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CPCMS Tools for Case Life Cycle Management

2. Overview. CPCMS

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CPCMS Tools for Case Life Cycle Management

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    1. CPCMS Tools for Case Life Cycle Management The Administrative Office of Pennsylvania Courts Rev. June 2007

    2. 2 Overview CPCMS – More than a docketing system Many county legacy systems were docketing systems used only by the Clerk’s office. CPCMS is a sophisticated case management system that is designed to specifically address guiding case management principles of early court intervention, monitoring of case events and judicial control. CPCMS – Managing data from multiple county offices CPCMS is designed with the assumption that various court offices within the county interact in using the system. It includes: Event tracks and the concept of Case Event/Next Event which provides for case differentiation and life cycle tracking. A calendaring and scheduling component to be used by Court Administration and others that interact with docketing/registry entry and Case Event/Next event flow to track the case lifecycle. This presentation reviews CPCMS functionality that makes use of Case Management Principles.

    3. CPCMS – Functional Tools For Case Management Case differentiation and milestone tracking Event Tracks Case Event/Next Event Case Processing Status Calendaring / Scheduling – CPCMS allows for Master, Individual, or Hybrid calendar scheduling Scheduling external cases & events Tools for courtroom processing Calendaring/Scheduling Continuance History Tracking Attendees Judicial Assignments Event Track Maintenance Dispositions and Sentences Docket Sheet Bail History Web-Related functionality Docket Sheets Calendar Court Summary/Accounting Reports Case Management Reports

    4. 4 Event Tracks allow for case differentiation. Case Event / Next Event facilitates case flow & tracks time limits. Case Event Messaging sends information to other agencies (such as JNET, State Police). Progress can be tracked by changes to Case Processing Status. Case Processing Status may result in changes to the overall case status.

    5. 5 The Type of Case. Procedural differences that modify steps for cases that are deemed to be more routine. Judicial involvement in resolving less complex cases via expedited timeframes.

    6. 6 Event Track Maintenance When a case is filed, it is placed on an Event Track. This sets the case on an expected course of events that typically occur on this event track. If a case changes course from the standard events on one event track, CPCMS provides the ability to change the event track. Event tracks can be changed throughout the life of the case in batch to set cases on a specific track following or prior to a specific court event. For example, following a Formal Arraignment date, cases can be set on the “ARD” track. These cases will follow a new set of events.

    7. Event Track Examples

    8. 8 How Case Event is Triggered

    9. 9 Life Cycle Management and Case Events An internal work flow mechanism, Case Event/Next Event facilitates case flow and tracks time limits. This mechanism results from user or system generated docket or registry entries. These entries trigger what event has just occurred and what is expected next based on the case’s event track.

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    11. 11 Life Cycle Management and Case Status In addition, the Case Processing Status may affect the Case Status.

    13. 13

    14. 14 Calendaring in CPCMS Master, Individual or Hybrid Calendar Scheduling Many times the type of calendar that the court uses determines who schedules the cases on the calendar. Security can be assigned to various people within the court. Recurring entries can be created to save time in setting up standard dates for court. Rules can be established to manage scheduling cases into a courtroom. Room Maximum Reserving or Limiting slots for cases on certain event tracks or scheduled for specific event types. Reserving or Limiting slots for cases where defendant is represented by certain attorney types or defendant is in custody or not in custody.

    15. Calendaring in CPCMS An integrated Outlook style calendar control is provided. Various calendar types can be created based upon a court’s needs.

    16. Scheduling in CPCMS Scheduling creates automatic docket or registry entries which trigger events / next events. Events can be scheduled as either new events or as rescheduled events. Rescheduled events track who and why events were continued. Find Potential Date functionality allows dynamic searching for available days and courtrooms to schedule case(s). This is based on existing calendar entries, established rules and additional search criteria. External cases and events can be scheduled (such as civil cases and events). Recurring events can be scheduled to save time in setting up standard dates for court.

    17. Scheduling in CPCMS

    18. Courtroom Processing Tools The Case Calendar Event Summary serves as a central location for managing cases within a court room on a specific day, for example: Scheduling, Rescheduling & Continuance Tracking Entering Case Dispositions & Sentences Assigning judges to cases Recording the specific attendees at a court event Entering Docket Entries, Event Track changes, Bench Warrants and more

    19. 19 Courtroom Processing Tools The Case Calendar Event Summary provides for managing cases one-at-a-time or in batch. Scheduling, Dispositions, Sentences, Docketing and Event Track changes can all be processed one-case-at-a-time or in batch when the outcome is the same across multiple cases.

    20. 20 Judicial assignments are made based on the scheduling of a court event. There is some capability for automatic assignment when a case is scheduled for a court event.

    21. 21 Assigning Judicial Authority The Judicial Authority Assignment feature is used to locate cases at specific events in their life cycle and make judicial assignments accordingly.

    22. 22 High-Level Case Management Reporting CPCMS provides case managers with information about the way cases are being handled in their court. Reports and data extracts provide statistics regarding the time taken for cases to arrive at various case processing milestones (the filing of a case to final disposition, for example). Many of the reports utilize event tracks, events / next events, case processing statuses and case statuses.

    23. Report 1000 – Disposition Tracking The Disposition Tracking report displays the total number of cases that were disposed during the selected date range. The information is grouped by dispositional method, disposition and then by each judicial authority. Report parameters include Disposition Date, Judge and Docket Type.

    24. This report shows all cases which have not been scheduled for trial or disposed. Report 1003 – Potential Trial List

    25. The Sentence Report shows information on cases that were sentenced within the selected date range. The information displayed includes the docket number, defendant, case event date, case event, disposition date, method, disposition, sequence number, offense, sentence date, sentence type and judge. Report 1009 – Sentence Report

    26. Report 1018 – Monthly Calendar by Judge The Monthly Calendar by Judge report is a monthly calendar that displays calendar entries for the selected judge.

    27. Report 1034 – Daily List This report displays, by calendar entry, a list of cases scheduled for case calendar events. The Daily List serves as an inventory for courtroom staff of cases being heard in court during that specified period.

    28. Report 1045 – Warrant Management Report This report is a flexible report with dynamic search parameters.  These parameter options provide the ability to build a specific set of results such as: Outstanding Warrants; New Warrants Issued; Warrants by a specific Judge; Warrants for Felony Cases (or any grading); etc.

    29. Report 1054 – Undisposed PCRA Report The Undisposed PCRA Motions report displays cases where a PCRA Motion has been filed but not completed. The report also provides case detail, judicial assignment and additional subsequent or amended filings docketed.

    30. Report 1059 – Calendar List The Calendar List Report displays information about the calendar entries that are available during the selected date range. Specific case calendar event information is not displayed on this report. The information displayed includes activity date and time, activity, case count, location, primary person and calendar group name.

    31. Report 1064 – Judicial Assignments Tracking The Judicial Assignments Tracking report provides totals of new and closed cases by assigned judge based on assignment date. This report also provides disposition totals for Jury & Non Jury Trials as well as Non Trial, