Judicial Workbench Roadmap You are Here. Snorri Ogata O. John Kuenhold

Transcription

1 Judicial Workbench Roadmap You are Here Snorri Ogata O. John Kuenhold

2 Purpose "Would you tell me, please, which way I ought to go from here?" "That depends a good deal on where you want to get to," said the Cat. "I don't much care where..." said Alice. "Then it doesn't much matter which way you go," said the Cat. Lewis Carroll, Alice in Wonderland 9/17/2015 The Judicial Tools Workbench Roadmap 2

3 What Judges Want: Basics Calendaring and/or tracking of cases, The assignment of work to court staff and the legal community, and The ability to monitor progress of ongoing tasks. Applications, equipment, and resources that enable judicial decision making, research and document creation, and the execution and issuance of orders. Courtroom design and computer equipment Business Intelligence integrated into all work 9/17/2015 The Judicial Tools Workbench Roadmap 3

4 What Judges Want: Dashboards An electronic record requires configurable electronic environments for judges to work in Open multiple apps from within dashboard Judicial tools, next gen dashboards, and electronic records management systems integrate action oriented management tools inside and outside the case management system into one display. Improve workflow and decision making 9/17/2015 The Judicial Tools Workbench Roadmap 4

5 What Judges Want! Case Information Case Management Information Electronic Documents Chambers Work Calendar & Court Events Communication I want a simple view to all my cases. I want it to access it on any device. I want to be able find things easily. I want to be able to pull in other sources (e.g., DMV, DOJ) Iwant private research and notes I want to see my entire case load I want to see what documents I have to review/sign I want to see what cases are coming up the require my attention I want to see cases with no set review date I want to know what cases are approaching time standards I want cues and timing standards I want to see case documents I want to see multiple documents at the same time I want to be able to copy/paste from case documents I want to be able to filter docs I want to be able to annotate documents I want to be able to sign documents I want to do online legal research I want to create/publish my tentative rulings I want to know about related cases I want access my private notes about a case I want to know the next to do on my list I want business intelligence cues I want to know cases on calendar today I want to know future/past case calendars I want to conduct a telephonic hearing I want to only hear 2 complex motions next Tuesday I want to block dark days on my calendar I want to see real time transcripts I want to publish tentative rulings I want to see research attorney and clerk notes created for me I want to be able to share notes I want to approve search warrants from my iphone I want to be able to approve proposed orders with a click 9/17/2015 The Judicial Tools Workbench Roadmap 5

6 What Judges Want: Options 9/17/2015 The Judicial Tools Workbench Roadmap 6

7 Where are you at? Stage Case Information Case Management Information Electronic Documents Chambers Work Calendar & Court Events Communication Advanced Intermediate I want complete case information including my notes. I want to be able to access from home. I want to Instant Message my courtroom clerk. Basic I want a simple view to all my cases. I want to see case documents online. I want to do on line legal research I want to know cases on calendar today I want to post tentative rulings. Paper Paper case file Where you go next is up to you! You are here 9/17/2015 The Judicial Tools Workbench Roadmap 7

8 Court Technology Framework You can t just buy an app. 9/17/2015 The Judicial Tools Workbench Roadmap 8

9 Judicial Tool Technology Framework Tech Framework Case Information Case Management Information Electronic Documents Chambers Work Calendar & Court Events Communication Business Strategy, Governance, Capability, Culture, Performance Applications Data Mgmt Technology Infrastructure Technologies: CMS, DMS, Reporting, Business Intelligence, Collaboration Tools, PDF annotation SDKs, 3 rd party web apps, Architecture: WebParts / Components / Glances, Web services / APIs Technologies: Relational databases, data warehouse, service bus, message brokers Architecture: schemas, XML, fine grained data control, referential integrity, quality assurance/control, Web services / APIs, data masking Technologies: Computers, OS, Monitors, Tablets, Network, Virtualization, Appliances Architecture: Existing/planned infrastructure, On premise vs. Cloud, security strategy 9/17/2015 The Judicial Tools Workbench Roadmap 9

10 Judicial Tools Maturity Model 9/17/2015 The Judicial Tools Workbench Roadmap 10

11 Judicial Tools Address Essential Business Capabilities What are the business needs of judges? What tools will meet those need? Design that addresses the workflow. Judges want the right tools to do the job! 9/17/2015 The Judicial Tools Workbench Roadmap 11

12 What do we mean by judicial tools? Electronic tools to meet the specific case processing, judicial decision making, and management needs of trial court judges on the bench and in chambers. Judicial tools include functionalities and resources essential to accessing current and historic case information, and the means to manage and prioritize the work of a judge in chambers and on the bench. 9/17/2015 The Judicial Tools Workbench Roadmap 12

13 Judicial Tool Maturity Model Assisting judges in the migration to electronic documents and information is often an iterative process. * * Making the Case for Judicial Tools, Version 1.0 9/17/2015 The Judicial Tools Workbench Roadmap 13

