Supreme Court, Bismarck
October 19, 2012
Hon. Dale Sandstrom, Supreme Court Justice, Chair
Donna Wunderlich, District Court Administrator - Unit 3
Hon. William Herauf, Judge - Southwest Judicial District
Hon. Doug Mattson, Judge - Northwest Judicial District
Becky Absey, Clerk of District Court - Grand Forks County
Penny Miller, Clerk of Supreme Court
Sally Holewa, State Court Administrator
Ginger Dangerud, Clerk of District Court - Adams County
Hon. Joel Medd, Judge - Northeast Judicial District
Hon. Frank Racek, Judge - East Central Judicial District
Hon. Daniel Narum, Judge - Southeast Judicial District
Lee Ann Barnhardt, Director of Education & Communication
Chris Iverson, Trial Court Manager - Unit 2
Mike Hagburg, Staff Attorney
Samantha Martin, Tyler Technologies
Larry Zubke, Director of Technology
Cammie Schock, Business Analyst
The meeting was called to order by Chair Sandstrom. He welcomed Ginger Dangerud, Adams County Clerk of Court to the Court Technology Committee. Ginger succeeds Rita Fischer who recently retired from the Courts.
Approval of Minutes from August 17th, 2012 Meeting
Judge Herauf moved to approve the August 17th, 2012 meeting minutes. Donna Wunderlich seconded the motion and the motion carried.
Odyssey User Group update
Chris reported the user group continues to meet every two weeks and have several pending issues. They continue to work with Jeff Stillwell on a new ledger card process. Judge Racek took a bond processing issue to the Administrative Council. Jim Ganje is working on possible amendments to how we process the bond after it is posted and no longer needed. The group is also brainstorming options for cases with multiple charges that receive different dispositions where one might be a pretrial diversion or deferred imposition. Currently there is no way to separate the charges. Chris stated they have also received requests to update the clerk's manual. She has been keeping track of those requests to take to the next Trial Court Operations meeting.
Judge Herauf questioned when there might be additional information on the ledger card process. Chris stated Jeff is working on custom reporting and she does not have a firm date on when they will meet again.
Tyler estimate to hide felony case type header information from public access Larry received a quote from Tyler Technologies to hide the case type on all criminal cases for public access. This would remove it from the search results and register of actions page. The estimate came in at $6200. Larry informed the group that we would not be able to implement this project until the Odyssey 2013 release which is not available until July 2013. Additionally, all PC's must be running either Windows Vista or Windows 7 operating systems to move to Odyssey 2013. Currently, we have many users still using Windows XP. Larry also stated that in version 2014 we will have the capability to modify what is shown on the public access site and would not need this project. Odyssey 2014 will be available in the July 2014 timeframe.
Becky Absey stated this has been an ongoing issue even when we were on UCIS. Penny inquired into the manual fix of having the clerks update the case type to reflect the disposition. Larry stated that in Odyssey we would be able to run a report for the weighted caseload that reflected the initial case type whereas UCIS did not have that option. There was concern at the last meeting that this was one more step for the clerks to remember and may be forgotten. Becky was also concerned with how this process may affect other reporting. Justice Sandstrom stated the general consensus is to wait until Odyssey 2014 and implement a manual process for the time being. The issue will be sent to the User Group to review and address any implications of making the manual changes.
Statewide IVR status
Larry reported Burleigh County will be piloting the new IVR system beginning November 5th. The system will then be rolled out to the remainder of that unit after a successful two month testing period. The remaining units will follow thereafter, one unit at a time.
Justice Sandstrom reported he and Larry attended the Tyler Conference in New Mexico. Larry stated Tyler is working on enhancements that will allow the Courts to create custom business rules and improved work queues for clerks. He also said they continue to put a lot of effort on portals for attorneys and self represented litigants which essentially would provide a one stop shop for filing and document access. They are also focusing on new releases of Session Works for both judges and clerks.
Judge Herauf questioned if they were working on additional e-signature functionality. Currently, the judges have a separate queue for each county they serve and it is a cumbersome process to go through each queue. Samantha stated there might be a workflow process that would help the issue. She also stated there is additional functionality coming in Odyssey 2012 that allows for documents to be signed using signature pads. Judge Mattson asked if she could also take into account, out of district assignments when looking into the workflow process. Becky Absey also stated there have been requests for the ability to prioritize with both the case file tracking report and e-signatures. Samantha stated there is a feature that allows for escalated workflow paths and she would follow up with Larry and Cammie.
File and Serve version 3.4 update status
Current testing status
Larry reported we are very close to finalizing the configuration in File and Serve 3.4.
Training plans and dates
Larry stated the live training sessions for attorneys are scheduled for October 22nd through November 16th. In addition, there will be GoToTraining videos available 24x7 for attorneys. Also during this timeframe, there will be live daily training sessions for the ND clerks.
Revised Go-Live date
Larry reported the File & Serve system switch from version 2.4 to version 3.4 will take place on November 17th-18th. Attorneys will be unable to use File & Serve during this time. We will go-live with 3.4 on November 19th. Larry stated we will continue to hold weekly training sessions for attorney firms but remove the GoToTraining videos.
Donna Wunderlich moved to approve the revised schedule for the File & Serve 3.4 release. Judge Herauf seconded the motion and the motion carried.
Sally stated she will put together a press release for File & Serve 3.4 as well as one for the new IVR system.
Mobile device management and acceptable use standard-comments and updates Larry compiled and incorporated the comments he received after the last meeting.
Sally Holewa moved to approve the updated mobile device management and acceptable use standard document. Judge Herauf seconded the motion and the motion carried.
For the Good of the Order
The meeting was adjourned by Justice Sandstrom. The next meeting is scheduled for December 7, 2012.