BROWN, Barsanti, Battista, Brawka, Castro, Childress, Davoust, Felton, Ford, Grom, Hartwell, Hoscheit, Kramer, Lauzen, Lewis, McMahon

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1 BROWN, Barsanti, Battista, Brawka, Castro, Childress, Davoust, Felton, Ford, Grom, Hartwell, Hoscheit, Kramer, Lauzen, Lewis, McMahon JUDICIAL AND PUBLIC SAFETY STRATEGIC PLANNING AND TECHNOLOGY COMMISSION Wednesday, January 28, pm 3 RD Floor Conference Room 719 S. Batavia Avenue, Building A, Geneva, IL AGENDA 1. Call to Order 2. Approval of Minutes: November 13, Project Update Capita Aust 4. Project Update Tyler Fahnestock 5. Resolution Authorizing Budget Adjustment Judicial Tech Sales Tax Fund Judicial Center Funding and Planning 7. New Business 8. Next Meeting 9. Adjournment

2 JUDICIAL AND PUBLIC SAFETY STRATEGIC PLANNING AND TECHNOLOGY COMMISSION November 13, 2014 The Judicial and Public Safety Strategic Planning and Technology Commission met on Thursday, November 13, 2014 in the County Board Room, Building A, Kane County Government Center, Geneva, Illinois. ROLL CALL: PRESENT: JPSSPT Commission Chairman Brown, Chief Judge Brawka, Bar Association Representative Battista, Public Defender Childress, County Board Member Davoust, Chairman County Board Administration Committee Ford, Public Member Grom, Chairman County Board Finance Committee Hoscheit, County Board Chairman Lauzen, State s Attorney McMahon, and Sheriff Perez ABSENT: Judicial Circuit Judge Barsanti, Public Member Felton, Circuit Clerk Hartwell, County Board Member Lewis, and Chairman County Board Judicial & Public Safety Committee Wojnicki ALSO PRESENT: Court Services Director Aust, CMS Project Manager Enright, CIO Fahnestock, ITD Project Manager Garza, Tyler Project Manager Swanson, Tyler Professional Services Director Mark Twedt Judge Brown called the meeting to order at 4:15 pm. A quorum was present. Minutes of the October 16, 2014 meeting of the Judicial and Public Safety Strategic Planning and Technology Commission: The minutes were approved by voice vote upon motion of Perez seconded by Lauzen. PROJECT UPDATE: Fahnestock reviewed the project timeline, the business process review and Fit Analysis, and current project expenditures which included: $153,158 for storage devices, $101,736 for servers, $962,790 for software licensing, $88,000 for Tyler s project management fees and $53,211 for the Fit Analysis. The project is on schedule and there are no budget items for review. He noted that early next year data conversion, system configuration, and work with subject matter experts would begin and that a sandbox environment would be created as a test area. The servers and storage devices would be shared by the entire County and were approved by County Board resolution with part of the cost being allocated to this project. It was noted that the licensing came from the 2014 budget and that the 2015 budget was approved by the COB at the November meeting. Brown noted that he talked to Todd Schroeder (Assistant Director of Court Services) and Skip Robertson (Assistant Director of Judicial Management Information Services) in the Administrative Office Division of the Illinois State Courts (AOIC) about ways to avoid some of the issues that came up in Peoria County when the Tyler court management system implementation. It was noted that many of the problems occurred because the AOIC did not have standards. Brown stated that Peoria was also interested in working with the AOIC and Kane County on this issue. Brown noted that a good approach would be to lead the discussion and have Kane County be the standard model for the State. Enright noted there was a planned meeting at the Circuit Clerk s Office with the Administrative Office in January. Swanson also

