Portal Change Advisory Board Report

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Logan Aubrey Greene
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Portal modifications that has been reviewed by the Portal Change Advisory Board [CAB].

1 1/9/2019 Portal Change Advisory Board Report s to the Florida Court E-Filing Portal Authority Board This document contains a list and supporting documentation of requested Portal modifications that has been reviewed by the Portal Change Advisory Board [CAB]. Each request contains a recommended priority made in collaboration with the E-Filing Portal Team.

2 Spreadsheet contents Column Heading HEAT Ticket # Ticket Description Complexity Description The reference number for each Portal/CCIS change request. Click The HEAT # to jump to the supporting documentation by ticket number to see a more detailed description of the enhancement request. This number is also used in subsequent release notes when the software is implemented. A short description of the Portal/CCIS change request Describes the level of difficulty to implement the modification. The complexity reflects the number of systems involved or coordination involved by multiple parties to complete the modification. Low Changes isolated to the portal in a narrow functional area Medium Changes isolated to the portal in multiple functional areas Submitted by CAB Input High Changes require adapter modifications, clerk configurations, and/or modifications with the clerks CMS Entity that has submitted the enhancement request The assessment assigned to each ticket for recommendation to the Authority Board. 1 - Schedule for Release 2 Important 3 - Medium Importance 4 - Low/Awaiting guidance 5 Bug 6 Seek Guidance 7 Research Needed 8 No Action to be Taken Release Schedule for 2019 CAB for Month Activity 02/07/19 03/08/19 FCTC - Destin 02/26/2019 EFAB Meeting at Winter Conf. 05/18/ Portal Release 06/25/19 06/27/19 FCCC Summer Conference 07/20/ Maintenance Release 08/22/19 08/23/19 FCTC 10/26/ Portal Release 11/14/19 11/15/19 FCTC 01/04/ Maintenance Release List Page 1 of 28

3 January 8, 2019 Meeting Ticket # Description Complexity Submitted by Allow the Clerk to view detailed configuration through the Admin Docket Codes menu Medium Lee 3 Medium importance Allow a submission to be partially accepted in Portal Review Turn filings red or highlight filings 3 days (72 hours) after filing Cover sheet to show both main and sub category of case type filed When a corrupt document is submitted, immediately to Correction Queue and advise filer Change E-service List to default to all selected Advise E-service list recipients when a submission that was sent to the Correction Queue is removed from the Correction Queue (by the County) and processed Screen for corrupt documents when a filing is submitted (same as above) Add Recorded as a Filing Status under the Search For Filings option Add CMS confirmation number to the audit trail for DOR submissions Add the ability to initiate a new case to the Clerk filer role file transfer to another county Outside SOW Lee 8 No Action Taken Low Lee 4 - Low Low Duval 4 - Low Medium Seminole 1 - Schedule for Release FCTC Attorney 6 Seek Guidance from FCTC Medium Escambia 1 Schedule for Release Medium Duval 1 Schedule for Release Medium Miami-Dade 1 Schedule for Release Medium Miami-Dade 1 Schedule for Release Medium Orange 7 Research needed where is CCIS in this process Page 2 of 28

4 Add a bypass Clerk Review option for a case type so that the submission goes straight into the CMS When no E-service is selected, show the NEF and show that no E-service Recipients were selected Change yellow exclamation mark to red when an address has received more than 5 bounce backs and present a warning message to the filer Add case number to the official file stamp that is affixed to the docs Low Hillsborough 7 Research needed ask Hillsborough to join next meeting Low Dade 1 Schedule for Release Low FACC/Carolyn 1 Schedule for Release FCTC Lee 8 No Action Taken s 1 Schedule for Release 5 - Bug 2 Important 6 Seek Guidance 3 Medium Importance 7 Research Needed 4 Low 8 No Action Taken Page 3 of 28

