HOW TO MAKE THE MOST OUT OF COURT IT PROJECTS December 11, 2015 Hosted by:T.J. BeMent Phillip Knox Presenters:Dale Kasparek David Slayton Heather Petitt Joe Wheeler Managing IT Projects T.J. BeMent District Court Administrator, 10 th Judicial District of Georgia Phil Knox General Jurisdiction Courts Administrator, Superior Court of Arizona (Maricopa County) 2 A Guide to Technology Planning for Court Managers Mastering Successful IT Projects Phil Knox (Chair), Arizona Tracy J. BeMent, Georgia Jenny Bunch, Florida Julie Dybas, Arizona Cydney Fowler, California Marlene Martineau, Utah Kevin Westover, Arizona 3 Webinar Partners Brief Housekeeping Webinar will be recorded for later playback and sharing Presentation will be posted on NACM website An occasional poll maybe displayed Ask questions in the Q & A section on the left The Iron Triangle of IT Project Management TECHNOLOGYPROCESSES PEOPLE Solutions 7 How to Manage IT Projects Identify The Problem or Need (HPFC, CTF) Collect the Information Needed (Governance) Analyze the Situation (Communication, Standards and ROI) Take Action! (Tips and Strategies) 8 Court Technology Framework Overview Dale Kasparek National Center for State Courts 9 Six Key Elements to the HPCF 1. Quality Cycle 2. Perspectives 3. Administrative Principles 4. Court Culture 5. Performance Measurement 6. Performance Management 10 What is the Problem? Properly Reporting convictions of commercial drivers - FMCSA Laws are not enough- Victim Treat commercial drivers differently - FMCSA Laws are not enough- Victim Treat commercial drivers differently - FMCSA Citizens are victims of bad commercial drivers 11 The Innovation Perspective & Court Technology Framework 12 HPCF & CTF Integrating Concepts Bad drivers stay on road Cause property damage Bodily injury & death SDLA Update Driver Record 49 C.F.R. Days/Less from Date of Conviction Court send conviction to SDLA in less than 10 Days Masking Prohibited 49 C.F.R. Local legal cultureCourt culture 13 Performance Management 10 Day Rule 49 C.F.R. CDL Conviction reported from CMS in seconds 10 Day Rule 49 C.F.R. CDL Conviction reported from CMS in seconds Data from HPCF Four Perspectives Conduct HPCF Fieldwork: Administrative Principles Managerial Culture Performance Management Conduct HPCF Fieldwork: Administrative Principles Managerial Culture Performance Management Build GRA-NIEM Compliant Data Exchange to Test Submit SSP to Standards Approval Process Court2SDLA SSP Promote Low Cost Reuse 14 Technology Project Governance David Slayton State Court Court Administrator Texas Office of Court Administration 15 Governance 16 Lack of Governance = Leading Cause for IT Project Failure What is governance? 1 Make sure project is executed according to standards of the organization Keep all projects above board and ethical Create accountability Define project reporting system Outline specific roles and responsibilities Set project priorities 1 Project Management Institute - Principles of Governance 2 Project Board with overall responsibility Roles, responsibilities, performance criteria clearly defined Discipline, methods and controls applied throughout project Align project with business case Approved plan with authorization points Delegation of responsibility to competent staff Relevant and realistic information provided to support business case Independent authorized scrutiny Clearly defined project status reporting criteria Culture of involvement open reporting Stakeholders fill appropriate roles 17 2 The Texas Example 18 eFileTexas Governance 19 Communicating Effectively During Project Management Heather Pettit, CIO Contra Costa Superior Court, California 20 Why Communication? 21 Communication Takeaways Pick A Framework- ANY FRAMEWORK Formalize Communication Strategy for Framework Formal Marketing Strategy for Framework Design solutions to solve business problems DONT RE-INVENT THE WHEEL! 22 Project Management Frameworks Pick A Framework- ANY FRAMEWORK! PMBOK Court Technology Framework NACM Technology Guide 8 Steps Simple Framework 23 Project Management Frameworks Simple Example 24 Formal Communication Formalized Communication Strategy defines expectations for all projects and people. Define how the Project Manager is going to communicate with team members, sponsors and users Consistent communication-Weekly, Monthly, Quarterly The more information the better, including the good, the bad and the ugly 25 Formal Marketing Strategy Formal Marketing Strategy creates consensus among those being impacted. Everyone speaks the same language. Another form of communication Boast about your achievements People will want what they dont have The more information that is out there the best reception you will get 26 Problem Based Solutions Design solutions to solve business problems Dont create solutions to problems that dont exist Dont create a solution before determining the real problem and the best solution Let the experts do their jobs 27 Tell ME what I want 28 5 Key Takeaways Pick A Framework- ANY FRAMEWORK Formalize Communication Strategy for Framework Formal Marketing Strategy for Framework Design solutions to solve business problems DONT RE-INVENT THE WHEEL! 