COURT TECHNOLOGY COMMITTEE
Judicial Branch IT Building, Bismarck
October 11th, 2013
Hon. Frank Racek, Judge – East Central 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
Hon. Dan Crothers, Supreme Court Justice
Hon. Richard Geiger, Judge Northeast Judicial District
Hon. Daniel Narum, Judge – Southeast Judicial District
Chris Iverson, Trial Court Manager – Unit 2
Larry Zubke, Director of Technology
Cammie Schock, Business Analyst
The meeting was called to order by Chair Racek.
Approval of Minutes from August 9th, 2013 Meeting
Judge Mattson moved to approve the August 9th, 2013 meeting minutes. Donna Wunderlich seconded the motion and the motion carried.
Video – “Give ‘em the Pickle”
The group watched “Give ‘em the Pickle”, a short DVD on leadership focusing on service, attitude, consistency and teamwork.
Establish committee goals
The group reviewed a list of potential Court Technology Committee goals related to the Odyssey system. There are several goals which are currently unattainable due to Odyssey software limitations. There are four goals which are already in progress. Their current status is listed below:
Other potential goals that do not have a status update include: File & Serve template capabilities on subsequent filings, SessionWorks ability to transfer clerk’s notes to Odyssey and expanding e-citations use to new sheriff’s departments that are not using this capability.
The group questioned the ability of having infraction cases created electronically. Larry explained that we currently accept additional cases electronically from Minot municipal which would be similar to how we could process infractions.
The group reviewed the amount of traffic cases entered manually across the state and discussed how to start a dialog with potential law enforcement agencies to reduce the amount of manual citations clerks enter; particularly in the northwestern part of the state. Judge Racek asked if Carolyn Probst would be able speak with the appropriate agencies to see if there is interest and/or ability to use the Tracs system to process citations. Judge Mattson will ask Carolyn to check with those counties.
Odyssey User Group update
Chris reported several of the groups accomplishments including adding event codes to facilitate the automatic receipt of fees associated with those events, completed testing to gather information for the attorney notification feature, and developed an interim solution to the AR19 time standards that are due for electronic-only cases.
Projects that are ongoing include review of ‘internal use’ event codes available in File & Serve, review of available case types, and coordination of case transfers between district and municipal court. The sub-group has devoted a great deal of time in drafting new and updated business procedures including license plate impound, speedy trial indicator, and no liability case procedures.
Chris expressed concern regarding issues that are beyond the User Groups’ abilities or scope. She questioned who these issues should be forwarded to. Judge Racek stated that in certain scenarios we may have to tell users we cannot resolve the issue and they will need to take it to their court administrator.
Chris explained several issues that are waiting for direction from another source including firearms reporting, deferred imposition/prosecution for multi-count cases, AR19 with respect to electronic files and exceptions to the requirement for service (Rule 3.1).
Judge Mattson moved to refer out the pending issues of no insurance, firearms reporting, deferred imposition/prosecution for multi-count cases and AR19 with respect to electronic files to the state court administrator’s office for follow-up and advice. Judge Herauf seconded the motion and the motion carried.
Chris will forward the pending issues. Sally stated when these types of issues arise its key to get them referred out and that certain situations may come back with being individual judicial discretion.
Burleigh County/Statewide IVR status.
Larry reported that the IVR system was rolled out informally, meaning the phone number was not officially published, in Williams County. They have taken 12 payments successfully and are anxious to publish the number. Burleigh County has not seen much activity with the system. Sally stated she would like to try it formally in Williams County, as well as add Ward and Stark counties to the system. Judge Mattson asked to include McKenzie and Mountrail.
Judge Mattson moved to activate the IVR system in Ward, McKenzie, Mountrail and Stark counties. Kathy Ouren seconded the motion and the motion carried.
2012 Release Testing – First Serve and Suspended Charge
Larry explained that we need to upgrade both Odyssey and SessionWorks at the same time. We have run into several issues during testing with both systems over the past several weeks and we are finally down to one remaining issue. We may still proceed with the install tonight if this issue can be resolved today; however, Larry will delay the upgrade if not.
Immediately after the upgrade we will be testing the redistricting changes within the Odyssey QA environment in preparation for the January 1st effective date. After that testing is complete, we will then begin testing Odyssey 2013 which will allow us to electronically sign external documents, as well as apply additional text to those documents as needed.
RFP status for Juvenile CMS and Disaster Recovery Study
Sally reported there were 11 responses to the RFP for the Juvenile Case Management System. It was decided to contract with the National Center for State Courts. There were 13 responses to the RFP for the disaster recovery study. The decision was made to go with LBL Technology Partners. Judge Racek questioned the timeframes of when the studies need to be completed. Sally stated the juvenile study is to be completed by the end of June and the disaster recovery study is due by the end of April.
Sally stated she was contacted by ITD to discuss how we pay for bandwidth and anticipates it to have a major impact on our next budget. Sally requested that as part of our committee goals we should be looking ahead at technology in general and should be exploring alternatives to things such as ITV. Judge Racek asked Larry to put together an asset list and costs as well as where the ITV units currently reside. Sally asked the group if we should be coming up with criteria for allowing these units. Judge Racek agreed.
Sally suggested another goal could be to look at what we are using technology for in regards to litigants.
For the Good of the Order
The meeting was adjourned by Judge Racek. The next meeting is scheduled for December 13th.