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TRANSCRIPT
Indiana Supreme Court FY18 and FY19 Budget
Presentation to Senate Appropriations Committee
March 16, 2017, 11:30 – 12:00 | Statehouse Room 431
H A N D O U T S – T A B L E O F C O N T E N T S
Handout A
Outline of Hearing Presentation and Budget Requests
Handout B
INcite Applications List
Handout C
NPLEx Statistics
I N D I A N A S U P R E M E C O U R T 1
H A N D O U T A
Indiana Supreme Court
FY18 and FY19 Budget
Presentation to Senate Appropriations Committee
March 16, 2017, 11:30 – 12:00 | Statehouse Room 431
Presenters on behalf of the Court
Loretta H. Rush, Chief Justice of Indiana
Introduction and Reorganization: [SLIDE 2]
The former offices of State Court Administration and the Indiana Judicial Center have
been reorganized to prevent any duplication of effort, streamline processes and be
more responsive and efficient to clerks, judges, the legislature, other elected officials,
agencies of the Executive Branch, vendors, and citizens.
Benefits of Chief Administrative Officer
Central point of communication for the reorganized departments and liaison to the
Supreme Court for the public, legislators, lawyers and judges, and an administrative
manager for the promulgation of rules, policies and procedures for the individual
departments and specialized courts.
Benefits of Chief Financial Officer
1. Unified and Consolidated Fiscal Department: employing 8 people, all reporting
to 1 CFO for central organization rather than 5 separate instances of accounting
software with different fiscal people reporting to various attorneys on different
areas/floors. Promotes knowledge-sharing, mentoring/learning, teamwork and
consistency and better consistency in processes, reporting and transparency.
2. Standardization of financial processes across the entire organization where
previously there had been different process and forms; i.e, inconsistent use of
purchase orders and vastly different processes in different areas – standardization
of forms and reports has brought efficiency.
3. Better budgeting and reporting: Better coordination of efforts with a single
point of contact for issues and collaboration with other Branches/Agencies.
Ensures that fiscal management is done efficiently.
I N D I A N A S U P R E M E C O U R T 2
Fiscal Responsibility to the Public
Reorganization of Supreme Court agency staff for efficiency has resulted in
overall savings. The reorganized administrative structure is available to all
the appellate and trial courts
Rather than pay higher rent at the expiration of the 10 year lease period,
all Court staff are moving as a cost savings effort
Supreme Court as a State Agency Partner
Sharing of data and collaboration on Data Sharing Training with the
Management Performance Hub
Opioid Crisis: Working in partnership with the Executive and Legislative
branches
Pay over $1M annually to IOT
Electronic Filing [SLIDE 3]
E-filing is rapidly expanding to all counties in Indiana and will be
completed by 2018. It will save far more than it costs at all levels and in all
agencies of government, and for all citizens with court business.
There are over 14,000 registered users and nearly 48,000 filings per week.
This includes the E-filing license fee of $5M and anticipated hardware and
bandwidth costs. The next lowest proposal for E-filing was $14 million
per year more.
INcite Applications and Services [SLIDE 4]
INcite applications promote public safety, save money and save lives every
day. The financial savings alone are in the tens of millions of dollars each
year. Applications like the protective order registry and the mental health
adjudication registry save lives but cost money to develop and deploy.
INcite will house the Child Abuse Registry requested by the legislature.
INcite offers an electronic law enforcement tool against the opioid
epidemic with NPLEX – the National Precursor Log Exchange, with over
4,500 convictions reported.
I N D I A N A S U P R E M E C O U R T 3
In the past 11 years, the BMV application alone has saved the State
millions of dollars each year because non compliance with the Federal
Motor Carrier Safety Administration can result in the loss of approximately
$30M of Federal-aid Highway Funds and approximately $4M from the
Motor Carrier Safety Assistance Program.
These applications have extreme importance to State government and
public safety, two of the most noteable are:
Tax Intercept project results in the collection of between $1 million
to $1.5 million in fines and costs owed to the Courts and automates
the process of registering tax warrants in each Clerk’s office, doing
away with manual re-entry.
Supervised Release System (SRS) has just been implemented in
Marion County- monitoring individuals pre and post conviction who
have been court ordered to, or in, probation, community
corrections, and drug court.
Handout B provides facts regarding INcite Applications
Handout C provided statistics regarding NPLEx, an INcite application
Indiana’s Integrated Case Management System [SLIDE 5]
Indiana’s integrated case management system now handles 69% of all of Indiana’s
caseload and will be up to 80% once the Lake County conversion is completed.
Odyssey operates from a secure, central database that gives the General Assembly the
management information it needs to make thoughtful policy decisions.
