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