PROTECT User Group Combined Minutes from Fall 2009 Meetings

Transcription

1 ABOUT DA IT 1. DA IT provides IT services to 70 Wisconsin DA offices 2. DA IT budget provided through the state biennial budget process. We have a specific spending authority annually which we can not exceed. 3. We work with the WDAA IT committee to determine priorities 4. We are an IT dept a. We have no attorneys on staff b. We depend on attorneys from DA offices to provide us information about statutes and charging language 5. Primary challenges: a. No central decision making authority for DA offices. Each office has autonomy. Although there is interest in more consistency in terms of using PROTECT, there is no way to mandate this. b. Need to develop one application (statewide) that meets the needs of all offices. c. Often get conflicting requests for changes. What is important to one office is different than what is important to others. ABOUT YOUR WORK THE CHALLENGES YOU FACE 1. Day to day challenges in the office: coworkers, office management a. How to make everyone happy? b. Internal cooperation, communication about case information not always happening c. Attorneys i. How to get attorneys included? Currently many out of the loop ii. Each has different preference for how documents should look, read iii. May think something is wrong because it is different, may think charging language is inaccurate. iv. Different offices have different expectations of how much work attorneys will do. Some don t allow attorneys to enter anything, some enter charging decision. v. Train attorneys at SPET. Could PROTECT training be mandatory? Example: CLE credits vi. Tips just for attorneys, such as deleting s, or using PROTECT d. Staff i. Training new staff on PROTECT ii. Not everyone in office using PROTECT, or not using in standard way. iii. Staff has different skill and comfort levels with technology. e. Hard to find the time to learn about new features, reports, etc. f. Lack of office-wide Policies & Procedures or Best Practices g. Too many distractions, phone calls, interruptions h. Screen resolution varies among staff PCs, which means PROTECT and other applications appear differently on some workstations. i. On some, the application fills the whole screen; on others it is small in the upper left corner. ii. DA IT doesn t force a standard screen resolution as each of our customers may have different needs based on vision/eyesight. 2. Tight deadlines, fast pace a. Example: Detention hearing, 72 hours to file, paperwork has to go through so many people that it comes down to the last minute. b. Example: Clerk making last minute court changes to schedule. 3. Heavy reliance on paper file a. File has to be in more than one place at one time. b. Attorney writes notes in file, PROTECT not in courtroom. c. Victim Witness staff are not always in front of their PC, lots of manual notes in paper file. 4. Scanners a. Would like ability to from a scanner directly instead of scanning, saving electronic document and ing it. 5. Transcribing interviews a. Interviews are recorded by law enforcement and DA offices are being asked to transcribe. In some counties, judges are asking DA offices to do this, in others, law enforcement is handling. Wisconsin District Attorney IT Program Page 1 of 11

2 b. Question on whether DA office is an unbiased entity for this task? Some offices have hired court reporter to do, but this is costly. 6. PROTECT Tip of the Week a. Information might be contrary to office policy. Example: co-actor, co-defendant cases 7. System Slowness a. Everything is slow since removing local server not just PROTECT. b. Hopeful for change in future. WAN accelerators? For now, remember that bandwidth is affected by streaming audio, video 8. Moving between paper and electronic records is constant challenge. a. Feels as though On the bridge need to do it both ways, live in both worlds. b. Want to use PROTECT for everything. Attaching everything, including video files. c. Caution from DA IT that audio and video files should not be attached at this point to limit size of database. Users want ability to attach these large files. d. All felony files/recordings/videos have to be stored by law 9. Information sharing with other DA Offices a. Portage County not on PROTECT or CCAP. b. Would like to see more sharing across state borders, not just county borders. c. Would like to see other DA Office s criminal complaints. This likely will not happen through DA IT, but may happen through the courts / CCAP website. d. Criminal history is only accurate if defendant is booked, so PROTECT records may be more accurate than other information sources 10. CCAP Access a. Not everything we need to know is in PROTECT, still having to look at CCAP. b. Don t want to lose CCAP access. c. Limited juvenile access is problematic. 