14 Florida Wisconsin aismartbench Case Information Orange County, CA Journal ecourt Tyler Session Works Utah 9/17/2015 The Judicial Tools Workbench Roadmap 14

15 Not Your Mother s ROA Within the display screen of a particular case, a judge should be able to open private notes, related legal research, reporter transcripts, and past scribbles on the pleadings. (judge eyes only). Multiple user defined Filters to the ROA by casetype and personal preference 9/17/2015 The Judicial Tools Workbench Roadmap 15

16 Case Information Roadmap Case Information Stage Business Applications Advanced: Comprehensive Configurable Intermediate: Bench vs Chambers Search Basic: Calendar Case Summary Strategy Governance Capabilities Culture Performance WebParts / Java Scripts / Glances COTS or Inhouse Web based Real time CMS COTS or inhouse Reports Typically inhouse Data Management Real time Data Exchanges Fine grained data access Real time Relational Database Coarse grained data access Structured data Categorization Technology Infrastructure Cloud Remote Access Mobility Virtualization Application Server Job Server Touch Servers Monitors 9/17/2015 Judicial Tools Maturity Model / Roadmap

17 Utah Case Management aismartbench Wisconsin 9/17/2015 The Judicial Tools Workbench Roadmap 17

18 Workflow and Decision Making People worked hard over a long time to create a paper workflow that gets the job done. Working with electronic files changes the workflow and it will take time and experience to develop new best practices for a given court. Design dashboards that combine the information and tools a judge needs for each of the three key environments! 9/17/2015 The Judicial Tools Workbench Roadmap 18

19 Judicial Caseflow Management Integrated Business Intelligence Forward looking tools to help prioritize, decide and distribute.not just backwards looking metrics Public Safety Access to Justice 9/17/2015 The Judicial Tools Workbench Roadmap 19

20 Business Intelligence Business intelligence (BI) is an umbrella term that includes the applications, infrastructure and tools, and best practices that enable access to and analysis of information to improve and optimize decisions and performance. (Gartner definition) Beyond the Open Caseload Report Tied to critical performance time standards 9/17/2015 The Judicial Tools Workbench Roadmap 20

21 BI Graphics Moment in Time Comparison over Time Comparison to peers Queues based on standards and rules Drill down 9/17/2015 The Judicial Tools Workbench Roadmap 21

22 Case Management Roadmap Case Management Stage Business Applications Advanced: Alerts Analytics Intermediate: Work queues Stats Basic: Case load reports Strategy Governance Capabilities Culture Performance Business Intelligence COTS or Inhouse Process Management / workflow software Report writer (e.g., Crystal, MS SSRS) Data Management Real time Data Exchanges PowerPivot Real time Relational Database Coarse grained data access Structured data Categorization Technology Infrastructure Cloud (Azure, BigQuery) Remote Access Mobility Virtualization Real time replication Servers Big monitors 9/17/2015 Judicial Tools Maturity Model / Roadmap

23 Orange County, CA Utah Electronic Documents Sticky Notes Highlights Annotation aismartbench 9/17/2015 The Judicial Tools Workbench Roadmap 23

24 What do Judges Need? (to work in an electronic file world) People worked hard over a long time to create a paper workflow that gets the job done. Working with electronic files changes the workflow and it will take time and experience to develop new best practices for a given court. Design dashboards that combine the information and tools a judge needs for each of the three key environments! 9/17/2015 The Judicial Tools Workbench Roadmap 24

25 Electronic Documents Roadmap Documents Business Applications Advanced: 100% electronic Secure annotations Intermediate: Paper on demand Multi doc viewing Sorting / filtering Basic: Simple viewing Doc creation Strategy Governance Capabilities Culture Performance Annotation / redaction software E Signatures Other docs Searchable PDF Doc viewers COTS or inhouse TIFF or PDF DMS Word Data Management Document Rights Mgmt OCR Document naming standards Document QA Document security Technology Infrastructure Cloud (Azure, Amazon) Remote Access Mobility High Availability Virtualization Touch Monitors Servers PCs Monitors 9/17/2015 Judicial Tools Maturity Model / Roadmap

26 aismartbench Chambers Work Orange County, CA Utah Lexis / WestLaw CA Judicial Council 9/17/2015 The Judicial Tools Workbench Roadmap 26

27 Enabling Good Decision Making Ensuring the court dashboard or screens enhances the judge s understanding of facts and law and history must be a priority. 9/17/2015 The Judicial Tools Workbench Roadmap 27

28 Enabling Good Decision Making When judges make informed decisions at every stage of a case, the public gains better outcomes. 9/17/2015 The Judicial Tools Workbench Roadmap 28

