1. Criminal Courts Phase 2 Implementation Kick Off June 2, 2017
Tarrant County
Criminal Courts Phase 2 Implementation
Kick Off
June 2, 2017

2. Agenda - Scott Background TechShare.Court Implementation
Tarrant County CMS
Partnership-
TechShare.Court
TechShare.Court Implementation
Criminal Courts (Phase 1 & 2)
Project Governance
Project Management
Business Analysis & Configuration
Environments
Data Migration
Software Development (includes Integration)
Forms & Reports Development
Testing
Training
Accounting Solution
Timeline
About TechShare – 10 minutes
Project Overview – 15 minutes
Project Team – 5 minutes
Governance – 5
Project Charter
Collaboration tools
Communications
Change Management – 5
Risk - 10
Time Line – 10
Questions - 10 2

3. Tarrant County CMS
History
Problems
Why are we doing this? 3

4. TechShare
Established in 2004, TechShare is an innovative non-profit organization providing collaborative, county-owned technology solutions for the counties, by the counties.
County participants:
Control their own destiny
Own the intellectual property
Leverage resources across counties
Own a solution that meets your needs
Provide continuous feedback throughout
Texas Conference of Urban Counties
TechShare
Texas Indigent Health Care Association (TIHCA)
Texas Clean Air Working Group (TCAWG)
Public Policy
Established by the six most populous counties in Texas (Harris, Dallas, Bexar, Tarrant, El Paso, and Travis) in 1975, the Texas Conference of Urban Counties is a non-profit organization representing large urban county issues 4

5. TechShare Indigent Defense
Tarrant County TechShare Portfolio
October 2015
TechShare FIDO
September 2016
TechShare Indigent Defense
July 2017
TechShare.Court
Phase 1
November 2018
Phase 2
September 2011
TechShare.Juvenile
November TechShare.Prosecutor Law Enforcement Portal Defense Portal Justice Portal
Proposed Oct 2017
TechShare Specialty Court Filter 5

6. Criminal Courts Implementation

7. Phased Approach Phase #1 Phase #2 Assess, Strategy, Plan
Functional Process Mapping (FPM)
Training
Business Process
Configuration
TO BE Definition
Data
Baseline Training
Integration
Arch
Local Env
Phase #1
Current Business Process
Phase #2
Dataset #1
(case tracks)
Dataset #2
Dataset #3
Dataset #4
Dev – Case Tracks
Dev - GAPS
Forms/Reports/Config
Testing
Bond Portal
Go live - Case Tracks
Go live 7

8. Phase 2

9. Project Activities Governance Project Management
Business Analysis & Configuration
Environments
Data Migration
Software Development (includes Integration)
Forms & Reports Development
Training
Testing 9