11. Working with Clerk of Courts a. Clerk not accepting filing based on incorrect statute, clerk not realizing that DA office gets to decide what is correct. b. Clerk not notifying DA office of some court proceedings - no court event is created in CCAP software, so no electronic notice comes into PROTECT. c. Different judges run their courtrooms and handle cases very differently. d. Clerk telling DA Office that complaint doesn t match citation, so will not accept complaint. (It does not have to match clerk should contact their own helpdesk for guidance in this matter) e. Disposition i. Clerk does not close/dispose of cases in timely manner. Remains open/pending for months after it closes in court. As a result, criminal histories not accurate. ii. Easier to get/see dispositions on WCCA than in PROTECT f. Reminder to all DA Offices i. Clerk should contact the CCAP Help Desk if clerk is not sure how to handle scenarios within their CCAP software. ii. Elected officials from each side must work out non-technology, people/relationship issues. 12. Contested Citations a. Would like to see the date of the next upcoming court appearance i. Depends on what clerk is entering in CCAP, in some counties, DA IT receives date the defendant plead not guilty, which is in the past. ii. User wants date of the next future court appearance. If DA IT enables this in future, it will all depend on what clerk enters. b. Clerk not entering organizations in organization field, using last/first name. Hence, does not match PROTECT record. 13. Working with Law Enforcement a. Referral information not always accurate, incorrect. Wisconsin District Attorney IT Program Page 2 of 11

3 i. Different agencies all use different referral sheet. No standard throughout county b. More information needed in officer s probable cause. c. Timeliness of Arrest Information i. If arrest info comes in after case is filed, some offices give arrest info to Clerk s office. In smaller counties defendants are often not held in jail until Initial Appearance and so the arrest may not happen when referral is written. ii. Default ability for booking agency d. ecitations i. Not coming in ahead of defendant In Custody ii. If office rejects the ecitation, the Clerk does not get citation information electronically with the new case filing and has to re-enter it manually. Solution is to talk to law enforcement. iii. Sometimes the paper does not match the incoming electronic record. The officer may have made a manual change to the paper after submitting the electronic record. iv. Law enforcement not installing patches as they should, not using systems as they should which has a negative domino effect in the DA office. For example: OAR problems. Each agency should contact their local TraCS Coordinator with questions. e. ereferral i. Law enforcement agencies doesn t see advantages. They don t want to enter information in their system just so the DA side can get report instead of paper ii. Unwillingness of law enforcement to build ereferral interface to PROTECT. Reminder: programming specifications are on the DA IT website. iii. Challenge is that there s no state-standard RMS system. GJXDM (Global Justice XML Data Model ) is a standard language that is available to all LEAs, and works with the ereferral interface, but some LEAs still don t want to participate iv. Some counties have submitted a grant to OJA to cover expenses. May vary from $14K to $45K. v. DA IT website has a post about VisionAir (LEA records management system) currently in Sauk County. VisionAir now includes the ereferral interface with any new installation. f. Little collaboration when integrating new technologies and procedures. Law enforcement doesn t understand how their actions affect DA Office i. Example: LEA decided to information instead of send paper and told DA office to just Figure it out g. Can be difficult to get officers in to sign complaints in time for case filing. Some offices swear complaints over the phone; others fax complaint back/forth. h. Some practices that are working well in other counties i. Uniform referral sheet. Hand written or print out from LEA s records management system ii. Consortium of agencies that work together on technology 14. Discovery information a. Data is coming in from different agencies in a variety of different formats. b. Software for viewing/playing media files i. There s no standardization of software among law enforcement agencies. How to convert to format that is useable in court? If DA office is not able to read the incoming file, office gets into the middle of discovery issues, timelines not being met ii. DA IT should just assume that if one person in a DA office needs the software installed, others will too. Office manager could give the Help Desk a list of workstations and coordinate an evening where the push would happen. Currently, each person from DA Office has to call in separately. DA IT policy on reading files should it be loosened, have exceptions iii. Some DA offices make the sending agency put data in a compatible format. iv. How many office PCs need the viewer software? Some offices have dedicated PCs to receive all needed software and attorneys go to these workstations to view files. The designated PCs are made known to all in office. PCs are wheeled into courtrooms when needed. Other DA offices want software loaded on all PCs. c. Request to all DA offices who have found a way to handle this process to share with rest of the state. d. Some DA offices are copying CDs and charging recipients/defense attorneys. Some are asking that LEA send duplicates, putting onus on LEA. Some offices are charging between $5 and $20 for a CD or DVD. e. Where to store these files? i. Can DA office attach these larger files (video) to a DA Case in PROTECT? DA IT asks that you not do this. While PROTECT allows you to do so, this will quickly eat into your overall storage Wisconsin District Attorney IT Program Page 3 of 11

4 space, which in turn will affect performance/speed of PROTECT. DA IT is currently working to address customer need for more storage space. ii. Reminder to all that any files be stored in ONE location. Don t save in Inbox AND on S drive, etc. Save in one place. f. Offices that have ereferral can receive all electronic attachments with the electronic referral (if the vendor has allowed for this), not via a separate into their Outlook Inbox. When the ereferral is accepted into PROTECT, so are the electronic files. g. Reminder to all that the size of your profile affects the performance of your PC. When you log on each morning, check your profile and call the Help Desk if you find it is larger than recommended size. 15. Restitution a. Would like to see/track statistics, figures, and amounts in PROTECT. Ability to know what victim was entitled to, what was requested, what was ordered, paid out, etc. Amount of restitution requested over given calendar date range. Judges want to know how much rest was ordered vs. collected. b. DOJ is trying to get a statewide policy on restitution. c. Clerk of Courts should be able to run these stats if they re collecting it. d. Some counties collect it themselves, others have no real method for collecting restitution e. Drawing line between court and VW responsibility. VW program is often the one determining what amount should be ordered and court follows that. 16. Keeping track of all there is to do on a case a. Time consuming; always have to page through the paper file to see what s needed. b. Paper file has checklist - want something like this in PROTECT. Each office could add own items to the list. Wouldn t have to rely on the paper file. Any user, attorney, could check off items on the list. 17. Records retention a. Some counties moving toward digital imaging to preserve files. Still have to keep paper for a period of time. Does Legislature need to change law on records retention? b. Phil Werner might be able to assist. 18. Sending Judgment of Conviction (JOC)/case outcomes to Police Departments is time consuming. Would like better way to do that. a. In some counties the COC s JOC to DA office. In others COC not sending at all. b. Political issues, LEA not wanting to take advantage of existing software (WIJIS Justice Gateway) c. In one county, DA sent memo to LEAs putting onus on them to look it up. d. WJIS Gateway is tool available to any LEA. Managed by OJA; contains prosecutor info from all 69 PROTECT offices similar to information on DA Inter-County Query website. LEA needs to contact OJA for access. Also have access to other LEA information; incident information, contact with case parties, etc., as well as CCAP (public) data all from one place. e. JOC from courts does not have DA Case number IF YOU COULD CHANGE THREE THINGS ABOUT PROTECT, WHAT WOULD THEY BE? 1. Co-defendant cases. a. Defendant #1 - Counts 1-4, Defendant #2 Counts 5-8. Some counties need ability to have two sets of counts 1-4 on same complaint. b. Document Generation: tiresome having to attach same document to multiple DA Cases c. Case status doesn t apply to all defendants. d. DA Case Assignments i. Juvenile and adults on same DA Case, more than one DA/ADA ii. Unit assignment is difficult need multiple unit assignment ability, Gun, Gang, Drug Robberies are horrible w/ co-defendants iii. Can t assign more than one Attorney, more than one VW, more than one unit. e. Many counties now using separate DA Cases just because of PROTECT confusion f. Most counties want to put all defendants on same complaint. g. Person tab current/closed cases grid display case info is not always related to the person on Person Tab; may be for a co-defendant. h. Court case numbers seem to be getting associated to the wrong case party Wisconsin District Attorney IT Program Page 4 of 11

5 i. VW concerns i. Reminders don t work well with co-defendant case, cannot make conditions specific to one defendant on case ii. Victims are entered on all DA Cases, resulting in double counting on reports. iii. Would like ability to associate service to specific defendant/victim combination. iv. If we create separate cases, we have to enter victim notes on all cases j. Need to more easily see just one defendant s information as well as the whole case; need an easy way to toggle between the two views. k. Need the ability to transfer information from one case to another, or to apply an action to more than one case at one time. l. Need ability to apply same action to more than one person at same time ( same address, same VW note, Victim service) 2. Charge Maintenance Screen a. Charge grid at top. When updating count number and charging language on one charge, after saving the selected charge at the top moves to the bottom charge in the list. The selection instead should remain where it was. 3. Statutes and Ordinances a. Attorneys don t like the way penalty section is displaying in a separate paragraph on OWI 5 th and 6 th. b. Reminder to all - let DA IT know as soon as possible whenever any changes to statutes, penalties occur so that we can update central server accordingly. c. Wish they were all unhidden d. Wish they all had charging language. e. Hard to find statutes in PROTECT would like to search by text not number f. Ability to store Ordinance language in Statute Admin 4. DA Case Notes a. Especially important with trend toward a paperless office b. Need a quick way to take notes into a case since not handwriting on paper file c. Quick way to track an offer made in court 5. Event Notes a. Difficult to find. Would like one place for all notes for all events. b. Office is adding notes on the CCAP event, but then needs to search for each separate event, open, view, etc. Example: After court, paralegal adds attorney s notes from court. 6. Relationships a. Ability to expire as of a certain date. b. Want to see relationships on certain case types, not on others (Juvenile vs. Adult) c. Want to see on cases based on incident date (used to be married, now divorced; no longer want to see spousal relationship) 7. Juvenile cases a. Want some level of viewing security, not all should have viewing rights. b. Ability to separate from adult cases. 8. Referral Types a. Ability to track Opinion or Review only referrals. 9. Agency Case Numbers a. Auto-check on number during intake so already-entered cases can be found. 10. Track officer vacation or time off a. Ability to incorporate an officer calendar into PROTECT, with ability to run reports. b. Also want a list or report of upcoming subpoenas for one officer c. Offices currently keeping separate Outlook calendar or spreadsheet. 11. Search Screen Wisconsin District Attorney IT Program Page 5 of 11

6 a. Ability to do wild card search by statute b. Ability to search by more fields at one time. Note: cannot search by a person field and a case field at same time. 12. Victim/Witness events a. Contact VW: would like the Case Party field to default to a victim or witness. b. Add more VW events for tracking time in court c. VW staff track time spent on each task. In VW Events, time should auto fill whenever possible and use current date/time defaults a. Integrate more completely with document generation b. Quickly case parties. Pull up a list of parties and addresses instead of only showing Outlook contacts c. Easier way to save an to PROTECT from Outlook. d. Save text as a separate contact or event e. more than one document at one time 14. Document Generation a. Want some way to back out after generating the document. The Do you want to update? Message should include a Cancel in addition to Yes, No b. Subfolders for organizing generated documents in Document Generation Screen c. New bookmark that would format multiple court dates as: March, 12, 13, 14, d. Based on user logon ID, profession, have the Document Generation screen default to the proper document category e. Ability to click a document and print right from this screen f. Preview template before generating document. Hover over template name and see tip or the full, long name of the template. g. Once looking at category, ability to type document name and jump to it in drop down list h. Ability to open a document as read only. Multiple people often need to look at the same doc, but not edit. i. No search mechanism in PROTECT for finding generated or attached documents: if attached to PROTECT, gone from S drive, can t search j. Ability to create multiple docs at one time, possibly using different templates, for same defendant k. Attach multiple docs at once, select more than one, attach at once 15. Manage Subpoenas a. Way to serve or cancel multiple days at one time, rather than clicking each day separately b. Track fees c. More Subpoena-related reports 16. Person/Professional Records a. Ability to track more than one agency for a professional. All can be current associations or some can be expired. Many officers work for more than one agency. b. Add field to indicate person s primary language c. Gang tracking i. Ability to track more details as to what identifies a person as a gang member. Gold teeth, grills, tattoos, etc. d. Person demographics i. Some things in PROTECT, such as hair/eye demographics don t match other case management systems. Example: Other systems don t have blue as a hair color option. ii. Order demographic fields on PROTECT screens according to how they appear on state IDs e. Contact Information i. Format phone number fields for phone numbers instead of free text ii. Create separate field as opposed to contact type iii. Display fax info on Person Tab iv. More contact info on Person, Victim and Witness Tabs. Too buried right now v. Ability to track international addresses and phone numbers vi. Ability to track unknown addresses Wisconsin District Attorney IT Program Page 6 of 11

