GLYNN COUNTY INFORMATION TECHNOLOGY DEPARTMENT

Transcription

1 MEMORANDUM GLYNN COUNTY INFORMATION TECHNOLOGY DEPARTMENT Information Technology Brunswick, Georgia Phone: (912) Fax: (912) jcatron@glynncounty-ga.gov To: From: Finance Committee John Catron via County Administrator Subject: Odyssey Court System Authorization to Pay Date: May 24, 2010 Background Odyssey The courts system (Odyssey) is used by State Court, Superior Court, Child Support, Drug Court, Magistrate Court, Juvenile Court, Sheriff s Office, Public Defender, District Attorney, Police, Probate Court, and others including private attorneys and parole officers. The information managed by the system includes jail management, court calendars, fees collected, financial management, firearm permits, citations, marriage licenses, criminal and civil history, trial and case information. The system provides features that result in improved access to information with a concomitant improvement in handling of case loads. The benefits of increased communications and sharing of common information are substantial. Contract Summary Glynn County utilized Tyler s UNIX based Ableterm system for 14 years and because of the increased workload in the justice system, needed to take the next steps to integrate information and use new technologies to further enable the execution of its critical mission, the administration and delivering of criminal justice for Glynn County residents. The major requirement resulting in selection of Odyssey is that it allowed for the integration of all of Glynn County s Criminal Justice Offices data into one cohesive system. Glynn County selected TSG s Internet Technology Based Odyssey software, programming and implementation services. Per the terms of the contract Tyler was to deliver the Odyssey Case Management software, Jail Management Software, Law and Prosecutor software. Additionally, modifications under the contract included enhancing the Case Management software, Jail Management software, Prosecutor software and Law software modules to meet Georgia State Reporting requirements and added enhancements requested by the county. The extensive list of required modifications took Tyler approximately 1 ½ years to design and develop. Payment terms of the contract were that payment would be made annually on July 31st for implementations that were completed in the previous fiscal year. Payment was based on the percentage of Contract Deliverables (CD s) that were signed off by Glynn County. To date, all CD s for the contracted services have been signed off by Glynn County, which is the trigger for the installment payment to Tyler Technologies. Total amount of the contract $807,500. Paid to date $508,334 Amount remaining on the contract $265,334.

2 Maintenance and upgrades are billed annually. The current cost is $66,733. Project Summary The Odyssey System is live and used in all courts. From the time that the contract was signed to the time that the required application modifications were available, Tyler Technologies revised their project methodology and adjusted the project phases to have a fully integrated implementation that crossed court offices lines. Because the Odyssey system integrates charges, parties, warrants and bonds, and each court uses the same information, the project phases were adjusted into 3 large implementations. Phase 1 Probate - This project phase included Marriage License and Gun Permits and Probate Case. Probate implementation started in April 2007 and went live in October Phase 2 Civil Case The Civil Case phase included implementation of all Civil case management for Magistrate, State and Superior Courts. Civil Case management software tracks all aspects of court activities and their officers. It provides document processing, and cash/bond management, master files for persons, complete case histories and attachments, comprehensive security and audit functions, tools for generating forms and letters, and standard reports that comply with state reporting. Civil Case manager went live in May Phase 3 Integrated Criminal Justice This project phase included all Criminal Case Management for the courts, Law, Jail, Prosecutor, Juvenile and Hot Checks. Planning for this phase began in January 2008, and went live in September During this complex implementation, 300 issues that required resolution were identified. Tyler and Glynn County created a team to target and help resolve the issues. The issues included training, configuration, business process changes, security and application modifications to correct defects and add enhancements. Remaining Activities Implementation of the Odyssey system has satisfied the requirements stipulated in the CD s. State certification of electronic submittal of some reports is still to be completed. Financial manager is being phased into the remaining offices. Other issues are resolved as they are identified. Currently Glynn County has 126 of the 200 hours remaining to use for services as needed by the County. These hours can be spent on training, enhancements or configuration/consulting activities. Alternatives 1) Approve final payment of the contract in the amount of $265,334 for implementation of the system. Withhold $100,000 of the payment until the issues list attached is completed and approved by the County Administrator. 2) Do not approve the requested contract payment which will require renegotiation for replacement of the software and review of the contract and charges owed. Implementation Upon approval, Information Technology will provide Finance with the invoice and required information to complete the partial payment. Funding Source: The funds in the amount of $265,334 are to come from the County Administrator s Contingency Fund. Recommendation Staff recommends Alternative 1. Recommended Motion for the Finance Committee I make a motion to recommend that the Board of Commissioners authorize the payment to Tyler Technologies in the sum of $265,334 for the Odyssey system software and services. I further move that $100,000 of the payment be withheld until the issues list attached is resolved and payment is approved