10. Project Governance Role(s) Description Assigned Resource(s)
Stakeholder Committee
Program Oversight & Governance:
Responsible for program governance, county participation, budget and escalation
GK Maenius, Hon. Tom Wilder, Hon. Mary Louise Garcia, and Chris Nchopa-Ayafor
Product Owners
Primary Project Sponsor:
Govern policy, standardization, statutory requirements, software functionality
Greg Shugart, Holly Webb, and Doug Gowin
Functional Owners
Business Function Governance:
Provide input as to department policy, standardization, and statutory requirements.
James Knowles, Alisia Morris, Barbara Murphy, Holly Webb, and Andrea Ziton
Technical Committee
Technical Oversight:
Management level representative for any technical decisions. Provides oversight on technical architecture, integration, reporting and data migration.
Michael Webb, Richard Crawford, Keith Hughes, Darren May, and Anthony Jackson
Project Director
Tarrant County TechShare Program Management: Program oversight and management, resourcing and standards.
Scott Sheppard
Project Manager
Project / Team Management:
Project planning, execution, control, scheduling, status, quality and delivery
Bryan Wells
Data Migration Governance Committee
Migration Governance:
Management level representative from the appropriate Tarrant County Departments. Make decisions on scope, conversion rules, master data management and data cleansing rules
Role(s)
Description
Assigned Resource(s)
Stakeholder Committee
Program Oversight & Governance:
Responsible for program governance, county participation, budget and escalation
GK Maenius, Hon. Tom Wilder, Hon. Mary Louise Garcia, and Chris Nchopa-Ayafor
Product Owners
Primary Project Sponsor:
Govern policy, standardization, statutory requirements, software functionality
Greg Shugart, Holly Webb, and Doug Gowin
Functional Owners
Business Function Governance:
Provide input as to department policy, standardization, and statutory requirements.
James Knowles, Alisia Morris, Barbara Murphy, Holly Webb, and Andrea Ziton
Technical Committee
Technical Oversight:
Management level representative for any technical decisions. Provides oversight on technical architecture, integration, reporting and data migration.
Michael Webb, Richard Crawford, Keith Hughes, Darren May, and Anthony Jackson
Project Director
Tarrant County TechShare Program Management: Program oversight and management, resourcing and standards.
Scott Sheppard
Project Manager
Project / Team Management:
Project planning, execution, control, scheduling, status, quality and delivery
Bryan Wells
Data Migration Governance Committee
Migration Governance:
Management level representative from the appropriate Tarrant County Departments. Make decisions on scope, conversion rules, master data management and data cleansing rules

11. Project Management Collaboration Project planning Governance
Scott Sheppard
Bryan Wells
Matt Bennett
Katrina Daniels
Alex Cesarz
Collaboration
Project planning
Governance
Communications
Risk
Change Management
Schedule
Budget
Monitor and Control

12. Communications – Communications Matrix
Target Audience
Message
Frequency
Method
Quarterly Status
IT Steering Comm. & Justice Executive Planning Committee
Executive level Project Status
Quarterly
In person presentation
Monthly Status
Stakeholder Committee and Project decision makers
Project Status
Monthly
Monthly Status Report
Stakeholder Committee, Product Owners, Functional Owners
Assignments, budget, issues, risks, etc.
Report
PO/FO Meeting
Product Owners and Functional Owners
Status and Decision Review
Bi-Weekly
Technical Review
Tarrant County Technical Committee
Architecture, hardware, integration, conversion
As Scheduled
Team Meetings
Project Team
Status, task, updates
Daily
Special Interest Groups
External groups
Project awareness
Project Milestones 12

13. Collaboration Tools - Confluence
Centralize
Central Repository of Project-Related Information
Connects teams with content, knowledge
Project Development / Organizing
JIRA tickets
“Spaces” – Group pages
Communications
Meeting notes
Plans
Status Reports 13

14. Collaboration - JIRA Plan Track Report/Communicate Risk Management
Create Issues
Distribute Tasks
Track
Prioritize
Status
Report/Communicate
Stay in Loop
Watch
Comments
Risk Management 14

15. Risk Management
Risk is an event that could happen that affects the project’s scope, schedule, cost, or quality.
Risk Management
Identify the risk
Define priority based on the probability and impact
Define mitigation strategies
Monitor the progress of mitigation strategies
JIRA for Risk Management 15

16. Risk 16

17. Change Management Process required for managing change to:
Scope
Schedule
Cost
Resources
Requirements
Deliverables
Defined Process
Systematic Evaluation
Coordination
Approval / Disapproval
Implementation
Monitoring and Control 17

18. Change Management 18

19. Budget
GOAL:
Managing the Budget by controlling project costs within the approved budget and delivering the expected project goals
STEPS:
Defining the Budget
Executing the budget
Controlling the budget
Updating the budget
ACCOMPLISHED BY
Budget Projections
Resource Allocation
Forecasting
Monthly Meetings, and
Budget Variance Reporting 19

20. Business Analysis & Configuration
Carmen Elbert
Stephanie Coulombe
Shawn Brewer
Ashley Pleasants
Alex Salazar
Collaboration
Functional Process Mapping
Bond Portal
Updates
Software Configuration
Development Design & Support
Integration definition support
Data Conversion support
Training
Testing

