1 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

Child Support & Court Communications From Concept to Action

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

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

5 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

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

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

8 OCSE Initiatives

9

10 Current State Initiatives

Statewide e-Filing Solution

12 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

13 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.

14 Family Court E-Filing Process

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

16 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 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.

17 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 manner

New Jersey

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

20 New Jersey

21 Challenges Data Quality Privacy & Security Harmonizing agency policies

22 The Future Common semantics “Discoverable” data Adaptable communications

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 real- time data exchange

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

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

How the work really got started…

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

The NEW Way of Filing APA with DISH

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

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

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, Training Statewide rollout scheduled to be completed in November, Continue work on APA support order modifications Applied for DISH2 grant-document repository

Questions Contact Information Curtis Rose Craig Carson Diana Coffey