5 Software Release PCAB Meeting Date 01/08/2019 HEAT Ticket Date of Request County Lee Short Description Request ability to see which docket codes are associated with a case type Would like to be able to view via the Administration Docket Code screen document types already assigned to a docket code When Portal Administrators are reviewing document types already assigned to a docket code, we do not have the ability to view this via Administration Docket Codes in the Portal. These appear blank when viewing this in that menu. However, we can view the mapping if we access it via Administration Case Type Codes. We would like for the Portal to allow us to view the configuration via the Docket Code. We understand that each case type within a division may have a unique document type mapping but having to click through each case type to view this information is very cumbersome. Currently, no report options exist to capture this data as a workaround. Page 4 of 28

6 We are referring to not being able to see the CM Document Type assigned to the docket code via the Docket Code menu. For example If I go to Admin Case Type Select the Division: Circuit Criminal Double click on Felony Go to the Associated Event/Docket Codes tab Double click on Code AFFI Affidavit The following prompt appears that allows me to view the document type assigned that interfaces into Odyssey Page 5 of 28

However, if I go to Administration Docket Codes Division: Circuit Criminal CMS Code: AFFI Affidavit and double click it Click on Associated Case Type Codes tab Click on Set Common Docket Properties

document types being assigned. However, this appearing blank is misleading since the code is actually configured.

7 However, if I go to Administration Docket Codes Division: Circuit Criminal CMS Code: AFFI Affidavit and double click it Click on Associated Case Type Codes tab Click on Set Common Docket Properties link The prompt appears but all fields are different I recognize that docket code ID s could be shared amongst various Case Types living in the same Division which could lead to various types of document types being assigned. However, this appearing blank is misleading since the code is actually configured. It would be beneficial to the Analyst configuring these codes to have a break down instead appear on this screen that shows the different document types per case type in this division. If financials are related to the code they would also appear blank here, but not in the Case Type properties. For this Criminal example it s fairly easy for the Analyst to determine what the code is since there is only one Case Type Felony for the division. However, in the Civil and Page 6 of 28

8 Probate Divisions, there are over 30 on each going through all the clicks per each case type for these divisions to determine the document type for each docket code is very cumbersome and is what we are currently doing since eportal does not provide us any reports for this. 3 Medium Importance Page 7 of 28

9 Software Release TBD CAB Meeting Date 08/14/ /08/2019 HEAT Ticket Date of Request 07/03/2018 County Lee Short Description We would like to be able to partially accept a submission Clerks would like the ability to send a document to the Correction Queue but able to accept other documents within the submission. We would like an enhancement for Portal PROD to look into a system enhancement of accepting partial filings and being able to reject others. There are times when a filing is received that includes multiple documents within. The Clerks would like the ability to send one document to corrections but still be able to accept the others. A submission cannot be partially accepted. The entire submission which includes all documents submitted will be sent to the Correction Queue. New Information: This would have a great impact on submissions that include a filing fee. The fee does not process until the submission is accepted. This also is contrary to the way the Portal was designed. Carolyn: I would recommend that we table this enhancement request until we have made all other requested enhancements. This would be a re-work of the way the Portal is functioning. It would be a major enhancement. Added for the 01/08/2019 meeting. Would not benefit the counties at the time and could create more problems with fees in particular. Collier county would not like that ability and St. Lucie agrees as does Miami-Dade. 08/14/2018: 7 Research Needed 01/08/2019:8 No Action Taken Page 8 of 28

10 Software Release CAB Meeting Date 01/08/2019 HEAT Ticket Date of Request 07/18/2018 Short Description Highlight overdue items County Lee Clerks and the leadership teams would like to be able to quickly see which submissions should be worked first and are overdue. We would like for Portal PROD to look into the possibility to turn filings red or highlight filings three (3) days (72 hours) after filing. This functionality would help the Clerks and leadership team to see which documents should be worked first and are overdue. Would like it more visual and not filter driven. Would these submissions over 72 hours be highlighted in every work queue? Brevard why can t they just sort by date Miami-Dade don t see the need Walton could be a benefit but a low priority customize by county Duval would not affect Duval and they should be able to sort by date fairly easily Alachua if an easy thing to do and does not cost a lot of money, it would be helpful Polk internal system so will not use 4 - Low Page 9 of 28