3 JPSSPT Commission Page 2 of 3 November 13, 2014 noted there was a recent reporting issue in Peoria that had been cleared up, and there were no other questions at the present time. Enright noted he would get a status report from Peoria. Brown mentioned Peoria s fit analysis experience, and Swanson noted that even though the Fit Analysis is in the early stage in Kane County, the people are knowledgeable, have been engaged in the project and having been utilizing Tyler University which will make the analysis easier. Brown commented that the problems are coming from lack of direction from the AOIC and avoiding that during our project would be an objective. Lauzen noted that the challenge is the link between Peoria and the State and liked the concept of a pilot program. Brown noted this is not necessarily a Commission decision but the users may want to look at this opportunity noting we have the resources. Twedt noted that keeping that dialog open with AOIC is a good idea. Enright noted the County is trying to stay on top of this and also involve other State organizations. Brawka noted that we can either be the leader based on our investment or leave it up to someone else. Fahnestock followed up with his knowledge of Winnebago County noting that they started their project in and got official approval of their automated reporting 5 years later. It was noted that Kane County is in a position to take a leadership role in this effort. McMahon noted that this might be more of an issue for Judge Brawka s and Mr. Hartwell s office rather than the Commission as noted by Brown. GOVERNANCE MODEL REVIEW: Brawka noted that from the discussion from last month s meeting some points were noted and the document redrafted to more specifically clarify language to describe communications, the County Board s budgetary role, clearer definition of the Owner s internal control and identification of the project vendor. Brawka reviewed the various changes with the Commission and noted that they had been reviewed by the Circuit Clerk, Public Defender, State s Attorney, Sheriff, and County Board Chair s office. By motion of Lauzen seconded by Ford the Governance Model was approved and will go to the County Board for their review. FEASIBILITY STUDY JUDICIAL CENTER ADDITION: Brown noted that since the last meeting and after talking to Chairman Lauzen that the cost for the study was going to be about $394,000 for the services of Wight Consulting. Brown suggested a good way to approach this project would be to look at the overall project funding first and discover what funding options are available. Brown suggested that the Judicial Public Safety Strategic Planning and Technology Commission re-engage its Finance Subcommittee to review the issue and to come back to the Commission with a report for the Commission s review. Hoscheit noted that this was a good approach and that the Subcommittee review what funding options are available and look at tax cap limitations. Lauzen noted he would be happy to pull that group together having been the Chair of the Subcommittee previously and also to look at the Public Building Commission statute. It was noted that the Chief Financial Officer Onzick had done some preliminary research which can also be reviewed. A motion was made by Ford seconded by Lauzen to re-form the Finance Subcommittee with members Brown, McMahon, Lauzen Chair, Hoscheit, Davoust, Ford, and ad hoc Brawka for the purpose of reviewing the finances for adding to the Judicial Center. By voice vote the motion carried.

4 JPSSPT Commission Page 3 of 3 November 13, 2014 NEW BUSINESS: Battista noted that several members of the Commission had spoken to the Bar Association regarding the CMS implementation and were well received. It was also noted that Enright will be providing a monthly update to the Bar Journal with input from Judge Brawka. Battista noted that the Bar Association is interested in having additional discussions. It was noted that a meeting had been set up for December 11 at 11:45 am in the Jury Assembly Room and that Roger was going to review IT planning in the court buildings. McMahon noted that a big concern of the attorneys was their ability to electronically file documents even though that is a year away. It was noted that it would be helpful to keep the Bar Association up to date on the project schedule. Battista also noted that keeping the Bar members apprised of all of the components of the project would help them see the significance of the entire project. Brawka noted she had reviewed Enright s report to the Bar Association and that this will be helpful and had great content. Brown noted Sheriff Perez contribution to the Commission and to the County as well as his willingness and ability to work with everyone as a team player. Perez noted his retirement date would be December 1, NEXT MEETING: The next meeting of the Commission will be January 29, 2014 at 4 pm. There being no further business, the meeting adjourned by motion of Perez seconded by Ford. By voice vote the motion carried. Barbara Garza, Recording Secretary