3 by the County Administrator. Payment is to be made from the County Administrator s Contingency budget. Recommended Motion for the Board of Commissioners I move to authorize the payment to Tyler Technologies in the sum of $265,334 for the Odyssey system software and services. I further move that $100,000 of the payment be withheld until the issues list attached is resolved and payment is approved by the County Administrator Payment is to be made from the County Administrator s Contingency budget.

4 Incident ID Description Status Priority Assigned To Date/Time Entered Division Product Module Submitted By Resolution Resolution Details We have two scanners setup to scan legal and they should adust for letter size. When we scan the first page is not adjusting, but the other pages do. That makes the first page print smaller. Need More Info 3 Medium Jennie Barington 4/13/2010 Odyssey Case Work Scheduled Client Action Getting an error adding arrest on Carpenter, Clay Thomas after importing the warrant CR * This person was booked but we still need to have this looked at. 2 High Ken Shelton 4/13/2010 Odyssey Jail Escalated Booking in having problems with the otn number on charges. *Waiting on Info from the SO Need More Info 3 Medium David Barbier 4/8/2010 Odyssey Jail Booking is having some issues with the checklist on the detail tab of jailings * Waiting on info from the SO Need More Info 3 Medium David Barbier 4/8/2010 Odyssey Jail Error Message coming up when users are scanning "A general fault of the msg_opends.repsonse internally. There has been a sharing violation twain source maybe in 3 Medium JD Wootten 3/1/2010 TSG Odyssey Case use DS50171" or something to that effect. closed 2 High JD Wootten 2/23/2010 TSG Odyssey Case Case # CR Unable to Add Citation to Charge SPEEDING closed GA Consolidated Monthly Remittance Reports Not Picking up All Fees - Have Checked But Cannot Find Problem Since The Upgrade to 2009.SP1.03 we Are Unable to Delete a Marriage License GA CECPS Error Report Does Not Run on Our Job Server GCODSY-JOB01 - Error "Could Not Find a Part of The Path" closed Cannot Forfeit Cash Bonds Needs Help With Financial on Bonds For Superior Court closed Users can't merge form Having a problem forfeitng cash bonds see notes below and attached document Wrong Person Connected to Case - this came over from Legacy this way Unable to merge - we seem to have a problem merging juveniles report for inmates in jail by booking date updates to receipt - Inmate receipts print the balance of the inmate account on the receipt did not print balance in Legacy no personnel options in list mgr pros subpoenas - need tokens in Pros to accomplish this additional hold reasons on jail charges - Would like to add additional hold reasons on a charge in jail 1. Bondsman Off and Bond Revocation jail Roster report showing empty cells Additional locations for notes routing - Needed recreation and classification added as location notes for routing. We could in Legacy empty cell view updates to inmate receipt - Inmate POD and cell location needed on receipt - was in Legacy status date problem - Cannot add a status date for a date older than the most recent status date on warrants and bonds. Worked in Legacy personnel search option - Cannot search personnel by partial name ex last name only worked in Legacy arrest reports ordering conversion issue disbursement search by date range and partial name Cannot see Payee on receipts Updates to misc fee reports - Need miscellaneous fees report to include receipt#, payor, date, fee code, recipient, and amount - worked in Legacy jail flag doesn't show on prosecutor case summary Move multiple inmates Option 3 Medium JD Wootten 2/22/2010 TSG Odyssey Case Escalated Escalated Fixed Internally 3 Medium JD Wootten 1/25/2010 TSG Odyssey Index Resolved Patch/Release 3 Medium JD Wootten 1/14/2010 TSG Odyssey Case 3 Medium JD Wootten 1/12/2010 TSG Odyssey Case 2 High JD Wootten 1/12/2010 TSG Odyssey Case 3 Medium Josh Bullard 11/10/2009 TSG Odyssey Case 3 Medium Dave Yonker 11/9/2009 TSG Odyssey Case 3 Medium JD Wootten 9/28/2009 TSG Odyssey Case 3 Medium JD Wootten 9/3/2009 TSG Odyssey Case Resolved Escalated Escalated Escalated Escalated Escalated Resolved Patch/Release Patch/Release 6/29/2009 TSG Odyssey Law 6/29/2009 TSG Odyssey Prosecutor 6/29/2009 TSG Odyssey Law 6/29/2009 TSG Odyssey Prosecutor

