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Exciting change is happening at the Shawnee County District Court

(Letter delivered to project stakeholders on February 24, 2014)
 

“To improve is to change; to be perfect is to change often.”
Winston Churchill

Exciting change is happening at the Shawnee County District Court and we’d like to share it with you.  Our Case Management System will soon be upgraded.  The purpose of this letter is twofold:  A) we want you to know what we’re doing; and B) we ask for your patience and good humor as we all proceed forward through these changes and become accustomed to them.

History of HP3000 and purpose of conversion
First, a little history is in order.  In the 1980’s the Court computerized its case management system on a HP3000 series of mainframe.  Well, the HP3000 series has out lived its life expectancy, making it essential that we either move on to another system or we go back to paper and pen.  Several options were carefully considered, and the obvious choice became the state of Kansas version of FullCourt.

Multiple components of the project
There are many components to an effective electronic management of the Court’s high volume of cases. Some are seen by the external user.  However, there are voluminous activities behind the scenes that make everything possible. To manage the conversion to FullCourt we broke down the project into separate components.

Data Conversion
Because of the Court’s presently large case load along with voluminous historical records, the court has chosen to convert (transfer) the data from the HP3000 to FullCourt.  No other district court in the state of Kansas has attempted such a challenge.  This data conversion is one of the most important attributes of this project and is carefully being implemented by continuously and repeatedly checking thousands of data elements to ensure that all data converted is “clean” data which is essential to all users.    When we finally “go live,” we would sincerely appreciate your careful review of data as you use the system, so that (as anticipated), we may modify data to insure accuracy as needed from time to time.   In other words, let us know if you see something that we may have missed.  And if the problem seems on its face to be a major one, have no fear, don’t panic because we have everything backed up.  And remember,   things can be fixed, and we are all in this together.

Document Management System Integration
The document management system (DMS), sometimes referred to as ‘Document Retrieval’  was custom- developed for the Shawnee County District Court and will remain intact and will be kept available online to attorneys with a valid license to practice in the state of Kansas.  Since this system was custom-built, we have been able to partner with the developers of FullCourt and have successfully integrated Full Court with the DMS system.  This integration also allows us to link images directly to the actions on the case, which will prove to be quite helpful to our users. 

Public Access
Shawnee County has taken pride in the fact that we have been able to provide free public access to our court data online.  In fact, Shawnee County has also prided itself in providing an easy- to- read and understandable interface that the public has come to expect.  This access will remain intact as well. 

Automated Processes
Many of the local bar and other court users appreciate the automation that the Shawnee County District Court provides.  Our goal is to continue with as many automated processes as possible while maintaining a productive environment.

Batch Electronic Filing
The Shawnee County District Court successfully provides batch electronic filing solution to high volume filers.  We recognize the value of this service to our users and believe that conversion to the new batch electronic filing system will ultimately offer the same value. 

Electronic Filing
In addition to converting to a new batch filing version, we are also implementing the Kansas eFlex electronic filing system (which you might have already utilized in Leavenworth, Douglas and Sedgwick counties).  All case types will have the ability to be electronically filed as long as state statutes permit electronic filing.

Online Payments
The court is excited to be able to offer an online payment tool for users to pay citations, fines and court fees.  

Training
Training is optional.  Prospective E-filers can go to the Court’s website  for the most current training information under ‘E-filing’.

Tentative Implementation Schedule*

Date

Activity

Friday,  February 28, 2014

Final data conversion application completed by vendor.

Monday, March 3, 2014

Initial (test) Batch E-File solution completed by vendor.

Tuesday, March 4, 2014

Testing begins on individual components of the comprehensive system.

Friday, March 28, 2014

Final comprehensive system delivery deadline.

Monday, March 31, 2014

Court begins E-file training.

Tuesday, April 1, 2014

Begin comprehensive system verification including data conversion, DMS integration, and testing of all components.

Wednesday, April 9, 2014

Contact test filers and begin their basic training and testing base eFlex as well as batch E-filing product.

Friday, April 25, 2014 3:00 A.M.

Cutoff of HP3000 electronic filing submissions.

Friday, April 25, 2014 5:00 P.M.

Accounting Cutoff.

Saturday, April 26, 2014

Perform all month end and year end accounting activities.

Tuesday, April 29, 2014

Complete comprehensive system verification including data conversion, DMS integration, and testing of all components.

Friday, May 2, 2014 5:00 P.M.

Finalize implementation plan.

HP3000 System cutoff.

Data extract begins. Public Access is unavailable during extract.

Monday, May 5, 2014

Court proceeds with limited docket schedule**.

Legacy Public Access is available.

Monday, May 12, 2014

Go-live

Court proceeds with normal docketing schedule.

Modernized Public Access published on website. 

Monday, June 9, 2014

Court proceeds with limited docket schedule** to allow judicial staff to catch up.

Monday, June 16, 2014

Court proceeds with normal docketing schedule.

*Schedule may fluctuate due to uncontrollable circumstances.

**During the weeks of May 5th – May 9th and June 9th – June 13th the court will only hear jury trials, emergency hearings and essential dockets.  Cases will not be set as a matter of course.

May 5th- May 9th time frame is to extract all the data from the legacy system and place it into the FullCourt system.  The conversion process requires both systems be unavailable for any updates.  Immediately following the conversion, court personnel will extensively review data converted into FullCourt and take the opportunity to make any changes that may be needed due to unforeseeable circumstances before the go-live date.

 

June 9th – June 13th time frame is to allow court personnel to catch up ‘backlog’ from the previous weeks.

The following dockets will NOT be scheduled during the limited docket schedule

Limited Actions                                   Traffic                        Criminal/CAD

PFS/PFAs                                          Juvenile                     CINC

Domestic                                            Pretrial                      Status Dockets

In Conclusion 

Our Court has put an enormous amount of time and effort toward making our conversion to a new Case Management System as seamless as possible for everyone.  We know this system affects the entire community.  That’s why we want to give you a “heads-up” and also to request your help and patience.  There are bound to be some bumps in the road.  While the Court has tried to take into consideration the different issues that may arise, there is no way we can address all of them.  Initially we anticipate that productivity maybe slower as people get accustomed to the new system.  We’ll do our best to accommodate you, and we ask you to do the same. 

Thank you in advance for your commitment to the effective, efficient, and just operation of our courts. 

If you have any questions please let me know. 

 

Respectfully,


Evelyn Z. Wilson

Chief Judge

Shawnee County District Court