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Innovations in Intake - Ohio EJC 2008 Ron Staudt Rachel Medina Center for Access to Justice & Technology Chicago-Kent College of Law John Mayer Center for Computer Assisted Instruction Cynthia Vaughn Ohio Legal Assistance Foundation November 21, 2008
Innovations in Intake A 2 J Author® enables new models n Origins of A 2 J Author®—Ron Staudt ¡ ¡ n Technical Insights—John Mayer ¡ ¡ ¡ n Advanced tools Open and flexible programming techniques Rapid development and nimble prototyping Making the tools work– Rachel Medina ¡ ¡ ¡ n Listen to the customer Meet the customers’ needs Keep it simple and make it fun Educating the client community, empowering pro se actions, bringing e-filing to the public and making online intake a reality. A 2 J Author® partnerships and projects Web 2. 0 and learning communities Manuals, training and telephone support Project-in-Process – Cynthia Vaughn ¡ An Ohio example 2
Center for Access to Justice & Technology ¡ Curriculum: Public Interest Certificate ¡ Research: Meeting the Needs of Self Represented Litigants w/ NCSC & Institute of Design ¡ Access to Justice: n A 2 J Author® Project w/ CALI n Self Help Web Center w/Cook County Circuit Court & Clerk n A 2 J Author® Student Editorial Board 3
Meeting the Needs of Self Represented Litigants: A Consumer Based Approach • Identify the major barriers to access to justice by litigants without lawyers • Ethnographic research in 5 courts, California, Delaware, Colorado & Illinois • Employ the latest in system design methodology to redesign the process • Design Factors, Function Structure, Information Structure, Solution Elements, System Structure 4
The Prototype: Joint Simplified Dissolution of Marriage 5
Meeting the Needs of Self-Represented Litigants: A Consumer Based Approach n Prototype Lessons Learned: ¡ ¡ n The Interface works! Custom development requires expensive technical expertise Solution 6
2004…present) n A 2 J Author® - a factory or a software machine to make hundreds of these frontends for court forms, at a very low cost. n A 2 J Author® capitalizes on the front-end interface developed in the JSDM Prototype, while providing tools for authors to create guided interviews on their own. 7
Connecting the Public to the Courts and the Legal System via the Web 8
Contributors 9
A 2 J Author®: Document assembly front-end Petition for a Protection Order 10
A 2 J Author®: Website Guide What’s the next step? Where do I go? Who do I need to contact? 11
A 2 J Author® E-Filing Public Interface PDF LEXISNEXIS Hot. Docs On. Line XML CM/ECF E-Filing Customer Data XML A 2 J 12
A 2 J Author® Online Intake Interface A 2 J Guided Interview™ for Intake (. a 2 j files) Case Management System Interview Answers (. anx File) XSL Transformed Answer Files Answer File Data Now Available For Review in the Case Management System…. …. conflicts check …. attorney review …. processing 13
Questions? Contact Information: Ronald W. Staudt Chicago-Kent College of Law Phone: (312) 906 -5326 Email: rstaudt@kentlaw. edu 14
A 2 J Author® Online Intake Interface A 2 J Guided Interview™ for Intake (. a 2 j files) Case Management System Interview Answers (. anx File) XSL Transformed Answer Files Answer File Data Now Available For Review in the Case Management System…. …. conflicts check …. attorney review …. processing 15
. ANX 16
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A 2 J Author® Online Intake Interface A 2 J Guided Interview™ for Intake (. a 2 j files) Case Management System Interview Answers (. anx File) XSL Transformed Answer Files Answer File Data Now Available For Review in the Case Management System…. …. conflicts check …. attorney review …. processing 20
A 2 J Author® Online Intake Interface A 2 J Guided Interview™ for Intake (. a 2 j files) Case Management System Interview Answers (. anx File) XSL Transformed Answer Files Answer File Data Now Available For Review in the Case Management System…. …. conflicts check …. attorney review …. processing 22
A 2 J Author® Online Intake Interface Does Not Have to be XML!! A 2 J Guided Interview™ for Intake (. a 2 j files) Case Management System Interview Answers (. anx File) XSL Transformed Answer Files -HTML -Comma delimited Answer -Available For Review in the CSV File Data Now Case ole’ text -Plain Management System…. -SQL INSERTs …. conflicts check …. attorney review -etc, …. processing etc. 24