29 Project Standards & Return on Investment (ROI) Joseph Wheeler MTG Management Consultants, LLC 30 One Sunday a distraught court consultant walked into a hardware store outside Atlanta A parable on the implementation and value of standards A review of useful standards for courts Words to the wise 31 The Tale of the Broken Plug Traveling with Microsoft Surface 3 Power Supply Cord broke at the power plug Currently 2,130 miles from home Presentation due tomorrow Unique USB feature Proprietary Plug Open Standard Plug Unique Converter: Standard Input (100 240 VAC) Unique Output: (12V 2.58A) BREAK Common female plug (not shown) 32 The Tale of the Broken Plug: Solutions Buy new Microsoft power supply: Microsoft Online Store: $79 3 Days shipping Rewire plug Home Depot 2 prong plug: $4 Screwdriver: $3-10 Wire cutter/stripper: $5-10 Assemble: 0.5 hours Buy common/standard 2-slot, non-polarized power cord $ The Tale of the Broken Plug: Moral of the Story The proprietary solution: Offers unique capabilities Costs the greatest time and money Using most elemental standards (rewire plug): Seems cheapest Requires more time and tools Can be more expensive & risky than originally anticipated Using a common solution built on standards proves most cost effective. The component framework matters. 34 The Importance of Standards Information Sharing Standards Court-Specific Standards and Frameworks Certification and Approval Resources 35 Information Sharing Standards Global Standards Package (GSP) The GSP includes: National Information Exchange Model (NIEM) Global Reference Architecture (GRA) Global Privacy Technology Framework Global Federated Identity and Privilege Management (GFIPM) Global Service Specification Packages (SSPs) Resource Link: https://it.ojp.gov/GSPhttps://it.ojp.gov/GSP 36 Global Service Specification Package (SSP) Partner A Partner B Global Approved Reference SSPs:37 Court-Specific Standards and Frameworks Court Technology Framework (CTF):OASIS LegalXML Electronic Court Filing (ECF): https://www.oasis- open.org/committees/tc_home.php?wg_abbrev=legalxml- courtfiling https://www.oasis- open.org/committees/tc_home.php?wg_abbrev=legalxml- courtfiling CMS Functional Requirements:_CMS_Functional_Standards_v_0_20.ashx_CMS_Functional_Standards_v_0_20.ashx Jury Management Standards:/JTC/Jury_Management_System_Requirements_FINAL_12_16_ 14.ashx/JTC/Jury_Management_System_Requirements_FINAL_12_16_ 14.ashx 38 Certification and Approval Resources Springboard (IJIS Institute): Springboard is IJIS Institutes evaluation and certification program designed to help advance information sharing in justice, public safety, and homeland security communities. http://www.ijis.org/?page=Springboardhttp://www.ijis.org/?page=Springboard JTC Court Technology Standards: Court specific standards adopted or recognized by the Joint Technology Committee of COSCA & NACM. http://www.ncsc.org/About-us/Committees/Joint-Technology- Committee/JTC-Court-Technology-Standards.aspxhttp://www.ncsc.org/About-us/Committees/Joint-Technology- Committee/JTC-Court-Technology-Standards.aspx Global Approved Reference SSPs: Reference service specification standards recognized by Global. http://www.it.ojp.gov/GIST/Guide/43http://www.it.ojp.gov/GIST/Guide/43 39 Standards can get you more than half way there. Some localization is required Some implementation decisions will remain Building your custom solutions based standards will save resources When your application needs to be replaced When you have new information sharing partners Commonly used, standards based interface provide the greatest ROI 40 Closing Tips & Strategies T.J. BeMent & Phil Knox 41 Successful Strategies Communicate often and provide information customized to the stakeholder Set real expectations early Utilize project management methodologies Clearly define the project scope Document everything Have a formal acceptance and change process Listen & understand end user needs Know your organizations culture Explain what is planned and why it is important and solicit feedback Have a feedback loop so that if users identify any problems they have somewhere to go Provide training as needed before, during, and after the change Allow the development of the change to be driven by the people who will use the product Have a lessons learned session 42 Un-Successful Strategies Underestimate the pushback Assume people understand what you are doing or saying Assume anything Minimize project management Underestimate the importance of change management when it comes to a project Let negative talk or venting occur too frequently in larger group settings Surprise anyone with the change Over promise what the update or change will deliver 43 Ten Tips for Successful IT Projects 1.Utilize the unique role of the project manager. 2.Set expectations. 3.Communicate frequently and positively. 4.Surface problems early 5.Function as partners. 6.Use every project as an opportunity to learn. 7.Be candid, be constructive, and dont hold back. 8.Be inquisitive. 9.Build trust. 10.Set the bar high. 44 Ask for Help! National Association for Court Management National Center for State Courts NACM-NCSC-COSCA Joint Technology Committee Court Information Technology Officers Consortium IJIS Institute 45 THANK YOU!