11 Software Release CAB Meeting Date 01/08/2019 HEAT Ticket Date of Request 09/04/2018 Short Description Civil Cover Sheet amendment County Duval Currently, when a filer selects one of the Sub categories, it does not check the Main category as well. Our clerks have requested that both the MAIN category and the SUB category be checked on the cover sheets. For example, they would like both the Other and Circuit Civil Not Applicable to be checked. Currently, when they select one of the SUB categories, it does not check the MAIN category as well. Page 10 of 28

12 Amend the Civil Cover sheet. Page 11 of 28

13 4 - Low Page 12 of 28

Software Release PCAB Meeting Date 01/08/2019 HEAT Ticket 1178353 Date of Request 09/12/2018 County Seminole Short Description If the Portal finds a corrupt document, send the filing back to the

14 Software Release PCAB Meeting Date 01/08/2019 HEAT Ticket Date of Request 09/12/2018 County Seminole Short Description If the Portal finds a corrupt document, send the filing back to the reviewer for both local and Portal review so it can go to Correction Queue Both Portal and local review counties need to be able to return a submission to the Correction Queue Document is showing corrupt in the Portal. Seminole county is Local Review so they never saw this error and the document populated fine locally. Timestamp is not on this document when received locally either. Page 13 of 28

If the Portal finds a document corrupt in a submission, send it back to the reviewer for both Portal and local review counties so that they can send it to the Correction Queue We currently

15 If the Portal finds a document corrupt in a submission, send it back to the reviewer for both Portal and local review counties so that they can send it to the Correction Queue We currently do this for submissions that contain a virus. County never gets the e-filing submission. Doc is immediately sent back to the filer via the Correction Queue. 1 Schedule for Release Page 14 of 28

16 Software Release PCAB Meeting Date 01/08/2019 HEAT Ticket Date of Request 09/17/2018 Short Description Change the E-service List to default to County Attorney Attorneys would like the E-service List to default to all selected We respectfully request that the Portal revert back to the Select All feature as the default on the Service List tab. Otherwise, through sheer neglect a filer can remove another party from being served, even though service on that party is required by law. There are rare circumstances when the entire service list is not required to be served when a document or pleading is filed with the Court so it makes sense to default to serve the entire service list unless a specific party is intentionally deselected. Change the Portal default to select all E-service recipients to receive service on the ServiceList tab. Collier, Brevard strongly disagree. People that should not receive E-service would receive it since the filer would not check. Alachua agrees that all should be selected and the filer should have to de-select. Duval should this not go before the FCTC since this was in place previously? 6 Seek Guidance take to FCTC, E-Filing Portal Sub Committee Meeting February 6 Page 15 of 28

17 Software Release PCAB Meeting Date 01/08/2019 HEAT Ticket Date of Request 09/17/2019 County Escambia Short Description Advise E-service List when a submission is moved from the Correction Queue and accepted for filing. The Service List recipients should be notified when a submission initially placed into the correction queue is subsequently removed from the correction queue, accepted and docketed. I realize that the scenario may rarely occur, but I think there needs to be some type of notification to all who were e-served when a filing that was initially placed into the correction queue is then subsequently removed from the correction queue, accepted, and docketed. Otherwise, the last notification received by the other parties is that the filing was moved to the correction queue for some deficiency, and the parties would not know that it was subsequently removed from the correction queue and accepted. So, yes, please make an enhancement request as you described below. Brevard, Alachua, Duval - agrees 1 Schedule for Release Page 16 of 28

