Court Statistics And Workload Committee ORLANDO, FL APRIL 2018
TCP A&Court Statistics and Workload CommitteeORLANDO, FLAPRIL 2018
Upon request by a qualified individual with a disability, this document will be madeavailable in alternative formats. To order this document in an alternative format, pleasecontact:Shelley L. Kaus500 South Duval StreetTallahassee, FL 32399-1900(ph) 850.617.1854kauss@flcourts.orgPage 2 of 89
AGENDA10:30a Meeting ConvenesItem I.Opening Remarks and IntroductionsThe Honorable Paul Alessandroni, ChairItem II.Committee HousekeepingA. Minutes of January 8, 2018 meetingB. Travel Reimbursement InstructionsItem III.Issues of InterestA. Judicial Data Management Services (JDMS)B. Statewide Uniform Trial Court Caseload Reporting SystemC. Summary Reporting System (SRS) Manual RevisionD. Civil Cover Sheet Modifications11:30a Working LunchItem IV.Juvenile Dependency Workload Tracking WorkshopItem V.Risk Protection OrdersItem VI.End of FY2016-2018 TermItem VII.Uniform Case Reporting (UCR) ProjectItem VIII.Upcoming FY2018-2020 Term03:30p Meeting AdjournsCall in is available for interested parties:Dial-in Number: 888-670-3525Participant Pin:3670753723#Page 3 of 89
FY 2016-2018 Term Membership ListChair:The Honorable Paul Alessandroni, County Court Judge, Charlotte CountyMembers:Mr. Fred Buhl, Court Technology Officer, Eighth Judicial CircuitMr. Noel Chessman, Court Technology Officer, Fifteenth Judicial CircuitThe Honorable Ilona M. Holmes, Circuit Court Judge, Seventeenth Judicial CircuitThe Honorable Ellen S. Masters, Circuit Court Judge, Tenth Judicial CircuitThe Honorable Michael S. Orfinger, Circuit Court Judge, Seventh Judicial CircuitThe Honorable Paula S. O’Neil, Ph.D., Clerk of Circuit Court & County Comptroller, PascoMs. Kathleen R. Pugh, Trial Court Administrator, Seventeenth Judicial CircuitThe Honorable Sharon Robertson, Clerk of Court, Okeechobee CountyThe Honorable Donald Scaglione, Circuit Court Judge, Fifth Judicial CircuitMr. Philip G. Schlissel, Administrative General Magistrate, Seventeenth Judicial CircuitMr. Grant Slayden, Trial Court Administrator, Second Judicial CircuitThe Honorable Scott Stephens, Circuit Court Judge, Thirteenth Judicial CircuitThe Honorable William F. Stone, Circuit Court Judge, First Judicial CircuitPage 4 of 89
Item I.Opening RemarksI.A. Opening RemarksThe Honorable Paul Alessandroni, ChairPage 5 of 89
Item II.Committee HousekeepingII.A. Minutes of January 8, 2018 MeetingMinutesCourt Statistics & Workload Committee MeetingJanuary 8, 2018Phone ConferenceThe Honorable Paul Alessandroni, Chair12:01 PM Meeting convenedNine of the fourteen members were in attendance:The Honorable Paul Alessandroni, The Honorable Donald Scaglione, TheHonorable Scott Stephens, The Honorable William F. Stone, TheHonorable Paula S. O’Neil, Ph.D., The Honorable Sharon Robertson, Mr.Fred Buhl, Ms. Kathleen R. Pugh, & Mr. Philip SchlisselMembers absent:The Honorable Ilona M. Holmes, The Honorable Ellen S. Masters, TheHonorable Michael S. Orfinger, Mr. Noel Chessman, & Mr. GrantSlaydenOSCA Staff in attendance:PJ Stockdale, Shelley Kaus, & Sachin MurthyItem I. Opening RemarksA. The Honorable Paul Alessandroni, Chair, announced the sad news of thepassing of Judge Shelley J. Kravitz, who served as an active member of theCSWC since its inception.B. Judge Alessandroni shared a brief history of Judge Kravitz’s career and serviceto this committee. He asked each member to re-dedicate themselves to the workof this committee and to all areas of their lives in remembrance of JudgeKravitz.C. Due to a lack of quorum, Item II will be taken up later in the meeting.Item III. Issues of InterestA. Judicial Data Management Services (JDMS)1. Staff reported that the emergent issue of the proviso response, whichinvolved JDMS and the Uniform Case Reporting (UCR) project in aPage 6 of 89
considerable amount, required the OSCA to reallocate its internalresources to the development of the Statewide Uniform Trial CourtCaseload Reporting System plan over the last several months.2. Despite the resource allocation, significant work was completed duringthe July 1, 2017 – December 31, 2017 development cycle, primarily onthe features related to the Uniform Case Reporting (UCR) system andplanning for visual display capabilities.3. The status report for this development cycle was provided to themembers. All status reports for the project are available atwww.flcourts.org/jdms.B. Statewide Uniform Trial Court Caseload Reporting System1. The Office of the State Courts Administrator, in consultation with trialcourt judges, court administrators, and technology officers, developed aplan to fulfill the legislative proviso passed with the 2017-2018 fiscalyear budget while furthering the mission, vision, and goals of theJudicial Branch. A Technical Advisory Group was convened to provideexpert advice to the OSCA concerning the technical content that must beincluded in the plan. This advisory panel brought together judges, TrialCourt Administrators, and circuit Chief Technology Officers. Membersincluded the CSWC Chair, as