5 Project Status Report Client: Kane County Tyler Project Manager: Vin Swanson Status Report Period: From 9/18/2014 to 12/30/2014 PROJECT SUMMARY Kane County Contract was finalized and signed on August 18, The onsite kickoff was presented on September 18 through September 19, Tom Bartel, Vice President of Professional Services, Mark Twedt, Professional Services Director and Vin Swanson, Kane County Project Manager presented the presentation to The Kane County Executive Team and various stakeholders. Vin Swanson and Bob Enright met with the Kane County Stakeholders the weeks of October, 14 th, 21 st, and 28 th 2014 in preparation for the FIT Analysis in an effort to provide guidance on documenting business processes. The Clerk of Court provided workflows and the State s Attorney s and Public Defender provided case scenarios documenting business processes. All documents were posted on the Kane County Client SharePoint site. The Kane County Clerk s Office presented an internal kickoff for the clerks on November 4 th, Vin Swanson and Bob Enright were introduced to the clerks and answered questions and concerns from the participants. This was an excellent way in which to provide a venue to present the new Odyssey integrated solution to the clerk s office. The FIT Analysis was conducted from November 12 November 19, 2014 to the Clerk of Court, State s Attorney and Public Defender is multiple sessions. Karen Hunter, Brian Beamer, Stephanie Ives and Sarah Farr presented Case Manager, Attorney Manager, Judge Edition and Clerk Edition to the respective stakeholders. The FIT Analysis Report will be completed and presented to Kane County onsite January 6-7, Tyler Installation team installed the Odyssey solution on a Sandbox Environment to be used for training. This was completed on December 17, PROJECT RISK RATING Risk Area Rating Notes Schedule Low The Project Schedule has not been completed at this time. Quality Low There is no risk at this time Scope Low There is a Low Risk of Scope increasing. This will be updated after the FIT Report is complete and delivered. It is believed that this can be mitigated by Business Process Change. Budget Low Budget is not considered at risk.

6 KEY ACCOMPLISHMENTS, THIS PERIOD Discovery o Meetings were held with the Clerk of Court, State s Attorney, Public Defender and Judicial offices the weeks of October, 14 th, 21 st, and 28 th 2014 in preparation for the FIT Analysis in an effort to provide guidance on documenting business processes. Additionally, this information will be used for the training, code configuration and code mapping efforts. In addition to the business processes, all reports and forms were documented and provided. All documentation was provided by the various stakeholders and posted on the SharePoint site by Alma Montero and Cherie Quillman. o FIT Analysis Sessions with Clerk of Court, State s Attorney, Public Defender and Judicial Stakeholders was held in Kane County from November 12 th thru November 20 th. The purpose of these sessions were to walk through process scenarios within the Odyssey solution. Additionally, Tyler will provide written documentation for process changes, new processes, issues to be considered in configuration and training and any potential enhancements that maybe needed. A meeting is scheduled for January 6 th 7 th, 2015 to present the FIT Analysis Report Infrastructure o The Kane County Infrastructure Kickoff meeting was conducted on September 10, 2014 with the Kane County IT Staff and the Tyler Deployment Team. The purpose of this meeting was to provide documentation on the specifications for hardware and software needed for the Odyssey solution. o Frey Petermeier from Tyler has been assigned as the lead system architect from Tyler that will work with John Zakosek from Kane County IT department on any questions or issues. o Kane County IT put in place the necessary hardware for a training environment to be loaded with the Odyssey solution. The deployment for the application was completed on December 17, 2014 by the Tyler Deployment Team. Client workstation documentation was given to Kane County to install on each workstation. Vin Swanson demonstrated to Bob Enright how to load and create new User ID s. o Kane County is in the process of setting up two training environment to conduct the Subject Matter Training the week of January 12, Data Conversion o All necessary Non-Disclosure agreements were produced and signed by Tyler in order to start work on the data conversion. o The data for the Kane County Clerk s Office JANO system was shipped to Tyler for analysis and access given on October 27, o Julianti Furler from Tyler was named as the Lead Conversion Analysis for the Kane County Data Conversion Project. She has begun working on the analysis of the data as well as the data mapping to Odyssey. Integration o The Integration Inventory Spreadsheet was provided by Bob Enright to Tyler. This documents the current and future integration points that need to be considered for this project. This information will be used in the Integration FIT Analysis which is in the process of being scheduled with Kane County. Training/ Code Configuration o Training for the Subject Matter Experts (SME) is scheduled for the week of January 12 th. Two separate sessions will be conducted during the week, one for Case Manager and the second sessions for Attorney Manager. The purpose of this training is for the SME s to become familiar with the respective applications and to answer any basic questions within Odyssey. This is in preparation for the upcoming code configuration and code mapping that will begin in February, o Code Configuration Sprints are scheduled to begin February, 2015 and ending in April o Barbara Nash and Liza Phillips have been assigned to Kane County as the Implementation Specialist for Case Manager and Attorney Manager respectively. These resources will be conducting the SME Training, Configuration Sprints, Code Mapping and Go Live Activities.

