COURT TECHNOLOGY COMMITTEE
Judicial Branch IT Building, Bismarck
December 13th, 2013
Hon. Frank Racek, Judge – East Central Judicial District Hon. Dan Crothers, Supreme Court Justice Hon. Richard Geiger, Judge Northeast Judicial District Hon. Daniel Narum, Judge – Southeast Judicial District Hon. William Herauf, Judge – Southwest Judicial District Hon. Doug Mattson, Judge – Northwest Judicial District Petra Hulm, Deputy Clerk of Supreme Court Kathy Ouren, Clerk of District Court – Cass County Donna Wunderlich, District Court Administrator - Unit 3 Sally Holewa, State Court Administrator Lee Ann Barnhardt, Director of Education & Communication
Ginger Dangerud, Clerk of District Court – Adams County
Samantha Martin, Tyler Technologies
Larry Zubke, Director of Technology Cammie Schock, Business Analyst
The meeting was called to order by Chair Racek.
Approval of Minutes from October 11th, 2013 Meeting
Judge Herauf moved to approve the October 11th, 2013 meeting minutes. Petra Hulm seconded the motion and the motion carried.
Status of Odyssey goals discussed at last meeting
Enabling e-signatures on outside documents is waiting on release 2013 which will be installed in Development on Monday for testing. Notices to attorney of record of entry of orders are supposed to be available in the portal which we are slated to receive in July 2014.
We have 4 attorneys that are testing the attorney of record secure public access with little to no issues. Larry would like to roll it out to more attorneys. Judge Racek suggested contacting Robin Huseby for additional testers. He also suggested finding a mental health public defender and a juvenile public defender to assist in testing.
Regarding enabling proof of service transfers from File and Serve to Odyssey, configuration has been unsuccessful to this point and Tyler continues to work on it. There were also questions in regards to how it will appear in Odyssey and what information will be available. Samantha will follow up with the details.
Mike Hagburg stated the court amended rule 3.1 to require filing of the certificate of service within a reasonable time after filing of the document. He also stated there is a Joint Procedure meeting in January where they can discuss the requirements of what needs to be contained within the electronic proof of service. Additionally, attorneys are allowed to file a certificate of service whereas non-attorneys are required to file affidavits of service. This will need to be discussed in the future if we cannot presume that only attorneys will be using File & Serve.
Larry has requested the Interactive Voice Response (IVR) system be updated to include Stark, Ward, McKenzie and Mountrail but has yet to be put into production. Samantha stated they were waiting for the final confirmation on the payment processing configuration.
2012 Release Testing & Installation – First Serve and Suspended Charge
2012.0.62 was installed on October 11th, 2013. There were several issues with this version which resulted in the installation of 2012.0.69 two weeks later. Since then we have been testing 2012.0.71 but have been informed of financial exporting issues which has prompted us to start testing 2012.0.75. Larry hopes to have that installed shortly after the first of the year if there are no issues.
The issues that still remain include the e-citation import process fails if the file is large. The next step is to build new job app servers in hopes to resolve the issue. Unable to search by person id will be fixed in the next patch. The advanced case search feature continues to provide incomplete results and will not be fixed until version 2014.
Larry explained that on December 31st at 6:30 pm, Tyler will make changes to the core of Odyssey to reflect the redistricting. Cammie will then make additional updates. Several clerks in unit 4 will be working on January 1st as well.
2013 testing status and server hardware/software upgrades
2013 is scheduled to be installed into a test environment on Monday, December 16th. Before installing it into production we will need to upgrade our servers to the Windows 2012 operating system. Tyler also recommended adding more cores and memory for processing power. Four integration servers will also be built. The database will also be upgraded from Windows 2008 to 2012. After that is complete, Larry wants to turn on replication and move reporting and public access to the replicated server to provide more processing power to the internal users.
Approval of changes to have Tyler update debtor codes
A recommendation from the Odyssey User Group to add “Satisfied” as an option to inactivate a single debtor within the monetary award component was discussed. The current options include bankruptcy, dismissed, renewed and vacated. Occasionally a creditor submits a request saying one of the debtors has fulfilled their obligation, however the judgment is only partially satisfied and the other debtor(s) need to remain active.
Judge Herauf moved to make a recommendation to the Supreme Court to request the expenditure to update the debtor codes to include “Satisfied”. Kathy Ouren seconded the motion and the motion carried.
Tentative Tyler visit in February
Larry will disseminate Judge Racek’s list of user issues, which they will be communicating to Tyler, to the committee for feedback. Sally, Larry and Judge Racek will meet to review any comments.
We continue to work with Grand Forks municipal to bring their data onto Odyssey. Beulah, Tioga and New Town have also expressed interest in using Odyssey. Larry asked the group if they want to continue to add small municipals to Odyssey. The group agreed to continue to allow municipals onto Odyssey provided they maintain their data. Judge Racek requested Larry to provide him with a copy of the memorandum of understanding that is signed by the municipals that join Odyssey. Judge Mattson requested Larry to provide a list of municipals that are currently on Odyssey.
Odyssey User Group update
Chris Iverson submitted a memorandum to the committee regarding user group updates. There was no additional discussion.
Video conferencing status
Larry sent out a list of current video conferencing locations. He stated to permanently install them in the courtrooms can cost as much as $20,000 for a complex system. A smaller version is around $14,000. Larry investigated a less expensive PC-based system. This option will communicate with the technology we currently have. The software is $89. It is loaded on a PC with a camera and microphone and can easily be moved from room to room if qualified network jacks are installed in each room. It requires a minimum of 750 kb. The jacks have to be certified by ITD to provide the “quality of service” to ensure the minimum requirements are available. He asked if there is a need for such a solution. Sally stated this would be a good option for administrative use. Sally suggested piloting one in Grand Forks.
RFP status for Juvenile CMS and Disaster Recovery Study
Tentative dates in January have been set for initial stakeholder meetings for the Juvenile CMS study. There will be 4 meetings across the state. Follow up meetings are schedule for the week of February 24th. The representatives from National Center will be on-site for all meetings.
Stakeholders met in November for the disaster recovery study. Another meeting was held in December where the group went over the business impact analysis from the information gathered from the prior meeting. The general consensus was that the system could be down for 2-4 hours. The next steps will be to research different solutions. The study will be complete in April.
For the Good of the Order
Four terms are expiring on the Court Technology Committee at the end of the month. Ginger Dangerud, Sally Holewa, Judge Mattson and Judge Narum are all eligible for reappointment. The matter is being referred to the Chief Justice for his decision. Larry will be sending the memo and copying Penny Miller.
Three terms are expiring on the Odyssey User Group. Kathy Ouren, Shawn Peterson and Judge Racek are the affected members. The group was comfortable with reappointing these members. Chris Iverson and Judge Racek will work on this.
Court Technology has been meeting six times a year, the group agreed to go back to meeting 4 times a year.
The meeting was adjourned by Judge Racek.