Currently, Odyssey is in 260 courts in 60 counties handling approximately 69%
of the caseload, more than 2/3 of Indiana’s cases.
Odyssey now provides the General Assembly with solid statistics from a
majority of Indiana’s counties and cases so that sound policy decisions can be
made.
At the end of 2018, Odyssey will be used in 298 courts in 65 counties, handling 80% of
Indiana’s cases in 75% of Indiana’s counties.
I N D I A N A S U P R E M E C O U R T 4
Judicial Branch Technology [SLIDE 6]
We are requesting a change in the funding structure for Judicial Branch Technology.
FY18 & 19
1. Electronic Filing $7,000,000
2. Odyssey Case Management System $6,300,000
3. INcite Applications and Services $4,500,000
Total Request $17.8M
Court Access Programs [SLIDE 7]
FY2018 FY2019
Adult Guardianship $500,000 $500,000
Guardian ad Litem / Court Appointed
Special Advocate (GAL/CASA) $1,267,560 $1,267,560
Veterans Programs $1,000,000 $1,000,000
Court Interpreter Programs $750,000 $750,000
Commercial Courts $300,000 $300,000
Civil Legal Aid $500,000 $500,000
Staff Request: Training Attorney $136,680 $125,280
Mortgage Foreclosure $225,000 $375,000
I N D I A N A S U P R E M E C O U R T 5
Commercial Courts
Beginning in 2016, the Court is piloting Commercial Courts to make
Indiana an attractive environment for business by establishing guidelines
and best practices when businesses face litigation. There are over 70
commercial cases from five of the six commercial courts available on
mycase.in.gov
These Commercial Courts are available to all businesses in Indiana.
Civil Legal Aid
Civil Legal Aid assists litigants with an attorney in civil cases. In criminal cases,
indigent defendants are entitled to a public defender.
The Civil Legal Aid fund was created in 1997 with funding of $1 million per
year; that amount was increased to $1.5 million in 2007.
Assists families in crisis and in dangerous domestic abuse situations by
collecting judgments and benefits, as well as avoiding debts and losses to
vulnerable citizens who are unable to navigate the legal world with trained
lawyers.
Civil Legal Aid attorneys promote individual employability through
expungement and specialized driver’s license proceedings; keep families in
their homes; obtain necessary individual and financial benefits and
entitlements; and stabilize households.
Three separate entities have been merged to create the Coalition for Court
Access to provide for more efficient delivery of services. Additional funding
will be utilized by the Coalition to create online forms, self-help centers,
and gather reliable data.
The $500,000 increase is distributed statewide across civil legal aid providers.
Court Interpreters [SLIDE 8]
Calls for court interpreters surged in recent years, as expected, given the
increase in the number of non-English speakers in the state (over 200%
between the 2 most recent censuses).
In 2015, 13,747 cases required an interpreter at a cost of nearly $800,000.
Federal Law requires an Interpreter and Indiana, like many states, has faced
legislation for failure to provide an interpreter on demand.
I N D I A N A S U P R E M E C O U R T 6
We train and certify interpreters (108 certified or qualified to date);
administer grants to counties for interpreters; and train court staff in
relating with non-English speakers to ensure that the courts remain open to
individuals who are deaf or have limited English proficiency, although we
do not receive any specific funding to support the program.
Certification workshops will be added, as well as Video Remote
Interpreting, to make services available on demand to more rural areas with
limited resources, and we will certify interpreters in languages other than
Spanish- the need for which is up more than 60% in the last 3 years.
Additional funding will provide for the cost and maintenance of VRI kits, as
well as the cost of the interpreter, who will not be required to travel which can
be accomplished on a more cost-effective basis on a state-level, rather than a
county-level.
One Staff Request [SLIDE 9]
Because of the successful reorganization, only one new staff member is sought.
This budget request includes the salary, benefits and startup equipment costs.
Training is provided to over 6,000 people including: court staff, Clerks, probation
officers, and judicial officers to ensure consistent practices in the implementation
of the revised criminal code; Justice Reinvestment Advisory Council (JRAC);
abstract compliance and technology initiatives.
Conclusion [SLIDE 10]
The third branch of government in Indiana operates on less than 1% of the entire
state budget, and generates $175M back to state, county, and local governments.
Thank you for your attention and consideration of our budget proposals. We look forward to
our continued work together through these important matters to the courts and to the State.
Safety Applications
1. BMV Portal – Allows Courts and clerks to access driving
records and send SR 16 forms and Probable Cause
Affidavits to BMV.
2. eCWS Central Repository and Statistics – The central
repository that stores all electronic citations, tickets and
warnings ‘written’ with the eCWS software.