7 vii. Need an audit trail to see who changed an address and when 17. Restitution Module a. Even though clerk may be handling more, or office may hire private agency to deal with bad checks, the DA office is still tracking a lot of restitution. b. Need to track what restitution is for, who pays, who is owed, notes as far as the agreement on what should be paid per month, monthly payment amount, a breakdown per victim c. Ability to make calculations, see the payments made, the balance due d. Bad Checks - check number, check amount. e. Clerk is tracking a lot. Interface with CCAP? f. Way to track on case and person level. g. Create bookmarks for document generation 18. Intake Screen a. Would like a simpler, more straightforward method for manual new case Intake. b. Would like to see auto save or allow save as you go c. Too easy to make mistakes and accidentally add a case party to the open case when a phone call comes in 19. Case Parties a. Ability to change a case party s role without having to go through Intake-Edit. LEA may refer as other then DA office changes to Victim. 20. Judges and Defense Attorneys a. Want to see Judge on Case Tab, not just on Case Events Tab because it s faster than scrolling through Case Events b. Want to see the change or expiration dates of case re-assignments. c. When there are multiple defense attorneys, it s hard to know who the current attorney is. If expired in CCAP, expire in PROTECT. d. For billing, hard to know if public defender was court appointed. 21. Mug Shots a. Should be associated with a person b. Ability to add from Person record, not via document generation c. Should be able to expire and keep old photos 22. Change of Address Notifications a. Allow auto-updating of defendant addresses from CCAP Interface; allow user to choose between CCAP and PROTECT address. Like in ereferral, where user can compare addresses and accept appropriately, add as alias, etc. 23. Victim and Witness Service Requests a. Need Witness Services just like we have VSRs. b. Challenge to provide witnesses with the same services as victims c. Could also combine victim and witness tabs into one tab since victims are often witnesses. d. Need to be highly customizable, each office can add own items, check boxes. 24. DA Case Assignments a. Need easier way to assign cases to attorneys b. Would like to see defendant s history within PROTECT more easily. Need to know previous case assignment, dispositions, etc. in order to know who gets him this time. c. Ability to mass re-assign DA Cases i. Example: Attorney becomes judge and all his/her open/pending cases need to be re-assigned. ii. Needs to be based on case status d. See all unassigned cases in one place, then assign (similar to View/Assign for events) i. Need to see some case information too, like other active cases, similar to what s on Person tab already 25. CCAP Interface Wisconsin District Attorney IT Program Page 7 of 11

8 a. Civil cases. i. Some clerks are adding DA Case number - Probate cases? ii. Since there isn t a data field for DA Case number on a civil case in court s software, DA IT recommends DA office talking with clerk. b. Working with Clerk and CCAP i. Run failures report, user knows failures are due to the way clerk is entering information, tries to speak with clerk, but clerk is not receptive. ii. Do some counties have a collaborative Justice Partner group? c. PROTECT should update Court Case # when new Court Case# is sent from CCAP. i. If clerk types over the existing Court Case # in their system, the PROTECT-CCAP Interface is broken. Incoming court events don t reach the DA Case. User needs to catch the error and update the Court Case # manually in PROTECT to restore CCAP Interface. d. Clerk of Court documents i. Would like to see documents that the clerk of courts is scanning and putting into CCAP. Example: Bond information 26. Consolidating person/professional/organization records a. Need easier way to determine which person has the fuller record before adding to consolidation queue b. More information on the consolidation screen so user can determine which person should go into which. Example: compare two records to see where different, one name with hyphen, one without. c. Sometimes you have to choose the lesser of two evils and address information is lost in the consolidation. Would like method for bringing over addresses, other demographics as alias during consolidation 27. Ability to track what s next on a case, maybe on Person Tab 28. Person Tab a. Add In Prison or In Jail, similar to In Warrant. b. Should In Custody information be in the Gateway? 