Court Technology Committee
Supreme Court, Bismarck
Friday November 17th, 2017
Hon. Jerod Tufte, Supreme Court Justice
Hon. Dan Crothers, Supreme Court Justice
Hon. Rhonda Ehlis, Judge – Southwest Judicial District
Rod Olson, District Court Administrator – Unit 2
Hon. Daniel Narum, Judge – Southeast Judicial District
Hon. Doug Mattson, Judge – North Central Judicial District
Petra Hulm, Chief Deputy Clerk of Supreme Court
Michele Bring, Clerk of District Court – Burleigh County
Susan Hoffer, Clerk of District Court – Ward County
Lee Ann Barnhardt, Director of Education & Communication
Sally Holewa, State Court Administrator
Hon. Lonnie Olson, Judge - Northeast Judicial District
Aaron Miller, Tyler Technologies
Chris Iverson, Assistant Court Administrator – Unit 2
Larry Zubke, Director of Technology
Cammie Schock, Business Analyst
Mike Hagburg, Staff Attorney
The meeting was called to order by Justice Tufte
Approval of Minutes from August 11th, 2017 Meeting
Judge Mattson had been incorrectly listed as being in the Northwest Judicial District and should be listed as North Central District. Rod Olson moved to approve the August 11th, 2017 meeting minutes with this correction. Michelle Bring seconded the motion and the motion carried.
Information Technology updates
Initial criminal e-filing project
Larry reported that there were some issues with the solution that Tyler Technologies gave us for initial criminal e-filing. Mainly, data fields mostly related to citation fields are missing. We decided to go forward with the project as much as possible and are working towards electronic transfer of subsequent filings. Tyler Technologies is working towards adding the missing fields. They said there should be some added in the 4th quarter with the remainder being looked at in the 1st quarter of next year.
Common statute table project
Larry reported the common statute table is nearly complete. Chapters 12, 19 and 39 have been loaded into Odyssey, Justware and Tracs. Highway Patrol is expected to have their system updated in mid-December with all the new codes. Rod questioned if we will be working towards a point where it will be mandatory for the States Attorney to add the new common statute codes to the complaint or information. Mike Hagburg stated there would need to be a rule change which would need to go through Joint Procedures. Judge Matson questioned if municipals will be using the table as well. Municipals are not using Justware so it is unlikely that they will be using it at this time. Rod stated that whether or not States Attorneys are on Justware they should be required to use it. Mike asked if the table was complete. Larry said it is however there are minor changes still being done. He suggested that once the Attorney General’s office has come up with a solution to disseminate the common statute table to all States Attorneys and law enforcement agencies, that we should further discuss mandating the use of the new codes at that time.
Electronic DUI search warrant system
The system was piloted in Grand Forks and Nelson counties in January and unfortunately did not get any use. It was made available to McKenzie County on October 19th. Their first warrant was processed on November 6th. Since then a total of five warrants have been approved and one was denied. IT is also working on accommodating other warrant types through the system.
Case flow dashboard project
Recently the dashboard was featured at a “Live at Lunch” session. The first phase was designed specifically for judges to view cases under advisement, hearings, and case file tracking among other metrics. Phase 2 will be designed for administrators to have a viewpoint of an entire district or even the state. Phase 3 will be designed for clerk functions. Lee Ann Barnhardt will be posting the video of the demonstration.
It was decided to hire a subcontractor for consultation on the ease of use, handicap accessibility, and the use of best practices before writing a new website. The solicitation for bids was released to four local contractors. We will select a contractor and begin utilizing their services as soon as possible.
Attorney subscription system changes
Feedback was received stating that while attorneys like the information the system can provide it’s not very user friendly to use. Since then IT has made updates to the system that provides a link into the case once a username and password is provided. This functionality allows attorneys to view and query additional information. The updates were rolled out on October 27th and have received good reviews.
Supreme Court OCR and file copy project
This project takes documents that the Supreme Court receives and organizes them by case as well as OCR’s the documents. The first version that was rolled out last spring had some problems with the software. Since then, we have found a better software solution which was deployed last week.
Odyssey system upgrades
We had planned to take a new version of Odyssey this evening, however we discovered an issue with unusually long time delays when applying e-signatures. Tyler agreed that we should not move forward with the install. Once they have the delay fixed we will begin testing again. The new Odyssey version would allow us to upgrade Session Works to a version that includes some system upgrades we have paid for.
We recently took an upgrade to File & Serve which fixed several problems with the HTML version. There are still some outstanding issues. Tyler has stated they will be doing a total rewrite of the system in 2018.
Service by publication website
This project was to look at creating a website to allow an alternative for posting service notices by publication. Unfortunately this has not yet been looked into due to higher priority projects.
IT has been working on a request from CJIS to get information related to Marsy’s Law from municipal courts on Odyssey. There is also another project on the horizon to provide disposition information to the Attorney General’s office.
Odyssey User Group update
Chris reported that there are five members who’s terms are up at the end of the year. She has been working with Justice Tufte and Sally on reappointments. Justice Tufte is filling the position that was vacant due to Justice Sandstrom’s retirement.
A subcommittee has been formed to refine time standards that were initially created when we first went on Odyssey. The Odyssey User Group is waiting for the under advisement process to be complete. They anticipate being able to discontinue using some reports as a result.
There was a question brought up about how to expunge records. Cammie stated that there is a process in place and she would make sure the business process documentation is updated if need be to include this.
Request for a central storage area that would store committee meeting documents
Larry was approached by the Pattern Jury Instruction Commission to see if we could establish a storage area where committees could store their working documents. Petra stated that we need to be mindful of which committees are within the courts and we may not want to consider doing this for those that do not fall underneath them. Justice Tufte questioned if they should look at utilizing a Dropbox type solution. Larry agreed and will pass the information along.
For the Good of the Order
There are 3 members whose terms are expiring; Judge Narum, Judge Mattson and Sally Holewa. Justice Tufte thanked them for their service and participation and requested suggestions from anyone who may have recommendations for their replacements.
Larry stated that meeting dates have not been set for next year and asked how many times the group would like to meet. This past year we met three times. Justice Tufte suggested we do the same for the next year.
The meeting was adjourned by Justice Tufte. The next meeting is not yet scheduled.