21. Environments Architecture planning Install, update and maintain
Apps Deploy TBD
Apps Deploy TBD
James Coignet
Richard Garza
Architecture planning
Install, update and maintain
Configuration and version support

22. Data Migration Project data team Data Migration Governance committee
Kim Srader
Martin McCreary
Carmen Elbert
James Coignet
Richard Garza
Ashley Pleasants
Project data team
Data Migration Governance committee
Scope
Conversion rules
Master Data Management
Data cleansing rules

23. Data Migration Process1
Table/Field Mapping
Data Validation
Error review
Data Mapping / Conversion rules definition
Data Cleansing
Script Update
Script development
Test Run
Exception Report
DFCM
Data Run 1
Data Run 2
Data Run 3
Validate
Person/Case 2
Data Run 1
Data Run 3
Data Run 2
Validate
Financials 3
Data Run 1
Data Run 3
Data Run 2
Validate
Documents 4
Data Run 1
Data Run 3
Data Run 2
Validate
Production Run 5
Data Run 1
Data Run 3
Data Run 2
Validate

24. Software Development Collaborative Software Gaps & Enhancements
Martin McCreary
Kim Srader BN
Carmen Elbert
TechShare Dev
Alex Salazar
Ashley Pleasants
Collaborative
Software Gaps & Enhancements
Gaps: Feature functionality required prior to production use of Software.
Enhancements: Feature functionality that improves the performance of software but not required for use in production environment at Go Live.
Integration

25. Forms & Reports Collaborative Standardization Design, develop, test
James Chiang
Apps Specialist TBD
Stephanie Coulombe
Shawn Brewer
Lacey Cesarz
Alex Salazar
Report Writers TBD
Collaborative
Standardization
Design, develop, test
Developed by Tarrant resources
Ownership and control
Trained & Supported by TechShare

26. Training Collaborative Combined Training Team Detailed Training plan
SMES
James Chaing
Apps Support TBD
Lacey Cesarz
Alex Salazar
Collaborative
Combined Training Team
Detailed Training plan
Develop useable training materials (quick reference guides)
Train the Trainer
Role based training
On time training
Class room augmented by LMS

27. Testing Collaborative TechShare QA Tarrant QA BA Team
Gloria Samuel
Bindiya Joshi
Carmen Elbert
Shawn Brewer
Stephanie Coulomber
Martin McCreary
Kim Srader
James Chiang
Apps Support TBD
Report Writers TBD
District Clerk SME
County Clerk SME
Court SME
TechShare Dev
Alex Salazar
Ashley Pleasants
Collaborative
TechShare QA
Tarrant QA
BA Team
Subject Matter Experts
Comprehensive Testing plans
Development Testing (Gaps, Enhancements, Integration)
Environments
Data Validation
Software Validation (End to End Testing)

28. Accounting Solution Current Status
Received Future Needs List from Departments
Created the Functionality List
Conducted 4 Collaborative Sessions
Started draft of the Scope of Work
Next Steps
Finalize Functionality List
Complete Scope of Work
Send Scope of Work and List to Vendors

29. Timeline 29

30. Timeline Activities – Significant Dates
Contract Signing – May 16, 2017
Project Start – June 1, 2017
Kick Off Meeting – June 2, 2017
Case Track Go Live – December 2017
Judicial Portal Go Live – March 2018
Full Roll Out Ready – October 2018
Project End – November 2018 30

31. Timeline Activities – Next Steps
Onboarding New Resources
Update Project Plan
Project Assessments Review / Update
Baseline Schedule
Start Integration for Case Tracks
Start Data Migration for Case Tracks
Administrative Training 31

32. Matt Bennett TechShare Implementation Manager Matthew.bennett@cuc.org
For more information:
Matt Bennett
TechShare Implementation Manager