29. Reminders a. Ability to classify or assign a status to a person which would work together with Reminder. b. Way to track Writs needed for events based on In Custody status. 30. ereferral module: Contested Citations, ecitations and Electronic Referrals a. Ability to change court event date on ereferral screen. Example: Office wants to let referral sit in queue until the date is closer rather than accepting into PROTECT and then changing date. b. OWI might come in January, the PAC won t come in until Feb, and then Hygiene Lab report comes in March. Office doesn t want to accept referral from ereferral Queue until all supporting docs are in, until referral is complete c. Duplicate person records are being created in PROTECT if the incoming person name is slightly different from what s in PROTECT, such as no hyphen in a Hispanic surname. d. Need ability to quickly find a record in the queue, jump to record quickly e. Takes too long to enter multiple referrals, citations one by one. Want ability to add multiple records to same DA Case at one time, not one at a time. Is this slower than manually adding them, outside of ereferral? 31. Amended Charges and CCAP Interface a. Amended charges, Amended complaints; what is the best procedure for doing this? b. Example: originally filed 5 charges, then amended complaint has 2 of original 5. Want to see what happened/disposition of other 3 charges; wants a historical document. Can only see now in PROTECT. User must scan through generated docs to see charge history. c. The job aid may not address all scenarios for charge amendments, too simplistic. d. DA IT misunderstanding of how offices dispose charges in real world. 32. Policies and Procedures for other cases a. Way to track work done on pre-referrals or reviews. i. Use case types Review, Search Warrant, Inquest ii. Use the role of other or suspect instead of defendant Wisconsin District Attorney IT Program Page 8 of 11

9 b. Need way to track an address without associating it to a person, such as address where drugs are located. c. Do not want these cases to trigger a Reminder or appear in Search Screen i. Reminder condition of NOT this case type/ referral type similar to batch printing conditions. 33. Judgment of Conviction (JOC) in PROTECT a. Want a copy so can send to LEA. Some clerks JOC to DA office b. Office could notify LEA when case is closed and have LEA look up info on WIJIS justice gateway. c. Office could receive Reminder, then run DA Case Details report, send to LEA. d. DA IT is waiting for CCAP to implement this change (send the actual JOC via the interface). e. Ability to auto-notify LEA about closed cases 34. Special Prosecution cases a. Need a better way to handle, especially when one county does prosecution, and another handles the VW aspects b. Could the case be treated differently via the CCAP Interface so that both counties can benefit? c. s from DA IT explaining a CCAP Failure are helpful as DA Office can forward to Clerk and Clerk can call CCAP help desk. 35. Reports a. Names are confusing. b. Ability to preview of report layout before printing c. Exporting is too difficult d. Phil Werner report requests - beyond DA Metrics Report, is asking for JUV data, how many writs, etc. Not sure how to provide. DA IT collaboration needed? DA office needs to know in advance of the reporting request so can track proactively. More by file date. e. Ability to run reports from Inter-county query f. Ability to choose multiple values per parameter: Statutes, Units g. Ability to use wildcard on statute fields h. Would like more reports to perform check and balance i. Example: Compare cases with Domestic case type vs. domestic enhancer. j. Example: Compare cases with Sex Assault case type vs. sex assault charge/enhancer k. Ability to run reports by case file date, in addition to referral date. Currently calling courts for filed case information. 36. Ability to have two cases open at same time and toggle between 37. Overall User Interface: use more common language, laymen s terms 38. Add field for tracking the DA case Close Out number 39. Misc a. Like the ability to hide, control aspects of PROTECT via PROTECT Admin. YOUR FEEDBACK - WHAT WORKS, WHAT DOESN T 1. Communication a. is best b. Like ability to check remotely c. Website - DA IT may be introducing an intranet. d. PROTECT Tip of The Week - great. Keep them to one page e. s from Techs i. Good, not too technical ii. Maintenance s that go out: Tell users why we re asking them to log off their computer after X:XX PM rather than just telling them to log off without detailing reason. Could break out the into levels of description, begin by using Normal Speak or laymen s terms and then end Wisconsin District Attorney IT Program Page 9 of 11

