Project Report to JPSSPTC January 2017
Project successfully went live in December 2016 after facing delays. The implementation timeline, stakeholder acknowledgments, and product details like Odyssey Case Manager are outlined in the report. Budget and costs were also addressed in the presentation to JPSSPTC in January 2017.
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WE DID IT! SUMMARY Project Go Live 12/05/2016 Project Kick Off 09/18/2014 SCOPE Circuit Clerk, States Attorney, Public Defender, Judiciary 33 Development Projects Converted 100 Million Records Converted 30 Million Images Report to JPSSPTC January 2017
Acknowledge STAKEHOLDERS AND OFFICIALS Chief Judge Boles Circuit Clerk Tom Hartwell States Attorney Joe McMahon Public Defender Kelli Childress Judicial/Public Safety Strategic Planning & Technology Commission Judge Brown Judge Brawka County Board and Chairman Lauzen STAFF Monica Lawrence form the Circuit Clerk Christy DeChristopher from the States Attorney Vanessa Rogalla from the Public Defender Subject Matter Experts from all the offices Roger Fahnestock and ITD Staff Report to JPSSPTC January 2017
HISTORY AND BACKGROUND 2010 -URL Review, Analysis and Recommendations 2012 NCSC RFP Requirements Drafted 2013 -RFP for New Court Case Management System 2013-2014 -Review of Proposals and Vendor Selection March 2014 -Recommendation Tyler Technologies March 2014 -MTG Contract negotiations July 2014 Recommend Tyler Technologies August 2014 Agreement Signed September 2014 Project Kickoff December 2016 Go Live Report to JPSSPTC January 2017
Implementation Timeline Kickoff & Project Initiation in September 2014 Project completion scheduled for April 2016 Project delayed 6 months to October 2016 for development of enhancements Project delayed 2 months -Testing Go Live December 2016 Report to JPSSPTC January 2017
Products Odyssey Case Manager (all case types) Odyssey Financial Manager Odyssey Attorney Manager Enterprise Document Management System eSignature Integration Toolkit Enterprise Custom Reporting SessionWorks-Judge Edition SessionWorks-Clerk Edition Record on Appeal Public Access ePayments Secure Public Access/Odyssey Portal Report to JPSSPTC January 2017
Budget and Costs Report to JPSSPTC January 2017
Budget (estimated in 2013) Initial budget estimate $12.6M (URL) Proposed Project Budget FY2014 -$1,600,000 FY2015 -$5,186,678 FY2016 -$1,950,598 FY2017 -$959,610 FY2018 -$968,802 Five Year Total $10,665,68 Report to JPSSPTC January 2017
Proposed Cost and Negotiated Price Tyler Technologies Proposal $6.25M Software License Professional Services Five Year Maintenance Agreement Tyler Negotiated Price $6.025M Includes Data Conversion $400K Includes Customization Requests $140K Includes Free Maintenance, 1 Year -$400K Report to JPSSPTC January 2017
Breakdown of Costs (5-Year) $2,000,000 Tyler Licensing $2,000,000 Tyler Services $2,000,000 Tyler Maintenance 6 years $2,500,000 Kane Project Team 5 years $900,000 Staff Augmentation $600,000 Capital Equipment $600,000 Contingency Report to JPSSPTC January 2017
CMS Project Budget 2013-2017 YEAR FY2013 FY2014 FY2015 FY2016 *FY2017 Budget $ 218,005.00 $ 3,560,689.00 $ 5,185,219.00 $ 4,336,405.00 $ 2,678,346.00 Actual $ 119,528.56 $ 1,530,811.67 $ 2,651,070.11 $ 3,722,966.23 $ 2,678,346.00 $10,702,722.57 *FY2013-FY2016 IS Actual. FY2017 represents budget. Report to JPSSPTC January 2017
Project Benefits COST SAVINGS Will reduce the cost of application support Will reduce physical file storage requirements Process Efficiencies Electronic Workflow Will support electronic case filing January 2018 Will support electronic traffic citations Will support integration with Court Service Will support integration with Sheriff Will support all documents as searchable PDF s Will support paperless courtrooms Report to JPSSPTC January 2017
Additional Benefits Tyler Technologies Support 24 hours 7 days a week Evergreen Investment Philosophy New World Alliance Brazos Alliance End to End Integrated Justice Report to JPSSPTC January 2017
Next Steps Report to JPSSPTC January 2017
Support Transition TYLER SUPPORT Transition from Tyler Implementation Team to Tyler Support Team Weekly Tyler Support meetings with Kane Staff ITD SUPPORT Will address application issues Will address technical issues OFFICE Subject Matter Experts Office SME are the first level of support Report to JPSSPTC January 2017
Kane Support Model Day to Day Tyler Support Application Issues Departmental Subject Matter Expert (SME) End User County IT Performance Issues Tyler Technical Services Report to JPSSPTC January 2017
Continuous Improvement Future Go Live is just the start The process of transforming the Kane County Justice Community is just now beginning Ongoing focus and effort on continuously improving court operations and provide value to those we serve Long term vision; short term projects Real and measurable achievement Report to JPSSPTC January 2017
Measureable Goals - Kane County Courts Court Operations Citizens Attorneys Justice Partners > Automated e-tasks between clerk and court > Courts view case info from many jurisdictions Electronic > e-Signatures > All documents are searchable PDF s > Automated electronic tasks between clerk and court > SRL's e-file > Kane Portal > e-File Illinois > E-Notices on court orders & actions > Automated e-tasks between attorneys & CMS > Use on mobile devices > e-Notices > Automated Tasks Advanced > No Paper in Court > All Data Entry and Forms in Courtroom > Automated Electronic Workflow > Only electronic files > Electronic Appeals > Processes between clerk and court are electronic > Court docs viewed online > Some SRLs e-File > e-Filing of new cases & subsequent filings > e-File proposed orders > Court docs viewed online > All Justice partners receive info from court electronically > Justice partners retrieve electronic case documents Electronic All > Mostly electronic files in courtroom > Some manual paper processes > Mostly initiation is e-Filed > Most subsequent e-Filed > E-filings updated in CMS > Citizens lookup case info online > Most filings submitted electronically > Attorneys lookup case info online > Most justice partners receive info from court electronically > Justice partners - elevated access to case info Electronic Mostly Some Electronic > Some data entry in courtroom > Paper/manual process are still prevalent > Some documents e-Filed > All paper documents are scanned > General info available online > Payments made online & posted in CMS > Some filings are submitted electronically > Some justice partners receive information from the court electronically > Paper files in courtroom Manual forms in courtroom > All signatures on paper > All filings are paper and docketed manually > All case files are paper > Copies of records at courthouse > Payments mostly in person > Copies of records at the courthouse > Attorneys hand-deliver or use couriers to file > Info provided to justice partners mostly on paper > Requests for case info from other jurisdictions are manual Manual Kane County 2017 Report to JPSSPTC January 2017
Focus on Continuous Improvement Go- Live Go- Live Time Time Typical System Life Cycle Continuous Improvement Life Cycle Report to JPSSPTC January 2017
Summary 2017 The implementation of Judge Edition in the court room The implementation of Clerk Edition in the court room %100 electronic filing of civil case types by attorneys Electronic subpoena notification to case participants Electronic Discovery Kiosk implementation Electronic Citations Report to JPSSPTC January 2017