29 Chambers Work Roadmap Chambers Work Stage Business Applications Advanced: Pending queues Integrated citation linking Intermediate: Access to resources Work queues Related cases Basic: On line research Tentative rulings Strategy Governance Capabilities Culture Performance E Signatures BPM Alerts COTS or inhouse Business Process / Work queue Modern CMS COTS or inhouse Lexis / West Word Data Management Citation linking tools Unstructured data searching tools Document collaboration tools Audio / video management Document templates Public posting Technology Infrastructure Remote Access Mobility Enterprise search Encryption Multiple Monitors Servers PCs, laptops Phones 9/17/2015 Judicial Tools Maturity Model / Roadmap

30 Video Arraignment Wisconsin Telephonic Appearance Orange County, CA Court Calendar & Events Los Angeles Tyler Sessions Works aismartbench Journal ecourt Utah Iowa 9/17/2015 The Judicial Tools Workbench Roadmap 30

31 Managing Events Docket Management Adjusting in real time Check in Work queues Remote Proceedings: Remote appearances Remote processing (e.g., PCD, Warrants, ) Notes Judicial Clerk Other 9/17/2015 Judicial Tools Maturity Model / Roadmap 31

32 Court Calendar & Events Roadmap Calendar & Events Stage Business Applications Advanced: Integrated video appearance E Filing with reservations Intermediate: Video appearances Online scheduling Reservations Basic: Courtroom calendar Calendar tools Strategy Governance Capabilities Culture Performance WebParts / Java Scripts / Glances COTS or Inhouse Thin client Modern CMS E Filing COTS or inhouse Thick client Typically inhouse Data Management Video OCR Open Data Fine grained data mgmt XML Web Services Authentication Data warehouse Technology Infrastructure High performance network Video Conferencing Reliable network VOIP Phones PCs Monitors 9/17/2015 Judicial Tools Maturity Model / Roadmap

33 Tyler Session Works Instant Messaging Judges Notes Communication Case Alerts Iowa Clerks Notes, OC, CA Los Angeles 9/17/2015 The Judicial Tools Workbench Roadmap 33

34 Collaboration Communication and collaboration between judges, judicial staff, and other justice offices is critical. As the court moves to an electronic record, a whole array of benefits to the judiciary become possible. Collaboration is necessary at every step of the judicial process. 9/17/2015 Judicial Tools Maturity Model / Roadmap 34

35 Communications Roadmap Comm Stage Business Applications Advanced: Workflow (e.g., proposed order) Intermediate: Other documents Courtroom collaboration Remote processing Basic: Realtime transcript Judge Notes Strategy Governance Capabilities Culture Performance WebParts / Java Scripts / Glances COTS or Inhouse Thin client Workflows E Filing COTS or inhouse Thick client Typically inhouse Data Management Master Data Management Service bus Specialty jobs Data warehouse Technology Infrastructure High performance network ipaas Reliable network API/SOA gateways Servers PCs Monitors 9/17/2015 Judicial Tools Maturity Model / Roadmap

36 Judicial Tools Implementation Considerations 9/17/2015 The Judicial Tools Workbench Roadmap 36

37 Judicial Environments Profile General Challenge Technical Challenge Operational Challenge High Volume Courts Multi Event Courts Circuit Riding Judges Courtroom centric, single event proceedings that are managed by Judge Re organization of events in real time (e.g., all matters with attorneys; all matters with an interpreter) Integrating other data Capturing disposition information in realtime Largely driven by strategic decisions of the parties. Multiple hearings, filings and court contacts over time. Information driven. Includes activities not part of the official record. Bench and chambers work. Not all activities handled by CMS Coordinating and tracking people, records, documents and work in progress. Overseeing cases from multiple underlying CMSs Managing the caseload as a whole Information sharing from multiple, disconnected systems Rules and processes that are different than traditional court Problem Solving Courts Collaborative, rapid information sharing with multiple entities Real time information sharing between all parties Information sharing from multiple, disconnected systems Privacy and information sharing 9/17/2015 The Judicial Tools Workbench Roadmap 37

38 Configurable Environments Flexible, configurable screens accommodate the needs of different courtroom and chamber environments. Busy high volume docket Trials and Hearings Chambers So Tools should be dynamic and configurable to allow the user to change some components (look, feel, or workflow) without requiring modifications from vendor or software engineer 9/17/2015 The Judicial Tools Workbench Roadmap 38

39 Pros Cons Examples Build vs. Buy or Build AND Buy Build Integrated CMS Buy Court specific More control Faster reaction time Cost to maintain staff Technical proficiency Missouri Orange County, CA Utah Wisconsin CMS specific Incremental cost to CMS (or free) Vendor timeline for enhancements Not the core business Tyler Session Works Journal ecourt Many, many more Market driven evolution Rich features Time to implement License costs Features prioritized across all customers Mentis aismartbench Remember the Technology Framework? This is just APPLICATIONS! 9/17/2015 The Judicial Tools Workbench Roadmap 39

40 Where do you want to go today? 9/17/2015 The Judicial Tools Workbench Roadmap 40