10 with Geek Speak description of the issue or work being done for the customers that are interested. iii. Tech Tip of the Week would be helpful. Example: How to check size of profile and why it matters. f. Intranet Ideas i. Place where users can share template ideas ii. Lifecycle schedules iii. PROTECT Policies and Procedures iv. Appropriate and Internet use v. PDA use g. DA IT Website i. Some users never go to the site. Need a link in an to click, needs to be easy, can t find the information if I go there on my own. I forgot it was there ii. Several people go to the site on their own. For some it is their browser home page. 2. Training a. Regional training i. Too far for northern counties to travel. Need options North of Wausau. ii. Separate Victim Witness class needed. Separate day or at least separate times within same day. Would really like separate Victim Witness classes at the advanced level iii. Report only training iv. Training should include information on how to create a PDF file (appellate briefs) v. Offer more frequently where number of users is greatest, this is where staff turnover happens most vi. Never seems to be the right time to get away from office for a full day b. Web based training i. Interested in short, one-topic modules. Increments work better than being gone all day. ii. Some users couldn t get video library to work c. Other application training i. Microsoft Office Applications: Some counties offer this, some don t. ii. General interest in DA IT offering training in Excel (Use discovery billing as example), Word and PowerPoint iii. Microsoft website (Microsoft.com) has training videos on Excel, Word, and PowerPoint. iv. Would like training on how to use some of the video editing, viewing software. v. training, archiving, tips, etc. b. Interested in training via conference calls, 1 or 2 hour classes that cover a specific topic. c. Some customers find it more beneficial to go to a class in person rather than watch videos, or look through book 3. Help Desk a. Great, very helpful, very valuable b. Don t want Help Desk to tell me what page in the User Guide I can find it, not helpful. c. OK with showing caller in the User Guide, as long as also helps with issue. d. Service can be inconsistent. Usually very good, but it s important that caller always is made to feel welcome and encouraged to call. e. Perhaps Help Desk doesn t realize that each office does things differently f. Usually will go the extra step to get the answer h. Only want to spend a few minutes. i. Would rather the Help Desk calls them back, don t put on hold. g. Request to resolution to user instead of playing phone tag DA IT PROGRAM PRIORITIES FOR FY10 1. New platform for PROTECT a. PROTECT was built in late 1990 s. Since it operates on an older platform / software foundation, DA IT is unable to take advantage of new technology and it is difficult to maintain. b. New look and feel, same or better functionality. c. Developers currently working on the bones of the application. Wisconsin District Attorney IT Program Page 10 of 11

11 d. Hope to have something to show PUG by Spring of e. DA IT will solicit feedback along the way, via short conference calls, video cast meetings rather than waiting until everything has been developed. 2. DA IT program priorities for FY10 a. Moving server hardware to the State Data Center. i. DOA location then becomes disaster recovery center. ii. More redundancy, more failover. b. Archiving strategy, more storage space for users c. Identifying strategies for remote access, wireless access d. Hardware changes for next lifecycle i. Laptops for attorneys with a docking station, full size monitor, full size keyboard. ii. Allows use of laptop as a regular computer iii. Non-attorney staff will receive new desktop PCs (new CPUs are size of a small shoe box) and flat screen monitors. e. efiling i. True efiling means the paper criminal complaint is not needed. ii. Electronic signature can be thought of as a hand shake between two servers iii. Sauk, Waukesha and Eau Claire Counties are currently piloting the sending of amended documents through the interface with CCAP f. PROTECT Checkups i. Analysts re-visit DA offices that have had PROTECT for several years to work with them on implementing Best Practices ii. Voluntary basis only. Offices can contact Help Desk to request a checkup. NEXT STEPS 1. Sharing Best Practices a. WDAA: capturing full workload anything that comes into the office. i. For DA case load statistics ii. So that PROTECT data can be collected to represent DA Stats instead of CCAP stats. iii. From point of referral, not from point of case filing. b. PROTECT Best Practices and Policies and Procedures from other DA Offices 2. Future Meetings a. Once a year in person b. As needed via conf call and/or video conference c. Best time of year late April, early October. Wisconsin District Attorney IT Program Page 11 of 11