5 Incident ID Description Status Priority Assigned To Date/Time Entered Division Product Module Submitted By Resolution Resolution Details Property flag by parcel ID - Ability to flag property by parcel ID that cannot be used for posting bonds. This was available in Legacy. Prosecutor - Reports - Victim Reports - neither report gives results - 'Crime Victims Clearing House Report' or 'VOCA Quarterly Report'. They are having to produce reports manually. LE - Find a Civil Paper - Under Location - how do we remove a selection from the display if it is Obsolete? Unable to forfeiture bonds if there has been a void & repost or if there are more than one charges. 3 Medium Brian Murray 6/24/2009 TSG Odyssey Prosecutor Escalated * Provided Tyler with specifications from the state 4/26/10 4 Low Brian Murray 6/18/2009 TSG Odyssey Law Escalated 3 Medium Brian Murray 3/17/2009 TSG Odyssey Case Escalated * Has been sized and initial steps are in progress ITEMS NOT ENTERED IN TYLER SUPPORT - WORKING FROM ORIGINAL GO-LIVE LIST Probate Judges Retirement Report - There was a report in Legacy that gave the data and g2 they would transfer to the form. Marriage License dates - The file date is defaulting to the current date and should default to the file date from the first screen. The Issue date should default to the current date and they can change it if necessary This worked in Legacy the way they needed it too. Has g3 been wrong in Odyssey from day one. Firearms unable to run reports by status date Could run all reports needed in Legacy. g4 Firearms parties should be the same as case parties.this would help with letting them g5 know if they have any cases against the party prior to issuing a permit. Firearms unable to change file date converted date some came over as 1800 can we update this through a script to update to issue date if there is one. If no issue date give us a list and we can determine what to do with them. This makes it hard to run g6 reports. unable to delete a firearm permit entered in error. Could do this in Legacy. Johnnie will schedule a call with other GA probate clients to determine standard practice. Waiting until end of April to review the legislative updates to determine how this will affected. g7 Need to be able to do advanced searches in both Firearms and Marriage License - for g8 example by last name only. Could do this in Legacy Probate Case Load Report - We need this based on both cases and events for an g9 example of an event we need is Annual Returns, dismissions, etc. g10 Firearms need a notes tab. Legacy had a notes field. Would like to be able to group disburse registry accounts by a date range. They could do g11 this in legacy. Bond Posted information showing up, but bond hasn t been posted (bottom of disposition tab) example: James Lastinger booking charge Interference with Government Property *** There was a script run on TEST to correct this but I don t think the SO looked at it. Can we see if this was ever done on PROD? The script would have deleted g12 39,000 bond records Bonds when you click the Outstanding bonds on the surety tab the box comes up and g13 just spins g14 Cannot save the approved visitor list without drivers license and state Fixed in Release R2009.SP2 Cannot search for receipts by a date range or with only the last name or part of name - g15 Worked in Legacy In list manager need to be able to add PRO SE Attorney g16 Would like a group disbursement report we could run by date for registries. (child support) g17 g18 Need to be able to print checks in alpha order for child support. Index - financial not interfacing to case manager. You can share a till and deposit but the g19 receipt journal and group disbursement do not share OBTS - Electronic Reporting Matt Hopper and Kathy have g20 started configuration. SB176 - Electronic Reporting Matt Hopper and Kathy have g21 started configuration.