Florida State Reporting Update

Florida State Reporting Update

Who am I? David Yoshida State Reporting: Application Support Over 10 years in the Technology Industry 5 years with Tyler Technologies Position(S) held at Tyler Support Specialist Senior Support Specialist Support Team Lead Support Analyst

Florida State Reporting Update Overview of the Florida 2010 SRS Reports Overview of the CCIS 2.0 Revision Future Vision of Florida State Reporting Q & A

Introduction The Florida SRS Reports have been rewritten as part of a legislative mandate that requires all courts in Florida to report data in a new format effective January 2010.

Florida 2010 SRS Reporting In rewriting the reports, we used the following goals to lead us toward a new, improved Florida SRS reporting infrastructure. Make configuration easier Make correcting cases easier Improve journal reliability Be more transparent Write better error messages Create better documentation Training, training, training Listen to our clients

Florida 2010 SRS Reporting Each County will receive a Configuration Guide and Output Summary Document. This Document will contain all of the necessary information to map your user codes in Odyssey to the corresponding parts of your SRS Report. This document will appear very similar to the to Tyler s SRS documentation. The configuration guide will be made from the information provided in those documents.

Configuring Florida 2010 SRS Reports Code Mappings are how Odyssey organizes its user codes into logical reporting groups. For instance, a state agency may want to have counties report court data pertaining to one specific case type. However, in Odyssey, one can choose to define as many different case types to accommodate this. In order to group these case types into a single category for SRS Reporting, one must modify each case type in Odyssey and specify what mapping is best suited for the report.

Florida SRS Reporting: What is a journaling state report? A journaling state report is one that reports the number of pending cases at the beginning and ending of each reporting period and also reports on changes to pending numbers already submitted to the state in previous months reports. In order for us to track the history of items on cases which affect a given state report, we build a journal to house this historical data. This journal allows us to detect when pending number counts from previous months have changed, triggering the state report to output information regarding those previous months counts. The state reporting journal is the only source of data a journaling state report will use. If the journal is empty, no data will be returned on any report that relies on that journal s existence.

Florida 2010 SRS Reporting: Journal Conversion Job Therefore, we also have a conversion job for each journaling state report whose charge it is to initially create the journal the state report needs. These conversion jobs allow users to specify parameters the job will use to select the cases that will be converted into the journal. We do not support the addition of all case records into the journal, as this would be an impossible task for larger clients. Therefore, only a subset of a client s cases will ever be converted into the journal by the journal conversion job. We have an inline conversion process which deals with cases that were not initially added to the journal but now need to be because of new activity on these cases. If at case save a case is identified as not yet being in the journal, the inline conversion process will attempt to add it to the journal at that time.

Florida 2010 SRS Reporting: CBR Validation We also use a Custom Business Rule (CBR) to regulate the way state reporting entities are added to cases. If during validation it is determined the user is breaking a state reporting rule, an error will be returned to the user at case save. For instance, a state report might mandate that an opening entity must precede a closing entity. In order for us to enforce this rule, we turn on a CBR that validates each case as it is saved. If a closing entity precedes an opening entity, we throw an error and do not allow the case to be saved. If all entities on the case are validated and no errors result, the CBR will add pertinent entities to the journal and will allow the user to save the case.

Florida 2010 SRS Reporting: State Report Tab We also have the State Report Case Tab. The State Report Case Tab shows all mapped entities on a given case in the order they were entered. A mapped entity is a Case Event, Statistical Closure, etc which is mapped to a state reporting mapping. It also shows the user any errors that have resulted from CBR validation, allowing the client to more easily find and correct problems both before (for entities other than mapped case events) and after saving a case.

Florida 2010 SRS Reporting: New Tools in the Application! Finally, we have developed a couple of tools that support (and perhaps our more technically savvy clients) may use to correct cases that are determined to be invalid at the time of inline conversion. Bypass State Reporting CBR on Next Case Save: This new checkbox on the State Report Tab allows a user to circumvent the state reporting CBR when saving a case. This allows the user to save any data they wish on a case even if it breaks state reporting rules. Rejournal Tool The rejournal tool allows a user to delete all entries in the journal for a specific case or set of cases. It then attempts to regenerate all the journal entries needed to properly report the case. This tool MUST be run on any case that previously bypassed CBR validation through the use of the Bypass State Reporting CBR on Next Case Save checkbox on the State Report Tab.

Florida State Reporting Update Overview of the Florida 2010 SRS Reports Overview of the CCIS 2.0 Revision Future Vision of Florida State Reporting Q & A

Introduction The Florida CCIS Extract Job has been modified to accommodate the 2.0 Revision of the FACC s Interface Control Document effective October 2009. (Updates made November 2010)

Florida CCIS 2.0 Revision The FACC has updated the ICD for the CCIS job for all cases. They have included new file types as well as new fields on existing files types. The current extract job that Odyssey performs for CCIS was not changed. The 2.0 Revision kept all original data files from the previous version.

Data File Layout for Tables Table 110-01 Case Name File 7 8 9 Social Security Number Data Type Max Filed Size Start End Name Data Type Max Filed Size Start Name Type Data Type Max Filed Size Start 10 Date of Birth Data Type Max Filed Size

Documentation Guide for CCIS Tyler can provide a document to assist with any necessary configuration, Most fields in the data files pull directly from case data, however, there are fields which require code mappings. This document will outline which fields are required for mapping.

Florida State Reporting Update Overview of the Florida 2010 SRS Reports Overview of the CCIS 2.0 Revision Future Vision of Florida State Reporting Q & A

Future Vision for Florida State Reporting There are three main objectives that Tyler will be focusing on for our future vision of Florida State Reporting. Packaged Reports More Collaboration between Tyler, the State, and Our Counties More Documentation

Future Vision: Packaged Reports Packaged Reports This will allow clients to remain on their current release and receive new functionality such as Legislative Updates. Clients will be able to receive defect fixes quicker because it will not require patch/release upgrades. Streamlines testing by not affecting core functionality.

Future Vision: More Collaboration More Collaboration between Tyler, Our Counties, and the State Agencies Tyler will have dedicated resources in Support and Professional Services dedicated to State Reporting. This allows Tyler to provide more consistent results with your reporting. Ensures all requirements are met prior to release of a report. Ensures all business scenarios are accounted for.

Future Vision: More Documentation More Documentation Starting with our Journaling State Reports, Tyler will be publishing documentation such as User and Troubleshooting Guides. Online Help. Tyler Initiative moving forward to provide more online resources for State Reporting. Application Help. Tyler is currently working internally to develop more assistance with Help Topics within the application.

Florida State Reporting Update Overview of the Florida 2010 SRS Reports Overview of the CCIS 2.0 Revision Future Vision of Florida State Reporting Q & A