New Clerk Academy

Tallahassee, Florida

OVERVIEW

Technical Services

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Governance StructureFCCC Technical Programs

1. Clerks of The Circuit CourtProvides overall objectives and policy direction

2. Project Committees (Clerks of Court)Provides policy and operational oversight

3. Configuration Control Boards (Representatives of User Groups)

Provides monitoring and recommendations for application enhancements

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Technical Staffing

FCCC currently maintains a Technical Staff of 54 that includes:

Programming and Application DevelopmentService Center SupportTraining and DocumentationDatabase AdministrationSystems/Network SupportProject Management

All Technical Projects are developed, maintained and supported by FCCC Staff.

Statewide Systems

Court Applications

•Criminal

•Civil

•Traffic

•Probate

Criminal (LOGAN) Reporting

Your Clerk’s Office Technology

Other Applications

•Recording/Indexing

•Jury

•Child Support (CLERC)

Finance Applications

•Payroll

•Accounts Receivable/Payable

•General Ledger

Miscellaneous Applications

•Office Automation

•Web Sites/E-Commerce

Technical

Infrastructure

•PC’s, Servers

•Networks

•Devices

CCIS Upload – Case Data

Traffic (TCATS) Reporting

Article V Leg. Reporting

FDLE Criminal History

Judicial (SRS) Reporting

Department of Highway Safety & Motor Vehicles (DHSMV)

Clerk of the Court Operations Corporation (CCOC)

Comprehensive Case Information System (CCIS) Internet Portal

myfloridacounty.com - ECommerce Internet Portal

Credit card/Epayments

Child Support State Disbursement Unit (SDU) Child Support Payments

TAP

Technical Assistance Program

Electronic Filings myflcourtaccess.com- Electronic Filing ePortal

5 Year Mission

Efficiency Through:•Paperless Operations•Secured Public Access•Integration with Partners

FCCC – 5 Year Strategic Technology Plan

Statewide Data Vaulting

Service Desk, Technical Assistance Program (TAP)

Data Center, Statewide Network

Scalable Technical Infrastructure in Place

3 Year Mission•Continued Investment•Statewide Standards•Local Control

eFiling/eRecording Portal

Enhance Record Keeping Systems

Current Mission•Maintain Leadership Role•Leverage Existing Programs

•TCATS•Child Support

Agenda

Service CenterStatewide Programs

MyFloridaCounty.comCLERC (Child Support System)Traffic Citation Accounting and Transmission SystemComprehensive Case Information SystemePortal 

Tour of Data Center

Agenda

Specialized Services: Clericus

Court Case Management SystemOfficial Records Management SystemeRecording

Jury Management SystemData VaultingTechnical Assistance Program

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FCCC Service CenterSingle Point of Contact for Clerks

End-user Support including Application and SystemEnd-user TrainingDocumentationSoftware upgrades, enhancements and implementationE-Commerce SupportE-Filing Support

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FCCC Service CenterSingle Point of Contact for Clerks

The Service Center utilizes a call support system known as HEAT (Helpdesk Expert Automation Tool). This tool gives FCCC the ability to assist with the tracking of all county issues through one single resource. If you need.…

Answers AssistanceTraining To be pointed in the right direction Have a concern Give us a call

Call 850-414-2210E-mail support@flclerks.com

STATEWIDE PROGRAMS/SYSTEMS

Technical Services

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The MyFloridaCounty.com website provides statewide internet access to local and state government services and information. Electronic commerce over the internet, through the MyFloridaCounty.com website is an easy-to-use, cost-efficient way of handling transactions that would normally be handled either through the Clerks walk-in counter or mailroom.

Official Records Index Single Search Document Ordering Subscriber Service

Online Child Support PaymentsOnline Traffic PaymentsCashiering System

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Funds ReconciliationTransactions Placed into 24 Hour BatchesSummary ReportsDetailed Activity ReportsRefund/Void ReportsInternal Accounting and Audits

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Payment Volume  1st Quarter 2nd Quarter Jul-12 Aug-12 Sep-123rd Quarter Oct-12 Nov-12                 

Over the Counter $26,409,447 $22,623,066 $7,603,063 $7,595,170 $7,177,427 $22,375,661 $8,186,094 $7,186,113                 ORI $27,778 $30,406 $11,892 $9,692 $7,585 $29,169 $10,446 $8,488                 Traffic $3,881,851 $4,507,343 $1,410,670 $1,427,814 $1,143,113 $3,981,596 $1,334,272 $1,079,069                 

Child Support E-Check $13,072,505 $13,056,415 $4,326,134 $4,417,556 $3,852,531 $12,596,221 $4,488,109 $4,141,593                 

Child Support Amscott $3,264,066 $3,519,544 $1,194,612 $1,179,734 $1,091,471 $3,465,818 $1,281,065 $1,218,014                 

Child Support Credit Card $17,340,864 $17,920,053 $5,994,808 $6,096,266 $5,379,765 $17,470,838 $6,460,698 $5,990,260                 Total $63,996,511 $61,656,827 $20,541,178 $20,726,232 $18,651,892 $59,919,303 $21,760,685 $19,623,537

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CLERC Overview

"Clerk of Court Child Support Collection System" or "CLERC System" means the automated system established pursuant to s. 61.181(2)(b)1., integrating all clerks of court and depositories and through which payment data and State Case Registry data is transmitted to the department's automated child support enforcement system.

