TECHNICAL SERVICES. New Clerk Orientation, Tallahassee, FL

Transcription

1 TECHNICAL SERVICES New Clerk Orientation, Tallahassee, FL

2 What is the Service Center? Single point of contact for you and your staff. Service Desk Meredith Ewing E-Portal Service Desk Gia Howell Technical Assistance Program (TAP) Tab Bradford (850)

3 STATEWIDE PROGRAMS New Clerk Orientation, Tallahassee, FL

4 Florida Courts E-Filing Portal Mandatory Statewide E-Filing Implemented 4/1/2013 Statewide Web Application hosted at FCCC Accepts all case type filings Filings are transmitted to all 67 Florida Counties, 2 nd DCA, Florida Supreme Court Some of these entities use the Portal to review E-Filings Project Management, Systems Analysts and Hardware are Maintained and Supported by CiviTek Software is Maintained and Supported by Granicus

5 Florida Courts E-Filing Portal Statewide E-Filing Stats 20 Million E-Filing submissions transmitting 32.1 Million documents since mandatory E-Filing date 4/1/ Million new cases have been initiated from the portal 70,000 filer accounts 2.2% of all filings are returned to the filer for correction Documents are docketed within one day 75% of all E-Filing submissions utilize the E-Service functionality

6 Florida Courts E-Filing Portal Non-mandated Additional Services System-to-System E-Filing for Governmental Agencies State Attorney Public Defender Judiciary Law Enforcement Clerk Filing to the Florida Department of Corrections Sentence modifications are transmitted securely from the Clerk s office to the FL DOC Bureau of Admission and Release

7 Florida Courts E-Filing Portal Portal/Clerk Case Maintenance System Integration Portal is an entry point for case information and docket entries into the Clerk s Case Management System (CMS) Clerk s CMS returns information to the Portal regarding filing status and case data Fees are paid by the filer on the Portal and CiviTek sends the fee payment to the Clerk For the Filer, the process looks like one big system, but it is really many systems working independently and transmitting data between entities

8 Florida Courts E-Filing Portal Current Efforts Underway Standardization of Clerk Configurations Divisions Case Types Sub Types Document Groups and Types New filer roles will be added to enable more documents to be filed through the portal E-Filing Portal Software Enhancements

9 CLERC CLERC Clerk of Court Child Support Collection System s Statewide Distributed Application Maintains All Child Support Cases Used by all 67 Florida Counties Maintained and Supported by CiviTek

10 TCATS Overview Traffic Citation Accounting & Transmission System (TCATS) The first TCATS record was processed January 2, 2002 Provides an automated statewide traffic system to improve the accountability of traffic citation information and the accountability for monies collected from the violations Provides a means by which all 67 counties can communicate with a UTC repository. Provides Law Enforcement the means of transmitting UTC data electronically. Provides for electronic reporting of UTC to DHSMV including Dispositions and Collections Provides for Independent Ad-Hoc Reporting Provides audit reports to Clerks and DHSMV

11 TCATS Overview Florida Statutes Chapter (8) 1 (a) the department shall contract with the Florida Association of Court Clerks, Inc., to design, establish, operate, upgrade, and maintain an automated statewide Uniform Traffic Citation Accounting System to be operated by the clerks of the court which shall include, but not be limited to, the accounting for traffic infractions by type, a record of the disposition of the citations, and an accounting system for the fines assessed and the subsequent fine amounts paid to the clerks of the court. On or before December 1, 2001, the clerks of the court must provide the information required by this chapter to be transmitted to the department by electronic transmission pursuant to the contract.

12 ICD (Interface Control Document) Standards All reporting requirements are defined in the TCATS ICD (Interface Control Document). Recommended transmission frequency - daily Provides uniform format for transmitting data to DHSMV Initial Citation (Arrest) Information Disposition Information D-6 Information Law Enforcement Electronic Reporting Criminal Financial Obligations Toll Authority Citation Paid with in 30 days Evolves in order to: Improve quality of data Allow for additional TCATS requirements Address new or modified legislation Current ICD is Version 6.0.1

13 TCATS PROCESS FLOW Paper Citations 67 County Clerks Electronic Citations (Page 44,48) Law Enforcement UTC (Page 8,13) Dispositions (Page 19,31) D-6 (Page 58) Electronic Citations (Page 44,48) FACC Central Site ALL COUNTIES Arrests (Page 61) D-6 (Page 58) UTC/ Dispositions (Page 53) DHSMV

14 Validation Points 3 Types of Data Edits Local Edits The goal is to identify all errors locally TCATS Edits Based on TCATS ICD Formatting/Load Errors.log files Validation Errors -.rpt file Electronically reported back to county for each county transmission to TCATS DHSMV Edits Electronically reported back to county through TCATS for all data received at DHSMV

15 Continuing Education & Support Ongoing Support Advisories Training Material Article V Fine and Distribution Requirements Appendix C Error Documentation FAQ s

16 FHP E-CITATIONS Benefits Provide complete and reliable data for citations issued by FHP Troopers No longer have to decipher often illegible, handwritten information Reduce manual data entry by importing electronic citation data Project Status Data is available for all 67 counties FHP is currently using TCATS ICD counties are LIVE processing FHP e-citations 46 counties are accepting e-citations in TCATS % success rate for e-citations processed at Central Site

17 TCATS Error Processing Error Reports should be monitored to ensure citation is recorded on Drivers record. Local Errors Must be corrected prior to transmission to Central Site Central Site Errors Citation,Dispostion,D6 Error reports transmitted back to counties Resend to TCATS DHSMV Errors UTC, ARREST, D6 and Criminal Suspension Error reports transmitted back to counties Resend to TCATS