18 Software Release PCAB Meeting Date 01/08/2019 HEAT Ticket Date of Request 10/15/2018 Short Description County Duval We received this document in our local case management system but it is corrupt and will not display (efiling # ). When viewed on the Portal, an error displays in the viewing window as well (using Adobe Reader as the view plug-in on IE 11). Is there a way the portal can screen for this type of error before accepting the document? This request seems to be similar to the request by Seminole County in # Similar to how we do a virus scan, can the Portal check for corrupt docs and if they are found advise the filer? Security dictates that the Portal virus scan all documents submitted. If a virus is detected the Portal will send the submission to the Correction Queue with a message back to the filer Filing # Document Not Filed by the Portal The Portal has detected a corrupted document. Please see important instructions below. New Body of Date: 01/10/ :44:45 PM Dear Filer: A corrupt document has been detected in the above-referenced submission to the Portal. The Document has been quarantined and it has not been transmitted to the intended Clerk s office and therefore, no time/date stamp has been placed on the document. This document needs to be replaced and resubmitted before it can Page 17 of 28

19 be properly filed. If the filing date is time critical, please go to the Correction Queue and resubmit a corrected document there. Instructions for doing so can be found here: link. If filed through the Correction Queue, the corrected document will receive a time/date stamp indicating the original date of filing. The original document will be deleted from the Correction Queue in ten (10) days. If timeliness is not an issue, you may simply file a new document after correction. If you chose that option, the new document will receive a time/date stamp indicating the new filing date. If you have questions, you may contact the Portal Help Desk here. 1 Schedule for Release Page 18 of 28

20 Software Release PCAB Meeting Date 01/08/2019 HEAT Ticket Date of Request 10/29/2018 County Miami-Dade Short Description New Filing Status Search for DOR submissions Counties need a way to research Department of Revenue submissions. Can we add Recorded as a Filing Status under the Search For Filings? We need as many tools as possible to help along the non e-filings that are sent to our Recording Unit by the Department Of Revenue. As it stands, we have no way to research these submissions as they are treated very different from e-filings. No reconciliation process for DOR submissions in the Portal. 1 Schedule for Release Page 19 of 28

Software Release PCAB Meeting Date 01/08/2019 HEAT Ticket 1193955 Date of Request 10/29/2018 Short Description County Miami-Dade When a customer submits to the erecording request service, they get a

21 Software Release PCAB Meeting Date 01/08/2019 HEAT Ticket Date of Request 10/29/2018 Short Description County Miami-Dade When a customer submits to the erecording request service, they get a pass or fail, that s it, no status. To get a status you have to poll the erecording response service. If DOR is sending to FCCC, and FCCC is sending to NewVision, FCCC will be the one to get the pass or fail, not DOR. Good Afternoon, Can we include in the audit trail for DOR submissions the CMS Confirmation # and/or any other identifying entries to help us with our reconciliation efforts? The two screenshots below show the audit trail for an Official Record filing (exhibit A) and a typical e-filing submission (exhibit B). We realize that the audit trails for efilings have been improved over several releases and it appears we are in need of this same attention to the DOR submissions. EXHIBIT A Page 20 of 28

22 EXHIBIT B Page 21 of 28

23 Software Release PCAB Meeting Date 01/08/2019 HEAT Ticket Date of Request 10/31/2018 County Orange Short Description Allow the Clerks to initiation a new case in the Portal Clerks would like to use the Portal to initiate new cases. Allow the Clerk filer role to be able to initiate new cases in the Portal. Initiate a new case to another county clerk. Transfer of a case from county to county. Alachua does not want to wait another two years for CCIS 7 Research needed. Where is CCIS in this process. Include Best Practices draft to include for the next meeting. Page 22 of 28

24 Software Release PCAB Meeting Date 01/08/2019 HEAT Ticket Date of Request 11/02/2018 Short Description County Hillsborough The operations side of the Clerk s Office would like to be able to add the bypass Clerk Review option to a new case initiation submission. For example, when a certain designated division and case is selected, that submission would go straight into the CMS and bypass Clerk Review. When the filer submits new cases of these designated division/case types, it would come across to our CMS and the new case number would be generated. The reviewer will not get involved. In the upcoming release there is a bypass option when the filer files to an existing case, based on the docket codes used, it is sent directly to our CMS without any reviewer process. We would like to see an option like this for case initiation based on a division and/or case type, sub type. 7 Research needed. Ask Hillsborough county to join the next meeting to explain the ticket request. Page 23 of 28

