DANG That s fast Presented by Richard Ordowich OCSE Curtis

DANG…That’s fast! Presented by: Richard Ordowich, OCSE Curtis Rose, ACSES Technical Manager Diana Coffey, Judicial FAMJIS Project Coordinator Panel Participants: Tracy Harbo-Judicial DISH Analyst Craig Carson-CSE IT Professional Samir Nanavati-Judicial Programmer 1

Child Support & Court Communications From Concept to Action

OCSE – A National Perspective Agenda • • Goals of the OCSE Initiative OCSE’s Role State Initiatives The Future 3

Improving Communications OCSE is committed to ensuring that information and communication is: Accurate Consistent Timely Actionable 4

Bridging the World of Child Support and Courts Speed up the Message: • Identify communications need • Identify the content • Identify common terms • Harmonize data • Construct schemas 5

CSE & Courts Speed improves support Faster orders results in increased collections Builds on the strength of NIEM 6

Creation of CSE/Court Data Standards Workgroup NIEM XML Data Model (Global JXDM) OCSE Data Standards CSE Communities Court 1. Gather Requirements 2. Collaborative Review and Vetting XML Schema 3. Create Message Exchange Request for Remedy Order 7 7

OCSE Initiatives 8

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Current State Initiatives 10

Statewide e-Filing Solution

California • Developed using GJXDM • 13 form sets • Approximately 250, 000 Statewide filings each year • 6 counties currently online - San Francisco is next which will cover 2/3’s of all State filings • Future Statewide court system will use NIEM 12

XML Data Exchange Elements • CSE generates one XML file per document that is being submitted for filing to the courts. 1 These XML files contain needed data elements as well as an embedded PDF image. • Courts send XML files in the same format to CSE once documents have been filed or rejected. 1 1 These XML files will be bundled together in ZIP files, with one ZIP file per court. 13

Family Court E-Filing Process 14

New York • Court order to CSE established 2004 • NY City sends Petition and Order – 2 way communications • Case workers can send enquiry to court systems statewide • Lessons Learned – confidentiality of data – reasons for dismissal order – additional information (text) – system development approaches 15

Georgia • In 2007 when the Bibb County Superior Court Clerk’s Office was chosen as a pilot office for a new, easier program that allowed clerks to electronically file the child support documents with a few clicks of a mouse. • Based on Bibb County’s success, the program now is being used in Chatham, Douglas, Jefferson, Oglethorpe, Fulton and Clarke counties, according to the Judicial Council of Georgia. • Washington County also was a pilot for the program in 2007. • Bibb County was chosen because of its size and child support case traffic, said Rory Parker, a spokesperson for the state Administrative Office of the Courts. • The E-file system allows clerks to import information from pre-existing documents and files instead of re-keying the data and physically stamping the documents. 16

Office of Child Support Enforcement Services General Filing Processes Overview Step by Step for Diagram: • OCSS agent enters case information into $TARS (1) • Document type desired is selected and populated with information from $TARS by legal secretary (2) • Automated workflow routes document to attorney for review (3) • Document is reviewed for correctness and completeness by attorney (4). If acceptable to attorney, "Submit" is clicked on and document is securely sent to court (5 and 6). If not acceptable, updates can be made before sending • After clerk review, notice of acceptance/deferral information, case number, and court date are transmitted back to OCSS (7, 8, and 9) • Primary service is performed by court appointed service provider using copy of electronic document (10) • Receipt of service is sent to the court (11) • The court sends receipt of service information electronically to OCSS (12) • Further communications proceed in similar 17 manner

New Jersey

Court Interface Overview • Real Time/two way interface between New Jersey Judiciary (FACTS) and New Jersey Department of Human Services (NJKi. DS) • Three dockets of Family Court • FD – Family Dissolution • FM – Family Matrimonial • FV – Family Violence 19

New Jersey 20

Challenges Data Quality Privacy & Security Harmonizing agency policies 21

The Future Common semantics “Discoverable” data Adaptable communications 22

Colorado’s Child Support Enforcement and Judicial Department Collaboration Project

Data Information SHaring DISH

Environments….

Colorado’s Business Environment • We are an Administrative Process State • What that means… • Electronic Case Initiation limited to APA cases • Existing batch process for all child support orders was replaced with realtime data exchange

d. ISH Project Background • Collaborative grant between CSE and Judicial • Grant awarded by the Federal Office of Child Support September, 2006 • Evaluation Component • 3 year project

d. ISH Project Background – Formed Steering Committee • Judicial-state and local staff • CSE-state and local staff • IT staff from both agencies – Developed Joint Project Management Team – Held Chartering Session January 2007 – Established Joint Agency User Group – Legal Workgroup

DISH Project Goals ü Eliminate manual input of APA case data for the court ü Eliminate redundant data entry ü Save time for Judicial and Child Support staff ü Automate as much as possible ü Get child support to children and families more quickly

How the work really got started…

The Old Way of Filing APA Actions Poor CSE Technician Poor Court Clerk

The NEW Way of Filing APA with DISH

DISH Project Real Time Electronic Interfaces Case Initiation Decline Family Support Registry Number (FSR #) Hearing Notifications Notice of Motions to Modify and disposition • Support Orders in all cases • • •

Benefits of DISH • Real-time data exchange between Child Support Enforcement and the courts • Reduces redundant data entry and errors • Eliminates most paper forms • Decreases copy costs , less time spent making copies & alleviates the need to transport documents • Reduced number of phone calls between agencies

Benefits of DISH • Reduced APA technicians from 3 to 2 in one pilot county • Party, support, and judgment information will auto populate into ICON/Eclipse thus reducing data entry time • Delinquency accrual rate has decreased • Orders are received and enforced by CSE in a more timely fashion – ultimately getting support to the children more quickly

Lessons Learned • It’s easy to misunderstand definitions of words and data elements • It would have been better to have a central site for sharing project documentation • Testing in a web services environment across agencies is challenging • Success comes down to individuals who are able to work together and work through issues • Patience, trust and respect are required! • Joint agency training session is a must. • Making NIEM work for you

Where are we now? • Completed pilot implementation in two judicial districts • Project implemented in 6 judicial districts, 20 counties • Training, Training • Statewide rollout scheduled to be completed in November, 2009. • Continue work on APA support order modifications • Applied for DISH 2 grant-document repository

Questions Contact Information Curtis Rose Curtis. Rose@state. co. us Craig Carson Craig. Carson@state. co. us Diana Coffey diana. coffey@judicial. state. co. us