Participation is mandatory - Chapter 61 of the Florida Statues.

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CLERC System Overview

Maintains All Child Support Depository Cases

The application is used by all 67 Florida Counties

All 67 Counties are interfaced to the State Disbursement Unit (DOR)

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TCATS Program Overview

Florida Statutes Chapter 318.18(8)1(a)  … the department shall contract with the Florida Association of Court Clerks, Inc., to design, establish, operate, upgrade, and maintain an automated statewide Uniform Traffic Citation Accounting System to be operated by the clerks of the court which shall include, but not be limited to, the accounting for traffic infractions by type, a record of the disposition of the citations, and an accounting system for the fines assessed and the subsequent fine amounts paid to the clerks of the court. On or before December 1, 2001, the clerks of the court must provide the information required by this chapter to be transmitted to the department by electronic transmission pursuant to the contract.

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TCATS Program Overview

Traffic Citation Accounting & Transmission System (TCATS)

Provides an automated statewide traffic system to improve the accountability and reliability of traffic citation information Provides a means by which all 67 counties can communicate with a UTC repository. Provides Law Enforcement the means of transmitting UTC data electronically.Provides for electronic reporting of UTC to DHSMV including Dispositions and SuspensionsProvides for Independent Ad-Hoc ReportingProvides audit reports to Clerks and DHSMV

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CCIS Program Overview

Established in July 2002 as an initiative of Florida’s Clerks of Court to view court case information across county and circuit line

Developed and maintained by Clerks pursuant to s 28.24[12](e)

CCIS provides a simple method to share and report information related to court cases maintained by the Clerks

Searchable by name or case number, through a secured point of access on the www.flccis.com available 24/7

Provides a statewide methodology for data sharing among the judiciary, criminal justice and information user agencies

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CCIS Program Overview

All Court Case Types in the 67 Clerks’ Offices • Criminal, Civil, Juvenile, Probate, Traffic• 255 Million Searchable Names• 106 Million Searchable Cases

Data Elements• Individual Name Demographic Information• Case/Charge Information• Court Events• Progress Dockets• Financial (Assessments/Collections)• Warrant/Summons Information• Sentencing Information• Links to Document Images

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CCIS Users

CCIS Users are restricted to governmental agencies from the Federal, State and Local levels

Each user is assigned a security level which complies with access to court records as defined in Florida Statutes

40,000+ active users

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CCIS DEMO

Comprehensive Case Information System

12/05/2012

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E-FILING OVERVIEW

The Florida Courts ePortal

12/05/2012

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ePortal Governance

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The Florida Courts ePortal is housed within a public entity called the “Florida Courts E-Filing Authority”

The E-Filing Authority is a Chapter 163 Public Entity established by Interlocal Agreement

The Florida E-Filing Authority contracts with the FCCC for the development, implementation, operation and maintenance of the ePortal

www.flclerks.com/eFiling_authority.html

E-FILING AUTHORITY BOARD OF DIRECTORS

Hon. Tim Smith, Putnam County Clerk and Comptroller - Chair

Hon. Joseph E. Smith, St. Lucie County Clerk and Comptroller, Vice Chair - District V

Hon. Bill Kinsaul, Bay County Clerk and Comptroller, Secretary/Treasurer - District I

Hon. Thomas D. Hall, Clerk of the Supreme Court

Hon. Bob Inzer, Leon County Clerk and Comptroller - District II

Hon. P. Dewitt Cason, Columbia County Clerk and Comptroller, - District III

Hon. Gloria Hayward, Sumter County Clerk and Comptroller - District IV

Hon. Karen Rushing, Sarasota County Clerk and Comptroller - District VI

Hon. Sharon Bock, Palm Beach County Clerk and Comptroller - District VII

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How We Got Here

Development of the ePortal began in 2010

Civil eFiling capability was established in January 2011

Criminal eFiling capability has been established and will be implemented with a phased approach throughout 2013

Appellate eFiling capability will be established in 2013 and phased in, beginning with the Supreme Court in February

More than 230,000 cases with more than 325,000 documents have been electronically filed through the ePortal in 2012

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What is the ePortal?

eFiling and eRecording CapabilitySingle statewide login for all usersSingle web access used to submit court documentsTransmits to local Clerk case maintenance and recording systemsProvides electronic notifications to the filer and to the Clerks’ offices

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ePortal Usage Overview

Create case documents on your computer as normal (MS Word, WordPerfect, or PDF)

Login to the ePortal website

Complete the required information and attach your document(s)

Pay if required and submit the filing

Receive automated filing confirmation from the Clerk’s Office

Access to all of your electronic filings on the ePortal or at the Clerk’s website