A 2 J Author® Online Intake Interface Every transform is unique to. . . A 2 J Guided Interview™ for Intake (. a 2 j files) -The interview Case Management System -The destination database Interview Answers (. anx File) XSL Transformed Answer Files Answer File Data Now Available For Review in the Case Management System…. …. conflicts check …. attorney review …. processing 25
Create, Store & Serve A 2 J Guided Interviews® for Online Intake CREATE STORE National Public Automated Documents Online (NPADO) “National Server” A 2 J Guided Interview for Online Intake OR Your Own Local Server A 2 J Guided Interview for Online Intake SERVE
Capturing the Data Collected in A 2 J Guided Interviews® Client name TE Client DOB DA Client address TE Client county TE A 2 J Author Answer File (. anx
Send, Translate, and Import Data SEND National Server (NPADO) OR Local Server TRANSLATE XSL Transform A 2 J Author Answer File (. anx) IMPORT Transformed Answer Files -Conflict Check -CMS File
Questions? Contact Information: John Mayer CALI Phone: (312) 906 -5307 Email: jmayer@cali. org 29
Activity Nationwide Partners & Statistics States with A 2 J Guided Interviews ® (according to NPADO server statistics thru 7/1/08) 21 States, U. S. Virgin Islands & Ontario (Canada) Chicago-Kent College of Law / Student Editorial Board Projects Ventura County, California (various interviews in process) Alabama, Arizona, Arkansas, California, Idaho, Illinois, Kentucky, Louisiana, Maryland, Massachusetts, Minnesota, Mississippi, Montana, Nebraska, New York, Ohio, Oklahoma, Pennsylvania, Texas, U. S. Virgin Islands, Vermont, Washington, Ontario (Canada) Registered Users of A 2 J Author® 2. 0 (per registration statistics thru 10/1/08) 33 States, D. C. , Guam, Ontario (Canada), N. S. W. (Australia) Alabama, Arizona, Arkansas, California, Connecticut, Washington, D. C. , Florida, Georgia, Guam, Iowa, Idaho, Illinois, Kansas, Kentucky, Louisiana, Maryland, Maine, Michigan, Minnesota, Missouri, Montana, Nebraska, New York, North Carolina, New Hampshire, New Mexico, N. S. W. (Australia), Ohio, Oklahoma, Ontario (Canada), Oregon, Pennsylvania, Rhode Island, South Carolina, Virginia, Vermont, Washington Illinois Legal Aid Online (multiple interviews, either live or in development) E-Filing System Projects U. S. District Courts, Eastern Missouri Manatee County Clerk of the Circuit Court, Florida As of July 1: 1219 active A 2 J Guided Interviews® 34, 042 A 2 J Guided Interviews® completed in 2008 (pilot project for the state of Florida) Clerk of Kane County, Illinois Case Management System Integration Projects Iowa Legal Aid 30 Legal Aid of Western Ohio
Training & Support n Quarterly Trainings (announced on A 2 J Author Blog and docassembly listserv) ¡ ¡ n Developer Calls ¡ ¡ n Updates to the software Opportunity for input on software development Telephone Support (Center for Access to Justice & Technology, Chicago-Kent College of Law: 312 -906 -5331) ¡ ¡ ¡ n New User Advanced Guidance on use of web materials General questions on use and implementation of interviews Assistance with troubleshooting as time permits Community Support ¡ ¡ ¡ Website: www. a 2 jauthor. org A 2 J Author blog: http: //a 2 j_author_blog. classcaster. org/blog/ Listserv: Hotdocs listserv managed by Pro. Bono. Net and LSNTAP recently changed its name to the “docassembly” listserv to incorporate A 2 J Author community 31
A 2 J Author® Community Support www. a 2 jauthor. org n n n “Online Guide” Blog Bug Reports Feature Requests Community Forums 32
A 2 J Author® Starter Kit n n Web supported training materials (the “online” guide) Each section of the online guide is subdivided: ¡ ¡ ¡ Tutorials Modules Demonstrations 33
A 2 J Author® Starter Kit n Web-supported training materials ¡ Video Demonstrations (5) n n The Interview Tab Functions: ¡ ¡ n n Date & Today Age Importing Variables Organizing Steps & Questions 34
A 2 J Author® Starter Kit n A 2 J Authoring Manual ¡ ¡ 12 chapters 4 appendices over 180 pages of training material special icons to indicate location of helpful tools: 35
A 2 J Author® Starter Kit: Starter Interviews 1) Review script (“Report”) 2) Modify Interview 3) Test Interview/Create Answer File 4) Create XSL transform to map interview variables to CMS 36
Questions? Contact Information: Rachel R. Medina Center for Access to Justice & Technology Chicago-Kent College of Law Phone: (312) 906 -5331 Email: rmedina@kentlaw. edu 37
An Ohio Example n What is Ohio currently using for online intake n New development using the A 2 J Author® Tool n Integration with Pika Case Management 38