7 PLANNED ACCOMPLISHMENTS FIT Analysis Report Readout Delivery on January 6-7, 2015 Subject Matter Expert (SME Training) to be delivered January 12-16, 2015 Configuration Sprints schedule for February April, 2015 Baseline Project Schedule to be completed and approved by January 16, 2015 Project Charter to be completed by January 2015 Communication Plan to be completed by January 2015 KEY RISKS (FROM RISK LOG) None KEY ISSUES (FROM ISSUE LOG) Issue ID Short Description Current Status Responsible Individual 1 Project Schedule needs to be baselined In progress Vin Swanson MISC NOTES, ACTION ITEMS, OTHER PERTINENT DETAILS Action Items: Schedule Integration FIT Analysis Schedule Code Mapping Training and Workshop Schedule deployment of a Stage and Conversion Environment

8 Budget Performance Report Fiscal Year to Date 01/23/15 Include Rollup Account and Rollup to Account Adopted Budget Amended Current Month YTD YTD Budget - YTD % used/ Account Account Description Budget Amendments Budget Transactions Encumbrances Transactions Transactions Rec'd Prior Year Total Fund Judicial Technology Sales Tax REVENUE Department Other- Countywide Expenses Sub-Department Revenues Sales Tax- RTA 936, , , , Investment Income 3, , (542.01) 3, , Transfer From Other Funds 2,000, ,000, ,000, ,000, Cash On Hand 2,245, ,245, ,245, Sub-Department Revenues Totals $5,185, $0.00 $5,185, $0.00 $0.00 $1,999, $3,185, % $1,978, Department Other- Countywide Expenses Totals $5,185, $0.00 $5,185, $0.00 $0.00 $1,999, $3,185, % $1,978, REVENUE TOTALS $5,185, $0.00 $5,185, $0.00 $0.00 $1,999, $3,185, % $1,978, EXPENSE Department Other- Countywide Expenses Sub-Department Judicial Technology Sales Tax Salaries and Wages 257, , , , , , Overtime Salaries Healthcare Contribution 39, , , , , , Dental Contribution 1, , , , FICA/SS Contribution 19, , , , , IMRF Contribution 28, , , , , Contractual/Consulting Services 900, , , , Software Licensing Cost , Liability Insurance 4, , , , Workers Compensation 4, , , , Unemployment Claims Conferences and Meetings 30, , , , Employee Training 100, , , , Employee Mileage Expense General Association Dues Office Supplies 1, , , , Computer Related Supplies 3, , , , Computer Hardware- Non Capital 1, , , Telephone Cellular Phone 3, , , Computers 650, , , , , , Computer Software- Capital 3,139, ,139, , , ,133, ,011, Computer Software License Cost Communications Equipment Net Income- Encumbered Transfer To Other Funds Run by Garza, Barbara on 01/23/ :27:04 AM Page 1 of 2

