ccis 3.0 project update · statewide analytics and reporting ... data exchange solution is...

CCIS 3.0 Project Update

Information & Technology Strategic

Plan – Back Story

FCCC Technology Committee

Honorable Tim Smith, Putnam County, Chair

Technology Strategic Planning Subcommittee

Honorable Linda Doggett, Lee County, Chair

Approved by Executive Committee at 2014 FCCC

Summer Conference


CCIS 3.0 is the 3rd Initiative

This presentation provides information about

how all of the initiatives are interdependent and

our progress toward implementing the

initiatives

2013 State Courts’ Technology View

Internet

E-Filing Portal

Local Clerk CMS

CAPS Viewer

CCISJudicial

Management Services

Clerks’ Technology Objectives

1. Preserve the Clerk’s constitutional duty as

keeper of the official court records

2. Establish Clerks as digital leaders for the Florida

courts

3. Develop a clear technology vision

4. Communicate to Florida Courts and Legislature

Clerks’ Technology Objectives

5. Establish a stronger technology partnership with

the courts

6. Provide enhanced comprehensive statewide

data

7. Give the Courts access to broader data

8. Deliver Advanced Data Services (ADS) tools

Clerks’ Technology Vision

Clerk’s CMS

CCIS 3.0

E-Filing

Judicial Data Management

Analytics & ADS

eCitations

&

Bookings

Remote

Viewing

State

Reporting

Judicial

Viewer

Local Court

Case

Management

Data

IT Strategic Plan – 4 Initiatives

1. Establish a Consistent, Statewide

Technology Environment

2. Develop a Technology Roadmap

3. Enhance CCIS – Implement CCIS 3.0

4. Provide Business Analytics to Clerks

IT Strategic Plan Initiatives

1. Establish a Consistent Statewide Technology

Environment

Establish minimum infrastructure standards needed to:

Provide information services to all stakeholders

Provide Continuity of Operations / Disaster Recovery

options

Protect records; Secure sensitive and confidential data

Ensure ALL clerks have necessary technical resources


2. Develop a Technology Roadmap

Align Clerks’ initiatives with needs of our Judicial

partners

Align local Clerks technology goals with statewide

goals

Minimize divergent practices within the state and

judicial circuits (tough one!)

Coordinate and integrate Clerk and justice partner

systems, workflows, and processes

Ensure future ability to quickly meet changing needs


3. Enhance CCIS - Implement CCIS 3.0

Add data needed to support Clerk and justice partner

information needs

Upgrade to real-time, high performance, secure

environment

Provide a consistent, intuitive, and efficient interface

Provide remote viewing in compliance with AOSC14-19

Provide state reporting for Clerks

Support reporting needs for justice partners


4. Provide Advanced Data Services

Deploy ADS tools and develop business

analytics expertise statewide

Provide key performance metrics

Provide information to support effective and

efficient case maintenance and caseload

management

The CCIS 3.0 Project …

Launches our technology vision

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

Delivers Advanced Data Service tools

CCIS 3.0 Will Provide …

Expedient access for both the Clerks and Court

Statewide analytics and reporting

Business intelligence capability

Security of data and images

Continuation of inquiry function for government

agencies

Judicial case management information

CCIS 3.0 Enhancements

Some standardization

A redesigned version of existing CCIS User Interface and expanded data elements

Real-time data access from local CMS’s

Image access utilizing the AOSC 14-19 security model

Audit Tools to Insure Data Quality

Robust Ad-Hoc Reporting Tool

CCIS 3.0 – Funding

$1.79M FDLE grant awarded to FCCC; Civitek to

provide 10% match

Grant is a “reimbursement grant”. Monies are

reimbursed as they are expended within the grant

period 3/31/2016

$400,000 of the grant is designated to assist counties

with building CMS to CCIS interfaces

CCIS 3.0 – Grant Award Distribution

Vendors and the counties they support will assess the

cost to implement the changes for CCIS 3.0 and will

provide a cost estimate to the CCIS Committee by

emailing [email protected] by 6/30/2015 that will

determine the maximum county funding.

An equitable funding methodology will be used to

determine funding allocations for the statewide

implementation based on the cost to implement and the

number of counties requiring funds. Funds will be

distributed as county implementations are completed.

mailto:[email protected]

Initiative # 1 Establishing a Consistent,

Statewide Technology Environment

Lee County Clerk of CourtToni Bleiweiss, Digital Strategist

IT Strategic Plan Initiative # 1

Establishing a Consistent Statewide

Technology Environment

Establish minimum infrastructure standards to …

provide services and support

provide adequate continuity of operations

protect and secure sensitive and confidential data

Surveys 2014

Provided baseline information to include CMS and OR

applications

2015

Provided detailed information on CMS applications and

baseline information for infrastructure

CCIS 3.0 – Current Assessments “Readiness” assessment

How does this effort fit in with existing workload?