Legal Aid of Western Ohio (LAWO) Current Intake System n Walk-in n Hotline n Web-based 39
Legal Aid of Western Ohio (LAWO) Current Intake System (continued…) n n Nearly 9, 000 online applications in 2007 Web makes up approximately 30% of all intake traffic 40
LAWO’s A 2 J Author® Intake TIG n Legal Aid of Western Ohio (LAWO) submitted a $30, 000 TIG application in 2007 in order to: ¡ Provide the opportunity for all providers to “share” in the intellectual capital and investment made by Iowa and LSC; ¡ Provide Ohio’s legal services providers with 24/7 online intake capabilities via a link through the LAWO website, as well as the Ohio Legal Services statewide website; ¡ Provide people in need with the ability to contact legal aid at all hours of the day and night. 41
Ohio’s Replication of Iowa’s A 2 J Author® Intake Template 42
The “Script”… n The script from Iowa’s initiative was used as the “starting point” for the Ohio intake initiative. n Modified as needed, with input from Legal Aid Line intake staff and LAWO attorneys. n The script will be reviewed by all participating Ohio programs and will be edited based on the individual intake process for each program. 43
LAWO’s A 2 J Author® Intake TIG n User will complete the interview. n The information gathered from the interview will be passed to Legal Aid Line’s Pika case management system by utilizing a custom-written piece of code called a “transform” that converts the. anx file to a. php file. * n The generated data file is then “held” in a Pika staging table for review by intake staff, then it is transferred to the appropriate office. n Transforms are, and should be, customizable by program based on elements (variables) in Pika, and are based on LSXML principles. 44 *Transform written by John Mayer, Computer-Assisted Legal Instruction
LAWO’s A 2 J Author® Intake TIG (continued…) n Intake staff can then review the case before it is accepted into the program’s Pika case management system by utilizing a piece of code developed by the Ohio Legal Assistance Foundation (Ty Acker). ¡ Checks for conflicts and confidentiality issues. ¡ Follows the same intake process as the Hotline. 45
Case Management System Data Collection A 2 J Guided Interview for Intake (. a 2 j files) Case Management System Interview Answers (. anx File) XSL Transformed Answer Files Answer File Data Now Available For Review in the Case Management System…. …. conflicts check …. attorney review …. processing
Ohio Web Intake
Advantage of A 2 J Author® Intake Time Savings n It is estimated that once fully implemented, the A 2 J Intake tool will save the client information gathering step; thus, shortening the intake process by 15 -20 minutes, per client. n A 2 J Intake will be available 24/7, which provides potential clients with a way to contact legal services outside of regular business hours; thus, potentially reducing the amount of call traffic (and waits on hold). 48
Access through Ohio Legal Services Statewide Website n Link for LAWO (and other participating providers) will be available under the “Find Ohio Legal Help” directory section of the Ohio Legal Services website. Click here to complete the 49 online intake application
Project Management n Best practices in project management will be applied to all stages and phases of the Ohio A 2 J Author® Intake project. n Actively using: ¡ ¡ Microsoft Project Issue Tracker (Kaivo tool) Go. To. Meeting / Go. To. Webinar Other: Poverty Law Survey Tool 50
LAWO A 2 J Author® Intake Project Plan
LAWO A 2 J Author® Intake Project Plan (continued…)
Resources Involved in the Ohio LAWO A 2 J Author® Intake Project n Ed Marks, Litigation Director, Legal Aid of Western Ohio n Debra Jennings, Managing Attorney, Legal Aid Line of Western Ohio n LAWO staff and Statewide Intake Staff n Cynthia Vaughn, Ty Acker, Jeffrey Fortkamp, Ohio Legal Assistance Foundation n Rachel Medina, Chicago-Kent College of Law n John Mayer, Center for Computer-Assisted Legal Instruction n Will Shryock, Network Administrator, Advocates for Basic Legal Equality (ABLE) n Teresa Green, Technology Support, Advocates for Basic Legal Equality (ABLE) n Eve Ricaurte, Iowa Legal Services n Steve Gray, Michigan Legal Services 53
Questions? Contact Information: Cynthia Vaughn Ohio Legal Assistance Foundation Phone: (614) 728 -6930 Email: cvaughn@olaf. org 54
Thank You! For Copies of This Presentation… Visit www. a 2 jauthor. org or Provide Your E-Mail Address On The Attendance Sheet And We Will Send You A Copy 55