9 Budget Performance Report Fiscal Year to Date 01/23/15 Include Rollup Account and Rollup to Account Adopted Budget Amended Current Month YTD YTD Budget - YTD % used/ Account Account Description Budget Amendments Budget Transactions Encumbrances Transactions Transactions Rec'd Prior Year Total Fund Judicial Technology Sales Tax EXPENSE Department Other- Countywide Expenses Sub-Department Judicial Technology Sales Tax $5,185, $0.00 $5,185, $121, $32.33 $301, $4,883, % $1,530, Totals Sub-Department Judicial Technology Contingency Allowance for Judicial Expenditures Sub-Department Judicial Technology Contingency $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $ $0.00 Totals Department Other- Countywide Expenses Totals $5,185, $0.00 $5,185, $121, $32.33 $301, $4,883, % $1,530, EXPENSE TOTALS $5,185, $0.00 $5,185, $121, $32.33 $301, $4,883, % $1,530, Fund Judicial Technology Sales Tax Totals REVENUE TOTALS 5,185, ,185, ,999, ,185, ,978, EXPENSE TOTALS 5,185, ,185, , , ,883, ,530, Fund Judicial Technology Sales Tax Totals $0.00 $0.00 $0.00 ($121,287.20) ($32.33) $1,698, ($1,698,061.00) $447, Grand Totals REVENUE TOTALS 5,185, ,185, ,999, ,185, ,978, EXPENSE TOTALS 5,185, ,185, , , ,883, ,530, Grand Totals $0.00 $0.00 $0.00 ($121,287.20) ($32.33) $1,698, ($1,698,061.00) $447, Run by Garza, Barbara on 01/23/ :27:04 AM Page 2 of 2

10 RESOLUTION/ORDINANCE EXECUTIVE SUMMARY Resolution No. Authorizing Budget Adjustment Judicial Tech Sales Tax Fund 127 Committee Flow: Finance and Budget Committee, Executive Committee, County Board Contact: Roger Fahnestock, Budget Information: Was this item budgeted? No Appropriation Amount: If not budgeted, explain funding source: Fund 127 Contractual/Consulting Services Line Item Summary: With the ongoing implementation of the Court Case Mgmt Software system, the need exists for a tech coordinator in the Circuit Clerk's Office to handle e-filing and integration projects. Funds are available in the Contractual/Consulting line item of the Judicial Technology Sales Tax Fund and will be transferred to the salary line items.

11 STATE OF ILLINOIS COUNTY OF KANE RESOLUTION NO. AUTHORIZING BUDGET ADJUSTMENT JUDICIAL TECH SALES TAX FUND 127 WHEREAS, the County is in the process of implementing and integrating a court case management system; and WHEREAS, there is a need to hire a technology coordinator for e-filing and integration projects relative to the court case management system in the Circuit Clerk's Office. Funds are currently available in the Contractual Services line item and should be transferred to the appropriate Salaries & Wages, Healthcare contribution, Dental Contribution, FICA/SS Contribution, IMRF Contribution, Insurance Liability, Worker's Compensation, and Unemployment Claims line items. NOW, THEREFORE, BE IT RESOLVED that the Executive Director of the Information Technology Department is hereby authorized to hire a technology coordinator for the court case management system for the Circuit Clerk's Office and that the following Fiscal Year 2015 budget adjustment be made to provide the funding for this new position as follows: Salaries & Wages Healthcare Contribution Dental Contribution FICA/SS Contribution IMRF Contribution Insurance Liability Worker's Compensation Unemployment Contractual/Consulting Services +$ 70,000 +$ 17,327 +$ 547 +$ 5,355 +$ 7,833 +$ 1,274 +$ 1,232 +$ 161 $103,729 lmellem Une Item Descnplion Was Pmonnellllem/5eNice Are funds currently available for this If funds are not CUlTently available approved in original budget or 8 Personnellllfl"ll/5eNice In the speciftc in the specified lineitstl. where subsequent budqe!llmslon1 lineitan? are the funds available? alal)l & Wages No No Healthcare Contribution Denial Cc:rItribvtion FICA/55 Contribution IMRF Contnbutlon ,",Surance Uability Wmer's C<mpensation Unempl~enl Passed by the Kane County Board on February 10,2015. John A. Cunningham Clerk, County Board Kane County, Illinois Christopher J. Lauzen Chairman, County Board Kane County, Illinois Vote: Budget Adjustment Judicial Tech Sales Tax Fund 127