3. Guardianship Registry – Creates and tracks guardianship
cases for both adults and minors to monitor, protect, and
preserve guardianship assets.
4. IV-D Registry – In partnership with DCS – Child Support
Division, this Registry allows counties to share civil
writ/warrant information issued in child support
enforcement cases. Civil Writs and Warrants are not
available in IDACS.
5. Offender Management System – Abstract/PSI/Risk
Assessment/Juvenile PI, PDR, and Modification
Reports/Case Plan for adults and juveniles providing a
comprehensive system for data from PSI and Risk
Assessment applications. Contains abstracts for all felony
convictions since July 1, 2012. Also contains the juvenile
reports for all juveniles and all case plans. Data can be
pulled to create an Abstract or to add information on the
criminal history for the offender.
6. Protection Order Registry (POR) – Houses all no-contact
orders and protection orders in one database. Interfaces
with IDACS so that protection orders can be sent to IDACS
immediately as soon as the PO is issued by the court.
7. Mental Health Adjudication Reporting – Since July 1,
2009, courts have been reporting certain mental health
determinations in criminal and civil commitment cases to
the FBI.
8. Marion County Supervision (SRS) – A new system for
probation and community corrections in Marion County to
track all offenders with potential future use by DOC and
community corrections offices.
9. CMS Search – An application that searches Odyssey and
QUEST. A user can be granted rights to just search non-
confidential cases. Or, if a user is allowed access to juvenile
cases, the user can search all juvenile cases in both
Odyssey and QUEST. Functionality has been developed to
search mental health cases.
10. County Dashboard – Provides real time data from
Odyssey Supervision and the Grant County Jail system,
important for pre-trial release decisions. The Dashboard
reflects the risk level of individuals on probation, numbers
of those discharged and numbers revoked because of a
technical violation or a new arrest. It also reports the
average length of stay in jail in days for both presentence
and post sentence.
Additional INcite Applications 1. BenchBooks – Reference manuals for judges.
2. CIP Timeliness – Tracks data for every county from date of
first permanency hearing to date of permanent placement
of a child. Compares county data with state averages.
3. Clerk Review System – Review system for clerks to accept
case initiation for criminal cases originating in INPCMS –
Indiana Prosecutor Case Management System.
4. Data Warehouse – Allows TCT to keep a copy of all the
data from the county’s previous case management system
in the data warehouse. This is an internal reference
application used by the courts and clerks.
5. DCS – An application that interfaces with MaGIK/KidTraks
through the DCS Portal. Provides one point of entry for all
probation officers.
6. E-Notices for Appellate courts – Sends certain email
notices to lawyers when triggered by an event in the case
management system.
7. E-Notices for Trial Courts – Sends certain email notices
to litigants and lawyers when triggered by an event in
Odyssey.
8. Home Detention Reporting – Created for the Indiana
Office of Court Services, this application allows users to
report annually information for individuals serving on
home detention. This report is required by the legislature.
9. ICOR – Indiana Courts Online Reports is the application
used by all courts and probation to report quarterly
statistics. These statistics are included in the Judicial
Service Report.
10. DMC / Data Repository – Application that collects data
for the disproportionate minority contact initiative. This
data is reported to our federal partners by the Indiana
Criminal Justice Institute. Data can be pulled from Odyssey
and Quest to import into this database.
11. JDAI Quarterly Report – Reporting from JDAI counties to
this single repository. Data can be pulled from Odyssey
and Quest to import into this database.
12. Judge Roll – This application maintains a list of all
Supreme Court Justices, their terms in office and a link to
their biography. The data maintained by this app is also
used for Oral Arguments.
13. Judicial Service Reports – Allows for the formatting to
produce the case, financial and probation statistics reports
that are published each year. ICOR is the source of this
data.
14. Jury Management System – System to manage all
aspects of jury management.
15. Marriage License – Partnership with the Department of
Health which allows clerks to issue marriage licenses and
register marriages.
Indiana Court Technology
16. 1099 Reporting – An application to assist clerks in
providing 1099 information to individuals including
attorneys.
17. Court Measures – Works in real time with Odyssey. A
judge can look at the number of pending cases, age of
pending cases, time to disposition of cases disposed in the
last 30 days and the clearance rate (new cases filed and
cases disposed).
18. Customized Reporting – Provides the capability for TCT
to configure and expose custom reports and extracts of
Odyssey data.
19. Oral Arguments – The administration component that
supports the public facing Oral Arguments application. The
public app displays videos and other information
associated with oral arguments made by the Supreme
Court, Court of Appeals, and Tax Court.