18 TCATS Option in CCIS Authorized CCIS Users Options TCATS Inquiry Citation (& Disposition) Inquiry from TCATS D6 Suspension Inquiry from TCATS DRC1 Functionality D6 Clearance D6 Re-open D6 transaction Report Child Support Suspension DL transcript Search DL Transcript Report TCATS Error Reports Error Management Tool used by Clerks, FACC and DHSMV to track various aspects of error tracking Ability to view outstanding TCATS Central Site and DHSMV error reports by date range County specific access for Clerk staff in originating county FACC and DHSMV access statewide

19 TCATS Option in CCIS

20 CCIS Comprehensive Case Information System (CCIS) Provides statewide court case information across all county and circuit criminal, civil, traffic, juvenile and probate case types. Nightly upload of current case data provided by each Clerk s Office including new case information and updates to previous information provided.

21 CCIS As of Nov 2014 there are over 118 million cases and 306 million names accessible through CCIS. Images of court documents are accessible through a secured link or hosted at the CCIS site based upon availability by each county. Data is searchable by name or case number, through a secured point of access available 24 hours a day, 7days a week.

22 CCIS Provides a statewide methodology for data sharing among local, state and federal governmental entities consisting of the judiciary, criminal justice and other user agencies without being intrusive or mandating statewide applications. Access available to governmental agencies only at various security levels based upon system user statutory authorization, Florida Rules of Court and Federal Guidelines. Security Policy approved and monitored by the CCIS Project Committee.

23 CCIS There are over 32,000 registered users in CCIS at the present time including: Clerks Office Employees Judiciary and Judicial Staff Court Administration Fla. Dept. of Corrections Dept. of Children and Families Dept. of Revenue Municipal and County Law Enforcement Agencies Local School Boards Circuit, County and Federal Probation Officers Federal and State Prosecutors and Public Defenders Other Federal agencies such as the Secret Service, Border Patrol, Homeland Security, and Drug Enforcement Administration.

24 SPECIALIZED SERVICES New Clerk Orientation, Tallahassee, FL

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26 Solution Overview CLERICUS is a Florida-based Case Maintenance System CLERICUS is developed by and for Florida s Clerks of the Courts CLERICUS Standards Microsoft.Net Service-Oriented Architecture ITIL Development Methodology Clerk Oversight and Ownership 26

27 Functionality All Court Case Types Central Cashiering/Finance Interface Configurable Security Profiles Configurable Imaging Workflow & Queues Document Generation/Notification w/electronic Signatures Event Scheduler & Tickler In Court Processing Standard API for data sharing Parking Tickets E-Marriage Licenses Juvenile Module Passport Module Tax Deed Module E-Filing & E-Recording Interfaces Collection Agency Module Article V Reporting Subsystem Configurable Reporting Subsystem System Audit Tracking 27

28 Solution Overview Participation is open to all Florida Clerks 36 Clerks Currently Participating 34 Counties Live in all Court Divisions Implementation Status: Pasco County is live in Civil and Probate and is currently working with us to complete their Criminal and Traffic implementation. Marion County is working on code mapping and data conversion 28

29 Implementation Status

30 Official Records The CLERICUS Official Records Recording and Indexing application provides a tool to maintain and monitor official documents. Features include: Tracking recorded instrument and parties relationships Instrument management controls Sequence and verification features Management of fees, daily receipting and fee distribution reports Charge management utilities Common name tables to reduce data entry requirements Public access options Imaging Interactive and Batch Performs Auto ORI with Clericus CMS application

31 Civitek Jury ITN Status Xerox AgileJury Application Ranked First Initial Contract Negotiations are Complete and Reviewed by Evaluation Committee (Draft Contract Provided) Draft Contract Highlights Tiered Pricing Based on County Size Tiers 1 and 2 hosted by Civitek Civitek will be a re-seller and provide Software Support Next Steps Contracts/Pricing Presented to Civitek Board on 10/30/2014 Legal Review and Final Approval Pilot County Implementation Potential 2015 Statewide Rollout

32 Civitek Data Vaulting Solution Civitek has partnered with Hayes Computer Systems and EMC to provide a data vaulting solution to Clerks Each participating Clerk will purchase or lease a local storage appliance manufactured by EMC The local device will be networked with the central vault in Alpharetta, Ga This device can be easily integrated into the existing IT environment

33 How does the service work? Data is replicated from Clerks local EMC appliance to a secure CAT 3 rated facility in Alpharetta, Ga Utilizes Clerk s current WAN connected to all 67 counties throughout Florida Data replication requiring more network bandwidth can utilize a secure vpn connection

34 What is TAP? (Technical Assistance Program) A program which provides general technical services for participating counties The nature of the technical support is based on the specific needs of the individual Clerk s office Services are provided from qualified CiviTek technical staff Onsite and remote support are available Participation is voluntary

35 Goals of TAP Provide the highest level of support based upon individual needs Emphasize proactive support Provide a single point of contact for all technical support, if desired Offer a wide variety of specialized technical services Respond to customer requests in a timely, courteous manner Minimize System Downtime

36 MyFloridaCounty.com E-Commerce Child Support MyFloridaCounty.com Credit Cards MyFloridaRemit E-Checks MyPaymentPortal (MPP) Washington, Oregon, Hawaii, Virgin Island Official Records Index Ordering ORI Subscriber Public

37 MyFloridaCounty.com Online Traffic Cashiering Over the counter (OTC) Web Pay Open Pay ipay