well as CSWC members Judge Stephens,Judge Stone, Grant Slayden, Fred Buhl, and Noel Chessman. A separateAppropriation Advisory Group, which consisted of members ofbudgetary commissions and workgroups, was also convened to adviseon the budgetary components of the plan.2. The Supreme Court approved the basic plan on October 31, 2017.Following a few recommended revisions by the Gartner Group, anoutside consulting firm, the final plan was submitted to the legislature onDecember 1, 2017. The plan was provided to the members.3. Section 8 of the plan recommends that the CSWC serve as thegovernance board and oversee changes and enhancements for thissystem.4. Staff advised they will continue to monitor the plan through the 2018Legislative Session, which begins tomorrow, and will update themembers of any new developments.C. Summary Reporting System (SRS) Manual Revision1. Following the committee’s direction, that the SRS instructions shouldmore strongly emphasize the preference for INACTIVE/ACTIVEreporting over closing the case and reopening it, Court Services staffdetermined that adding the full UCR instructions throughout the manualwould fulfill the committee’s request and ensure SRS instructions didnot conflict with counties reporting under the UCR specification. TheOSCA determined the manual revision should be delayed to incorporatethe UCR-specific instructions for the first four divisions of court.Page 7 of 89
2. The chapter on Circuit Civil Proceedings has been updated to includeUCR instructions where applicable. The draft chapter will be emailed tothe committee for members’ review and feedback.3. Incorporation of the UCR instructions to the Probate, Family Court, andCounty Civil divisions are underway. Updates to these sections will beprovided to members for review when complete.4. Members inquired about the plan for UCR replacing SRS. Staffconfirmed that this is the plan, and within the next two years, a newmanual will be needed.Item IV. Uniform Case Reporting (UCR) ProjectA. Implementation Schedule1. The implementation schedule approved by the supreme court in June of2017 was provided to the members.B. Transition Update1. As directed by the court’s timeline, the OSCA has been transitioning thetwo pilot counties, Brevard and Hillsborough, over the last few months.In November, both counties achieved successful connection to theOSCA’s production web service. At the end of December, Hillsboroughbegan production submission of event records to the UCR system.Currently, Brevard is working on the final steps of the extracting the liveupdates in a consistent manner.2. The next round of 20 clerks of court have been notified of theirupcoming transition dates, starting the week of January 15, 2018.Counties with similar case maintenance systems have been slated duringthe same week, so as to provide any advantages from collaboration withthe other clerks’ offices. Several clerks of court offices have met withthe OSCA in advance of their January or February 2018 transition dates.3. In late January, the subsequent round of 20 counties will be notified oftheir forthcoming start dates.4. Currently, the majority of clerks the OSCA has met with have elected tosatisfy the UCR requirements using the web services option. A fewclerks of court are still evaluating the options. To date, no clerks haveelected the CMS replica option. While the OSCA has done significantwork validating and verifying CMS replica reporting using the 8thcircuit’s replica for Bradford County, the clerk of Bradford County hasnot formally committed to reporting UCR using this method.5. Transitioning to reporting under the UCR will occur in two phases –Phase I: Data Exchange Capability and Phase II: Analysis andVerification. The goals of each phase were presented to the committee.Page 8 of 89
Item V. Juvenile Dependency Workload Tracking StudyA. Study Overview1. A summary of the current status of each issue being analyzed orevaluated in the workload tracking study was provided in the materials.B. Progress Update1. Staff provided an update on the progress made since the last meeting onissues 1.a.i, 1.b, 1.c.i, 1.c.ii, and 1.c.iii. The analysis plan called forconduction simulations for each of these issues, if sufficient data wasavailable.2. Recommendations regarding which simulations could be conductedbased on the data required for each simulation were provided by staff.3. Members discussed the possibility of counting dependency workload bychild rather than by case.C. Actions Planned for Thus Quarter1. As per the approved project plan, OSCA staff will finalize thesimulation models and conduct each simulation.2. Members voted (unanimously) to adopt staff recommendations forissues 1.a.i, 1.b, 1.c.i, 1.c.ii, and 1.c.iii.3. Staff noted that this analysis model will be applicable to upcoming areasin which this committee will likely be involved, such as the workload inproblem-solving courts. Recommendation 4 from the Judicial WorkloadStudy’s Final Report is being implemented by the OSCA this month.Item II. Committee HousekeepingA. Minutes from 9/29/2017 Meeting1. Members voted (unanimously) to approve the minutes from the mostrecent meeting.Item VI. Civil Cover Sheet ModificationsA. Background1. As part of its ongoing efforts to support improved adjudication outcomesand organizational efficiencies, the CSWC has completed significantfoundational work in defining and standardizing basic data definitionsrelated to critical case activity in the past five years, including: the TrialCourt Data Model and Case Management Framework ReferenceArchitecture in 2012, the Case-Event Definitional Framework ofAOSC14-20, and the event-driven case activity reporting architectureembodied in the UCR project.Page 9 of 89