20. Public Defender Information System (PDIS) – By
statute, Indiana Court Technology provides the Public
Defender case management system.
21. POR Advocate Access – Allows advocates to help victims
to create a petition for a Protective Order and the cover
sheet that is required for all petitions. With this
application, victim advocates enter most of the data saving
time for county clerks.
22. Problem Solving Courts Performance Measures – This
application allows the PSC’s to enter their annual data for
the Indiana Office of Court Services.
23. Retention Rules – This application is the administration
component that supports the public facing Retention
Rules application. The public app allows users to search
the retention rules defined by Administrative Rule 7.
24. State Auditor Report of Collections – In partnership with
the State Auditor, TCT puts the remittance form in INcite
so that courts can enter the data on the correct form and
send their remittance to the Auditor twice a year. In
December, the Auditor is requiring that all courts send
their remittance electronically.
25. Department of Revenue Tax Warrants – TCT developed
an application for clerks to use that automates all the tax
warrants from the Department of Revenue. This
application processes warrants each day along with
satisfactions. The clerk receives $3 per tax warrant
processed through the application.
26. Time Tracker – This is an internal application that tracks
all employee times by specific project. This application is
invaluable for grant reporting and tracking number of staff
hours by project.
27. Conference Materials – For judges and court staff to
access conference materials for past and future Supreme
Court conferences.
Under development 1. Judicial Dashboard (Internal) – A new application
designed for the justices to provide a dashboard to display
high level statistics set out on tiles. It will also
show different categories of information, data and
documents associated with Supreme Court conferences.
2. County Status Map – An app for internal tracking of IT
issues reported through TCT helpdesk that will provide
current and historical problems, concerns and steps taken
to resolve IT issues at both the local and state level for the
problems reported.
3. Person Search – An app to allow INcite users, such as law
enforcement, a search across multiple INcite applications
and Odyssey.
Although not an INcite application, the tax intercept initiative
is an ongoing process that runs weekly. Odyssey courts/clerks
must ask to participate.
Public Access Applications available at https://publicaccess.courts.in.gov
1. Child Abuse Registry – Coming on or before July 1, 2017.
Will pull child abuse data from Criminal Abstracts.
2. eRJO – An application developed to allow the public to
purchase Orders designated for the RJO.
3. Trial Court Statistics – The public can review trends and
data from any court in the state as well as countywide
data. Data for this application is pulled from ICOR.
4. Judicial Retention Website – Appellate Court Technology
project to display case information for appellate judges up
for retention.
5. Marriage License Data – Allows people to search for
marriage license records from the Marriage License
database
6. New MyCase – An improved and more powerful website
to view data and documents found in Odyssey.
7. Online Payment System – A portal for Odyssey courts to
pay traffic cases online.
8. Protection Order E-File – A front end application in
development to allow the POR to interface with e-filing.
9. Protection Order Public Lookup – Allows the public to
see if a no-contact order or protection order has been
issued and if the order is still active. It does not contain
any victim information as prohibited by federal law.
Indiana Court Technology NPLEx Statistics
Every night, Indiana Trial Court Technology sends Appriss a list of methamphetamine-related convictions
from the Abstract of Judgment in INcite. The file contains the following details for each conviction:
1. Offender Name
2. Offender DOB
3. Offender Driver’s License Number, State
ID Number or Learner’s Permit Number
(if available)
4. Abstract of Judgment Case ID
5. Date of Sentencing
These convictions are uploaded into the National Precursor Log Exchange (NPLEx), which is a registry of
meth/drug offenders who are blocked from purchasing over-the counter pseudoephedrine (PSE) /
ephedrine (EPH) products.
INDIANA BLOCK LIST
Month Unique
Individuals # Attempted to Purchase
Blocks Boxes
Blocked Grams
Blocked
Aug. 2016 4,062 24 37 37 75
Sep. 2016 4,136 22 33 33 69
Oct. 2016 4,213 16 21 21 45
Nov. 2016 4,283 21 31 32 71
Dec. 2016 4,366 20 35 35 65
Jan. 2017 4,460 22 26 26 51
Feb. 2017 4,518 10 14 14 26
TOTAL 135 197 198 402
Unique Individuals = number of unique people on the block list
Attempted to Purchase = number of individuals from the block list that tried to purchase a restricted
product
Blocks = number of transactions blocked from the people that attempted to purchase (Note: could be
multiple attempts for the same person)
Boxes Blocked = number of boxes blocked from the blocked transactions
(Note: someone could attempt to buy multiple boxes in one transaction; i.e. a block counts as one
transaction but could contain multiple boxes)
Grams Blocked = number of total grams of pseudoephedrine/ephedrine blocked from all attempted
transactions