Management Data Tools

What are we going to discuss? CJD 08-05: Case Management Standards for Trial Courts in Colorado CJD 08-05: Case Management Standards for Trial Courts in Colorado Management Reports in ICON/Eclipse Management Reports in ICON/Eclipse CourTools CourTools

What is Management Data? A diagnostic tool to monitor the status of current business A diagnostic tool to monitor the status of current business A way to measure the success of programmatic and policy goals by comparing against preset standards A way to measure the success of programmatic and policy goals by comparing against preset standards A tool to help obtain and distribute resources A tool to help obtain and distribute resources

CJD 08-05: Case Management Standards

Organizational Performance vs. Individual Judge Performance

Consider the different consumers of case management data and their interest in the data. Consider the different consumers of case management data and their interest in the data. –Judges –Legislature –Judicial Performance Commissions –General Public

Consider the Data Caseload performance statewide and at the district level is generally strong. Caseload performance statewide and at the district level is generally strong. Individual judge performance varies widely. Individual judge performance varies widely.

Not All Dockets are Created Equally Districts with magistrates often assign more routine matters to magistrates while the judges are assigned more complex cases. Districts with magistrates often assign more routine matters to magistrates while the judges are assigned more complex cases. Result: the caseload held by many judges is not a representative sample of the overall caseload in their district. Result: the caseload held by many judges is not a representative sample of the overall caseload in their district.

Example--Domestic Relations: Example--Domestic Relations: –Active pre-decree caseload: 2,306 cases –4.6% of caseload over 1 year –Magistrates’ caseload: 1,887 cases –1.2% of magistrates’ caseload over 1 year –Judges’ caseload (10 judges): 419 cases –20% of judges’ caseload over 1 year –Individual judge’s caseload: 60 cases –28% of caseload over 1 year (16 cases)

Performance Standards Not practical to use the same set of standards for both the organization and an individual judge. Not practical to use the same set of standards for both the organization and an individual judge.

Chief Justice Directive on Case Management Chief Justice Directive Chief Justice Directive –Replaces CJD Divided into Divided into –Organizational Goals; and –Benchmarks for Individual Judges

Organizational Goals Purpose: Purpose: –Demonstrate to the public the standards to which our organization aspires Uses: Uses: –Organizational Management –Reporting to the legislature and the public in general

CJD Organizational Goals: District Court Case TypeSuggested Organizational Goal CriminalNo more than 5% of cases open more than 1 year CivilNo more than 10% of cases open more than 1 year Domestic RelationsNo more than 5% of cases open more than 1 year General JuvenileNo more than 5% of cases open more than 1 year Juvenile DelinquencyNo more than 5% of cases open more than 1 year Dependency and NeglectNo more than 5% of cases open more than 18 months Expedited Permanency PlanNo more than 10% of cases open more than 1 year

CJD Organizational Goals: County Court Case TypeSuggested Organizational Standards CivilNo more than 5% of cases open more than six months MisdemeanorNo more than 10% of cases open more than six months TrafficNo more than 5% of cases open more than six months DUI/DWAINo more than 20% of cases open more than seven months Small ClaimsNo more than 1% of cases open more than six months Infractions No more than 1% of cases open more than six months

Benchmarks for Individual Judges Purpose of Individual Judge Measures: Purpose of Individual Judge Measures: –Provide feedback to individual judges to aid docket management –Provide information on individual judge performance to the Chief Judge –Comply with Judicial Performance Rules

CJD Benchmarks for Judges: District Court Case TypeSuggested Organizational Goal CriminalNo more than 10% of cases open more than 1 year CivilNo more than 20% of cases open more than 18 months Domestic RelationsNo more than 10% of cases open more than 18 months General JuvenileNo more than 10% of cases open more than 1 year Juvenile DelinquencyNo more than 5% of cases open more than 1 year Dependency and NeglectNo more than 5% of cases open more than 18 months Expedited Permanency PlanNo more than 10% of cases open more than 1 year

CJD Benchmarks for Judges: County Court Case TypeSuggested Organizational Standards CivilNo more than 20% of cases open more than six months MisdemeanorNo more than 20% of cases open more than six months TrafficNo more than 20% of cases open more than six months DUI/DWAINo more than 20% of cases open more than seven months Small ClaimsNo more than 20% of cases open more than six months Infractions No more than 5% of cases open more than six months

Management Reports in ICON/Eclipse  Open Case Report (POC) –Lists all open cases on your docket. Includes case age, in days, and whether case has a future scheduled event. –Options include:  Filter out cases with active warrants;  Group cases by status (i.e. open, reopened, active warrant); and  Select only cases without a future scheduled event.  Age of Case Report (PLP) –Similar to the Open Case Report but groups cases by age (0-30 days, days, days, etc.) –Does not include cases with an active warrant –Option to display number of cases in each age category only or include case numbers.

Management Reports in ICON/Eclipse  Statistical Verification Report (PCV) –Provides the number of case filings, terminations, court trials and jury trials in a given time period. –Data grouped by case class (i.e. Domestic Relations, Criminal, Civil, etc.)  Monthly Statistics Report (PSM) –Provides detailed information on the number of cases filed, terminated, reopened for post-judgment activity, and closed after post-judgment activity in a given time period. –Data grouped by case class (i.e. Criminal) and by type within class (i.e. burglary, assault, kidnapping, etc.)

CourTools A set of ten performance measures developed by the National Center for State Courts to help courts benchmark performance in several key areas. A set of ten performance measures developed by the National Center for State Courts to help courts benchmark performance in several key areas. See: See:

CourTools Access and Fairness Survey Access and Fairness Survey Clearance Rates Clearance Rates Time to Disposition Time to Disposition Age of Active Pending Caseload Age of Active Pending Caseload Trial Date Certainty Trial Date Certainty

How Do I Access Case Management Data? District Level Information: District Level Information: –CourTools info available on the Judicial Branch’s intranet site (Judicialnet) Individual Judge Information: Individual Judge Information: –A range of management reports are available through our case processing system.

Further Questions and Wrap Up

Questions about the case management standards, management report usage and interpretation: Questions about the case management standards, management report usage and interpretation:  Steven Vasconcellos--(303)  Julie Lambert—(303)