2. The CSWC has also discussed the growing importance in tracking thestatus of cases, active or inactive, as a tool for effective management withconcomitant suggestions of additional statuses to come.3. Staff noted that Justice Pariente has, on several occasions, stressed theneed to also capture the reasons for these status changes—a need which isreflected in the Foreclosure Initiative and UCR reporting specifications.4. During these discussions, members of this committee have suggested themeaningful reporting of case status is partially related to reporting ofdisposition or other closure events. Thus, it has been suggested that theCSWC may want to evaluate best practices as they relate to the reportingof case status and the final disposition form for case closure.B. Discussion1. Judge Stone explained that this issue with the Civil Cover Sheet arosefrom working with the performance measures in the PerformanceManagement Workgroup and his time on the Proviso Technical AdvisoryGroup. Form 1.998 (provided in the meeting materials) was compared tothe definitions in AOSC14-20 In Re: Case-Event Definitional Frameworkand numerous inconsistencies were found.2. Members discussed whether changing the form or doing away with thedisposition forms all together would be better. Members noted the courtsdon’t want to confuse their clerk partners at the same time. This subjectmay demand a workshop of its own.3. The chair emphasized the importance of issues related to the timelinessand accuracy of judicial workload and actions. It is extremely beneficialto judges for the data to be entered consistently and reliably.4. Staff noted that as this committee term ends soon, this issue is a goodcandidate for the end of term report. The Commission on Trial CourtPerformance & Accountability could charge the CSWC with this issue forthe FY2018-2020 term. If a rule change is needed, it can easily take ayear for that process to be completed.5. Judge Stone suggested a survey of the circuits to see who is using Form1.998, and members discussed whether this information could be obtainedby the e-filing portal. Clerks Robertson and O’Neil confirmed that theseforms come in through the e-portal. Members further clarified that thequestion would be: What percentage of the total dispositions contain theappropriate Form 1.998? This should give the committee insight into thescope of this issue.Item VII. Next MeetingA. The final meeting of the FY2016-2018 term will be an in-person meetinganticipated for April 2018. Staff will provide proposed meeting dates via email.Page 10 of 89
01:14 pm Meeting AdjournedDecision Needed:1. Adopt the meeting minutes from January 8, 2018.II.B. Travel Reimbursement InstructionsRefer to the separate Travel Packet for appropriate travel reimbursement forms and instructions.Note that the travel form has recently been revised to add the traveler’s People First ID number,which must be included to avoid delay in your reimbursement. As the fiscal year end isapproaching, members are asked to submit their reimbursements as soon as possible.Committee Action Needed:1.Please fax or mail a completed form with all reimbursable receipts to:OSCA – Court ServicesATTN: Penni GreenFlorida Supreme Court Building500 S. Duval StreetTallahassee, FL 32399Ph: 850-487-0749Fax: 850-414-1342II.C. Lunch/Other HousekeepingDecision Needed:1. None. For information only.Page 11 of 89
Item III.Issues of InterestIII.A. Judicial Data Management Services (JDMS)JDMS development continues to move forward in the context of the Uniform Case Reportingproject. Please refer to Enclosure 01 for the most recent JDMS project plan addendum.III.B. Statewide Uniform Trial Court Caseload Reporting SystemThe 2018 Legislature did not take up the issue of the Statewide Uniform Trial Court CaseloadReporting System report. It should be noted that the legislative issues behind the requirementhave not gone away. It is possible that the issue of a statewide case reporting system will comeup again in the next legislative session. Also, since the requirements of the report essentiallyduplicate the Uniform Case Reporting system, the OSCA is pursuing all elements of the report aspart of the UCR project, including the procurement and implementation of a business analyticsand visual display platform.III.C. Summary Reporting System (SRS) Manual RevisionComplete revision of the SRS Manual has been placed on hold due to the loss of Court Servicesaudit