Software Release PCAB Meeting Date 01/08/2018 HEAT Ticket 1200970 Date of Request 11/20/2018 County Miami-Dade Short Description Change pop-up message when View NEF is selected and there was no one

25 Software Release PCAB Meeting Date 01/08/2018 HEAT Ticket Date of Request 11/20/2018 County Miami-Dade Short Description Change pop-up message when View NEF is selected and there was no one selected or deselected for E-service via the Portal The County thinks that there should always be an NEF generated so that they have proof that no one was selected for service. Is the View NEF button supposed to not display anything (see image below) when the filer has not designated any E-service recipients? If this is by design, this limits our ability to definitively verify whether there were any designees or not. See examples of this by looking at filing # (has designees) and # (does not). Page 24 of 28

26 When a person clicks on the View NEF button, if the submission does not have an NEF to display the pop-up message to the filer should day This submission does not have an NEF as the filer did not select nor deselect anyone for E-service via the Portal. 1 Schedule for Release Page 25 of 28

Software Release PCAB Meeting Date 01/08/2018 HEAT Ticket 1207243 Date of Request 12/11/2018 County Portal Team Short Description Make the bounce back emails more visible to the filer Multiple filers

27 Software Release PCAB Meeting Date 01/08/2018 HEAT Ticket Date of Request 12/11/2018 County Portal Team Short Description Make the bounce back s more visible to the filer Multiple filers that are receiving 129 bounce backs a month. No one is changing the bad addresses nor deselecting from the E-service List. I m working on my Monthly Report and we have a tab that lists all the bounce back s that individual Portal account users are receiving. We have quite a few where they are each receiving 129 bounce backs in any given month. This address elecfiling@wolfelawfl.com is an invalid address. This law firm has not changed the bad address on their users accounts and of course the filers are not de-selecting the bad address from the E-service List. I have diligently been trying to contact this Wolfe Law Firm to advise them of the issue but to no avail. We do track how many times an address bounced. So it possible to show a different icon (red exclamation mark instead of yellow) if number of times bounced is greater than 5 times. Also, if they do select an address that is bounced more than 5 times we can throw a warning and hope the filer picks up on it. Ronald R. Wolfe, inactive owns wolfelawfl.com Get filing submission number if possible and find out case participants and go from there. 1 Schedule for Release Page 26 of 28

28 Software Release PCAB Meeting Date 01/08/2019 HEAT Ticket Date of Request 12/13/2018 County Lee Short Description Include case number in the official file stamp date and time on the documents submitted through the Portal Misunderstanding of the multi-case filing path in the Portal. More an Odyssey Queue problem than a Portal problem. Due to a potential issue with Portal Batch filing, we are requesting an extension to the efiling stamp on all documents. Issue Batch scanning and multi-case filings to the Portal are soon to be separated by individual filing numbers. There is no indicator that a filing is linked/attached to another during clerk review in the eportal after the filing has been received. When the documents are Approved and Completed and leave the Portal they flow to an Odyssey Queue. Clerks working the Odyssey queues cannot determine what case number to link the document to when dealing with case consolidation or if a duplicate document is/has been sent to a case. The Units, Court Intake and Records, have concerns that this will increase the timeliness of processing queues due to the additional research. The Portal submissions from the multi-case filing paths will each have their own submission ID based on the case number entered. This is no different that the single session submissions. We will not break out each document and assign a separate submission ID. The Official File Stamp is dictated by the SOW and the FSC. We cannot add any additional information to the official file stamp unless it has been approved by the FCTC and the FSC. 8 - No Action Taken Page 27 of 28

Portal/CCIS Change Advisory Board Report

Portal/CCIS Change Advisory Board Report Recommendations to the Florida Court E- Filing Portal Authority Board This document contains a list and supporting documentation of requested Portal/CCIS modifications