Comprehensive Case Information System. New Clerk Academy August 2015

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1 Comprehensive Case Information System New Clerk Academy August 2015

2 Jennifer Fishback, Project Manager CCIS

3 CCIS Background CCIS was established in 2002 as an initiative to view court case information across county and circuit lines Developed and maintained by Florida s Clerks, pursuant to s (12)(e), Florida Statutes Data transmitted nightly from Clerk CMS to CCIS Statewide data sharing among the judiciary, criminal justice and information user agencies Searchable by name or case number, through a secured point of access, and is available 24/7

4 CCIS Background Enhanced in 2009 as CCIS 2.0 Clerks could have statewide reporting performed for them enabled by the standardized docket and event codes Display document images from Clerk CMS Provide reports to OSCA Added DHSMV Driver License Reinstatement Function Increased case matches between CCIS and the Traffic Citation Accounting Transmission System (TCATS) Tracking multiple reopens Display attorney information on a case

5 Available Data All Court Case Types in the 67 Clerks offices Criminal, Civil, Juvenile, Probate, Traffic Data Element Collections Individual Name Demographic Information Case/Charge Information Progress Dockets with links to document images Court Events Financial (Assessments/Collections) Warrant/Summons Information Sentencing Information Judicial history 122 Million Cases, 325 Million Names

6 CCIS is an Internet Portal used for accessing Clerk Court Data Statewide 67 Clerks of the Court County 1 Case Maintenance Data CCIS User Interface County 2 Case Maintenance Data Statewide Case Index User Login and Security Single Name Search Case Search Court Calendars Ad-Hoc Reports County 3 Case Maintenance Data 64 Other Counties Case Maintenance Data Links to other Data Sources Clerk Web Sites State Agency Web Sites 6

7 CCIS Users CCIS Users are restricted to governmental agencies from the Federal, State and Local levels Each user is assigned a security level which complies with access to court records as defined in Florida Statutes 36,000+ active users: Department of Homeland Security U.S. Probation U.S. Marshal U.S. Public Defenders Office Legislature Clerks Offices 7

8 CCIS Users (continued) Judiciary Court Administration State Attorneys Public Defenders Law Enforcement Attorney General s Office Florida Department of Law Enforcement Department of Corrections Department of Revenue Department of Juvenile Justice Department of Children & Family Services Judicial Administration Commission Florida Parole Commission 8

9 CCIS as a Data Source Per the Memorandum of Understanding with the Office of the State Courts Administrator (OSCA), CCIS is the sole provider of Clerk Case Data to JIS Florida Courts E-Filing Portal Future MECOM reporting Mortgage foreclosure reporting

10 Strategic Discussion CCIS 2009 Gartner Review Maintainability Robustness Extensibility Scalability Technology Fit Overall The existing CCIS technology choices are adequate maintenance in a fairly static environment. Moving forward the needs for centralized case data will grow and become more complex - there are a variety of data integration and BI/Reporting tools available that would increase the degree of maintainability. CCIS architecture will continue to operate properly even under stressed conditions, given appropriate BI solution design and ongoing query tuning and optimization. The extensibility of the current CCIS data architecture does not provide for distinct and separate foundation and optimization layers which will be critical for the ICS effort. Assuming considerable growth in the extent and ways this data will be used and variety of data types added this will have increasing importance. The proposed solution architecture is both horizontally and vertically scalable to meet the overall performance and throughput required by FACC, the Clerks and the data users. There is considerable opportunity for deployment of BI/Reporting and Data Integration tools: More data sources Increased user empowerment Improved data currency The other elements of technology choice (Java and INFORMIX on Unix) provide a robust, best practice platform. We recommend FACC review business needs for Court Case reporting and determine the need for change and the appetite for various possible levels of agility.

11 CCIS Strategic Advantages Recognized in Florida Statutes Mature System Large Existing User Base Support Process in Place Base Funding Source in Place CMS Independent Provides for Statewide Standardization of Data and Reporting Integral as a data source for JIS and E-Filing Portal

12 CCIS 2.0 Challenges CMS/Vendor Participation Consistent User Interface Data Quality and Completeness Data Exchange Modernization Nightly Updates Lack of Real Time Access BI/Reporting Capability Limited Local Clerk Branding

13 CCIS 3.0 Goals CCIS 3.0 is the 3 rd Priority of Clerks IT Strategic Plan Grant funded Statewide implementation by all counties Improved data quality Security model per AOSC Data exchange model expanded using Web Services Clerk CMS updates CCIS real time with new cases CCIS display images Build foundation for BI/Reporting

14 CCIS 3.0 Enhancements Provide real-time updates to CCIS from Clerk CMS Provide a consistent user interface Provide Local Clerk Branding Display document images statewide Add data elements and updated security model Provide CCIS Audit function to Clerks Includes data quality information Compare CCIS data to local data

15 CCIS 3.0 Success Achieves Clerks IT Strategic Goal Relies on timely statewide implementation by all CMS/Vendors Eliminates need for duplicated data by Judiciary Provides improved customer service New cases added to CCIS the same day they are initiated with the Clerk View document images statewide Consistent, modernized user interface Implements modern technology which is easier to support

16 CCIS 3.0 Success Enhances communications to Florida Courts and Legislature Strengthens our technology partnership with the courts Implements a real-time, comprehensive statewide data repository Provides easier access to big data for all stakeholders

17 CCIS 3.0 Project Plan 2 nd and 3 rd Quarter 2015 Software development and testing 4 th Quarter st Quarter 2016 New CCIS Application Counties implement new data exchange methods Project completion 3/31/2016

18 CCIS DEMO