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2012 eFiling Statistics

12/05/2012

Filings DocumentsYTD Total Avg / Month YTD Total Avg / Month

233,575 23,358 325,141 32,514

Total Registered ePortal Users17,623

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2012 eFiled Cases by Month

12/05/2012

1-Jan 2-Feb 3-Mar 4-Apr 5-May 6-Jun 7-Jul 8-Aug 9-Sep 10-Oct -

10,000

20,000

30,000

40,000

50,000

60,000

70,000

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2012 eFiled Cases by Type

12/05/2012

Existing 94% New 6%

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2012 eFiled Cases by Division

12/05/2012

Circuit Civil 39%

County Civil 4%Criminal 5%

Family 32%

Juvenile De-pendency 6%

Probate 13%

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Current eFiling Status

54 counties have completed Live eFiling Verification in the Civil divisions 13 counties are continuing implementation in 1 or more

Civil divisions

4 counties currently accepting eFilings on existing Criminal cases Criminal Pilot Program underway with 11 Clerks

partnering with State Attorney and Public Defender offices

Appellate eFiling is completing testing and implementation Will begin with a Pilot Program of selected attorneys and

cases in the Supreme Court12/05/2012

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Court Ordered Mandatory Dates

E-Mail Service by Attorneys September 1, 2012

Mandatory Civil eFiling April 1, 2013

Mandatory Criminal eFiling October 1, 2013

Mandatory Appellate eFiling Supreme Court: February 27, 2013 District Courts of Appeal: Phased in from July to

December 2013

Electronic Transmission of Records on Appeal(Clerk’s office to Appellate Court)

July 1, 2013

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SPECIALIZED SERVICES/PROGRAMS

Technical Services

Solution Overview

CLERICUS is a Florida-based Case Maintenance System CLERICUS is developed by and for Florida’s Clerks of the Courts CLERICUS Standards

Microsoft .Net Service-Oriented ArchitectureITIL Development MethodologyClerk Oversight and Ownership

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Functionality

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All Court Case Types Central Cashiering/Finance

Interface Configurable Security Profiles Configurable Imaging Workflow &

Queues Document Generation/Notification

w/Electronic Signatures Event Scheduler & Tickler In Court Processing Standard API for data sharing Parking Tickets E-Marriage Licenses

Juvenile Module Passport Module Tax Deed Module E-Filing & E-Recording Interfaces Pro Se E-filing Interface Collection Agency Module Article V Reporting Subsystem Configurable Reporting Subsystem System Audit Tracing Local Options/Integration

Solution Overview

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Participation is open to all Florida Clerks35 Clerks Currently Participating21 Counties Live in all Court DivisionsSystem Roll-Out in Progress

Implementation Status

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E-FILING TO CMS (END-TO-END) DEMO

The Florida Courts ePortal and CLERICUS

12/05/2012

•Statewide Access/Standards•Case Management Reporting•Statewide Reporting•Integration with Partners

Statewide Integrated Court System

Replaces 3 Delivery Methods•In Person•Mail•E Documents

67 Clerks of Court•Case Initiation, Indexing, Docketing•Official Court Record/Document Prep•Fee Collection and Accounting Local Clerk CMS

Local/Statewide Integration•Judicial•Law Enforcement•State Attorney/Public Defender

Filers SA/PD Existing Systems•STAC/Other Systems•New Cases•Existing Cases

Web

ECF XML

ECF XML

Statewide ePortal

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Official Records

The CLERICUS Official Records Recording and Indexing application provides a tool to maintain and monitor official documents. Features include:

Tracking recorded instrument and parties relationshipsInstrument management controls Sequence and verification featuresManagement of fees, daily receipting and fee distribution reports Charge management utilities Common name tables to reduce data entry requirementsPublic access options Imaging – Interactive and Batch

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FCCC Jury ApplicationThe Jury application supports a state approved random Petit or Grand Jury selection method, and management of said jury through payment of services. Meets statutory requirements that include:

Drivers license file usageConvicted felon disqualifications Excusal of disabled personsReinstatement of EligibilityNon-driver additions to venireDonation of jury checks to charityMultiple summons formatBarcode feature for juror managementThe Witness management section supports witness services, history, print options and payment of services

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What is TAP ? (Technical Assistance Program)

A program which provides general technical services for participating countiesThe nature of the technical support is based on the specific needs of the individual Clerk’s officeServices are provided from qualified FCCC technical staffOnsite and remote support are availableParticipation is voluntary

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Goals of TAP

Provide the highest level of support based upon individual needsEmphasize proactive supportProvide a single point of contact for all technical support, if desiredOffer a wide variety of specialized technical servicesRespond to customer requests in a timely, courteous mannerMinimize System Downtime

FCCC Data Vaulting Solution

The FCCC Services Group is partnering with Hayes Computer Systems and EMC to provide a Data Vaulting Solution to ClerksEach participating Clerk will purchase a local data storage appliance manufactured by EMCThis device can be easily integrated into the existing IT environmentThe local device will be networked with the Central Vault in Alpharetta GA to provide a comprehensive solution

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QUESTIONS/COMMENTS/DISCUSSION

Technical Services

12/05/2012