Has CCIS 2.0 been implemented?

Are vendor partners engaged?

Funding assessment

Will funds be needed to implement?

How will funds be distributed?

Current CMS Landscape

CiviTek

CLERICUS

CourtView

ShowCase

PTG

Benchmark

Tyler

Odyssey

Miscellaneous

CMS

36 7 13 8 10

Initiative #2 Develop a Technology

Roadmap

Volusia County Clerk of CourtTony Landry, IT Director


Develop a Technology Roadmap

2013 – develop an interface standard for CAPS

viewers

Competition among view vendors would achieve better

viewer technology

Less invasive into local clerk CMS

Leverage the interface standard to provide real-time

data to CCIS as well

Display Universal CCMS Interface PDF



2014 – FCTC appointed the Data Exchange

Workgroup (DEW) to work to set a standard for

interfacing with the local Clerks’ systems from CAPS

viewers

During DEW session, a proposal to use the CCIS 3.0

standard as the foundation as the DEW

recommendation to FCTC for CAPS viewer standard

was presented and approved



Approach allows Clerks to define the interface standard

FDLE grant awarded enables funding to support

hardware, software, network, development

IT Strategic Planning Committee has enabled the

coordination necessary to achieve progress made to

date and will be critical in successful implementations

of CCIS 3.0 and CAPS Viewers

Initiative #3 Implement CCIS 3.0

Florida Court Clerk and ComptrollersJennifer Fishback, CCIS 3.0 Project Manager


Enhance CCIS – Implement CCIS 3.0

Data exchange solution is comprised of overnight batch

and real-time web services components

Batch

Batch implementation requires statewide coordination due to

CCIS Data Refresh

Replacing all CCIS data with new data

Added data to enhance functionality such as:

AOSC 14-19, Docket numbering, Charge degree and level, Cause of

Action and Judge history

Emphasis on data quality – new CCIS Audit



Web Services

Provide real time CCIS database updates from CCMS

in order to enable online CCIS searches (Push)

Use web services to display CCMS data and images

on selected case or party (Pull)


Implementation Strategy

CCIS PM meets with Vendor User Groups to exchange

statuses and project plans

Identify CCIS Data Refresh windows of opportunity

Discuss Vendor User Group Strategy for implementations

In alignment with the I&T Strategic Plan, counties are encouraged to

utilize a single interface solution for their respective CMS vendor.

Common solutions support accessible, fair, effective, responsive,

and accountable services.

Vendor User Groups each select Pilot County

Develop and Test Batch Updates

Perform Data Refresh and Implement CCIS 3.0 files

Develop and Test Web Services

Implement Web Services


Implementation Strategy

Batch implementation is a prerequisite to web

services implementation that add or update CCIS

Batch updates must be scheduled such that all

CCIS Data Refreshes can be performed within the

implementation window



Integration Kit delivered 5/14/2015

Clerk IT and Vendors review specifications and

estimate effort by 6/30/2015

Statewide implementation schedule will be developed

Implementation window 10/2015 – 3/2016

New User Interface for CCIS Application will be

implemented 10/2015

Then counties will be upgraded to CCIS 3.0 per

statewide schedule



Planning and Communications are critical to the

successful implementation

FLCLERKS new website will be used to facilitate

communications – implementation date soon

Project Participants will have access to:

Forum

Blog

Calendar

Project files

Other project participants



Tech Talk – monthly WebEx held for the Clerk

Technology Staff

FCCC Staff Support provided by Lisa Rubes

[email protected]

Next meeting June 15, 2015, 2:00-3:00 PM

CCIS Committee – monthly in-person or WebEx for

Clerks and Clerk Staff

FCCC Staff Support provided by Sara Sanders

[email protected]




Enhance CCIS - MECOM

MECOM Reporting data elements were added in CCIS

2.0, but the data is not being sent to CCIS

FDLE wants to implement web services data exchange

with CCIS to obtain MECOM data

Once the data is included in the data exchange from

CMS to CCIS and the web services from CCIS to FDLE

are implemented this fall, CCIS will be able to perform

the reporting for the county

Initiative #4 Provide Business Analytics

Lee County Clerk of CourtDoris Maitland, Chief Digital Officer


Provide Business Analytics

Presentation being developed


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