises the user if they have unread notifications with an urgent status. 37

38 Document configuration is available through JWorks and allows an Administrator to upload document templates (from MSWord or OpenOffice), configure data tokens or placeholders for automatic merging with JWorks data, define whether a document is to be printed, ed or both, and set other default values for automatic or manual document generation. JWorks even allows the user to test generate documents from the configuration page so changes can be made as necessary without opening multiple screens. 38

39 Once configured, documents can be generated from a variety of screens in JWorks including, case, person, calendar, search results, etc. This example shows generating a complaint for multiple cases at once. In this instance, the user may select one, some or all cases, verify the form(s) to be generated and produce the documents. It s important to note that JWorks will automatically convert documents to a pdf and store them in the JWorks DMS if desired. Note also that tool tips and other case, person and event information is readily available, even from within components like document generation! 39

40 JWorks uses the BIRT Report Writer to produce both standard and adhoc reports (customers are welcome to use other reporting tools such as Crystal Reports, etc.). Whether standard or not, all reports can be pinned to the JWorks Report Page and easily accessed from within JWorks. Reports can be viewed on the screen, output to a variety of formats, ed or placed in the user s Report Queue for later access. Reports can be secured to restrict viewing or alterations by other users if desired. 40

41 The JWorks Integrator is available to privileged users from within JWorks and is used to manage exchanges with outside partner systems (e.g., jails, law enforcement, courts, etc.). Based on our IJIS Broker foundation, JWorks can receive and send transactions amongst any number of partner systems, regardless of whether by XML, flat file, etc. JWorks is standards-based and includes a large set of native standardsbased schema such as GJXDM, NIEM, ECF, xbrl, HL7, Nlets, CANDLE, NCIC and CJIN. 41

42 Another major differentiator of JWorks is its use of a non-proprietary rules engine to express application, validation and business rule logic. While JWorks comes out of the box with configured rules templates, customers can be trained and certified in their use and provided the ability to update rule sets as requirements and preferences change. The JWorks Rules Editor is available to privileged users from within JWorks. 42