staff with responsibility for manual update. Until new staff can be hired and trained,OSCA will proceed with the plan of implementing SRS Manual revisions concurrent with thedivision of court being implemented under UCR.III.D. Civil Cover Sheet ModificationsAs the CSWC continues its work in establishing or expanding common data definitions related tocritical case activity, there has been a growing understanding that judges and case managers mayneed improved tools to help them use these definitions to more effectively manage theircaseloads. At the January 8, 2018 meeting, CSWC members discussed the need to review thecivil cover sheet forms contained in Fla. R. Jud. Admin. Civil Cover Sheet (Form 1.997), FinalDisposition Form (Form 1.998) and the Family Court Cover Sheet (Form 12.928) for updates ormodernization that would bring these forms more in line with current data management practicesand definitions or would increase their usefulness .As a point of discussion, one member raised three questions:1. Are the dispositions in Form 1.998 still appropriate?a. Staff noted that the dispositions on this form were thoroughly reviewed as part ofUCR development and were determined to still be valid.2. Are additional disposition categories necessary or helpful?3. Could active/inactive and reclosed designations be added to the dispositions alreadyprovided on Form 1.998 to assist judges and case managers is tracking these statuses?Page 12 of 89
During the discussion, a question was raised concerning how many case closures were filed withand without the appropriate Form 1.998. There was some perception among members that thefiling of this form has decreased in recent times. Members asked staff to investigate thispossibility. Staff has discussed the issue with Clerks O’Neil and Robertson. It was determinedthat each document filed through the e-Portal has an accompanying XML envelope that identifiesthe case and type of document filed including Form 1.998. Clerk O’Neil has requested her staffcollect the XML envelopes of circuit civil cases for a period of a few weeks so that OSCA staffcan investigate the reporting of Form 1.998.Additional information will be provided as the investigation continues.Decisions Needed:1. None. For information only.Page 13 of 89
Enclosure 01Judicial Data Management ServicesProject Plan AddendumJanuary 2018 – June 2018Page 14 of 89
Judicial Data Management ServicesA Component of theIntegrated Trial Court Adjudication SystemProject Plan AddendumJanuary 2018 – June 2018PJ StockdaleCourt ServicesPage 15 of 89
2.3Goals and Scope for January 2018 – June 2018The Project Goals and Project scope from the FY2015-2017 plan apply to this project planaddendum. To further these project goals, the Project Sponsors and Project Manager identifiedthe following project areas and capabilities for the January 2018 – June 2018 JDMSDevelopment Cycle:1. Case Activity Reporting1.1. Continue transition of clerks of court to UCR reporting as per approved ImplementationSchedule timeline1.1.1.Complete a first round of transition projects with 20 clerks of court1.1.2.Complete a second round of transition projects1.1.3.Develop an FAQ for transitioning counties1.1.4.Assist counties electing the CMS replication reporting mechanism in evaluatingwhether the replica can fulfill the UCR Data Collection Specification1.1.5.Begin phase 2 (analysis and verification) of each pilot county’s transition1.2. Continue to enhancements UCR data processing (ETL) and data warehouse processes1.2.1.Code business rules to process reopen case activity1.2.2.Code business rules to process reclosure case activity1.2.3.Expand business rules and code to support reporting events identified duringtransition phase 21.2.4.Update specification to address areas needing clarification identified duringtransition with participating counties1.3. Automated error reporting1.3.1.Define a standard error reporting format1.3.2.Define an automated process for exchange of error data via email1.3.3.Define an automated process for exchange of error data via web API1.3.4.Develop user-friendly error messages for clerks of court1.4. Define business rules for processing Family division case activity events1.4.1.Update specification to include Family division encoding1.4.2.Define and validate document filing event1.4.3.Define and validate hearing event2. Analytics2.1. Calculate Summary Reporting System statistics2.2. Enhance Judicial Case Inventory Reports to include reopen events2.3. Knowledge acquisition on court activity process improvement charts and dashboards(depends on final software purchased)3. Visual display of data3.1. Assist OIT and General Services with the eva
B. Statewide Uniform Trial Court Caseload Reporting System 1. The Office of the State Courts Administrator, in consultation with trial court judges, court administrators, and technology officers, developed a plan to fulfill the legislative proviso passed with the 2017-2018 fiscal year budget while furthering the mission, vision, and goals of the
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