Practicing Risk Management at the D'C' Courts

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Practicing Risk Management at the D.C. Courts
District of Columbia Courts

• Presented by
• Gregory Hale Program Manager, Integrated
  Justice Information Systems
• Joseph Kerrick Lead IJIS Facilitator

Business and Systems Aligned. Business
Empowered.TM
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DC Superior Court Environment

• Unique Unified Court of General Jurisdiction
  Combination
• City
• County
• State
• Federal Government funding/reporting
  responsibilities and oversight
• Five Judicial Divisions
• Family Court (Abuse and Neglect, Adoptions,
  Juvenile, Domestic Relations, Paternity and
  Support, Mental Health and Retardation Marriage
  Bureau)
• Domestic Violence Unit
• Probate/Tax Divisions
• Civil Division (Civil Actions, Small Claims and
  Landlord and Tenant)
• Criminal Division
• Capability and Maturity Model Level 3 only Court
  System

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DC Superior Court Environment

• Who are we?
• Approximately 1,200 employees across the city
• 100 Judiciary (Magistrate, Associate and Senior)
• Division/Clerk of the Court staff
• Supporting Services (IT, Admin, RD, etc.)
• Approximately 135,000 new cases annually
• Serving multi-lingual population
• Pre-2003
• Paper Intensive/Duplicative Processes
• 18-22 Separate, home grown case management
  systems
• System updates done in clerks office after
  events

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What is IJIS?

• Integrated Case Management System (Software)
• Docketing
• Calendaring/Scheduling
• Document Imaging
• E-filing
• Accounting
• Notice Preparation
• Forms Generation
• Reporting
• In short, a path to an integrated, paperless
  court
• Total implementation cost estimated 25 million

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D.C. Court Legacy Applications to IJIS
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Planning for the Unexpected

• Its Automation - Something Will Go Wrong
• People Leave and Get Sick - Have Back Ups
• Its Data Conversion Prepare for the Worst
• Prepare for Interfaces the Unexpected Resource
  Drain
• Prepare for Major Business Process Changes
• Select Wisely Choose Carefully the Office to
  Go Live First
• Provide Enough Time to Succeed

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Prepare, Prepare, Prepare

• Examine current business processes
• Determine project goals, including changed
  business processes
• Meet early and often to ensure success
• Determine the risk and manage to mitigate

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Pathway to Success

• Develop formal risk management plan as part of
  repeatable processes
• Secure senior level support Chief
  Judge/Executive Officer/IT Director
• Ability to embrace change and buy into
  integrated system vision
• Not an IT project Court-wide Program
• Requirements Tracability from Inception thru
  Acceptance
• Identify key stakeholders and cultivate champions
  within user community
• Dedicate business users to implementation IJIS
  Facilitators
• Be willing to take measured chances/dont be
  afraid to make decisions

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Risk Management Measures

• Phased implementation with lessons learned
  application little bites
• Integrated Project Team approach one project
  plan
• Identify tool to document and calculate risk
  RiskRadar
• Schedule weekly meetings with senior managers to
  review risk register/mitigate
• Judicial participation Chief Judge
  King/Associate Judge Brook Hedge
• Establish formal governance structure
• IT Steering Committee (Court Clerk/Judge, EO,
  CFO, CTO, Judge, PM, vendors, etc.)
• Management Implementation Team scope management
• IT Change Control Board
• Leverage relationship with Govt. Accounting
  Office/Congressional Contacts
• Identify Facilitator Team members and organize
  work space

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IJIS Risk Management (Sample)
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IJIS Outcomes Aug 2002 to Jan 2006

• Major Milestones
• Selected Primary Vendor/Project Kick off Late
  2002
• Family Court Go Live schedule accomplished Aug
  2003/Dec 2003
• Juvenile, Abuse/Neglect/Adoption, Social
  Services, Dispute Resolution
• Mental Health/Retardation, Domestic Relations
• Subsequent Go Live Schedule Management 2004
  thru Jan. 2006
• Agency partners participate in electronic
  interface design
• Successful Data Conversion of 18 systems
• Final Contract Acceptance Early 2008
• Ongoing collaboration between Court operating
  units
• IJIS Official Court Record (eliminating paper)

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Questions and Answers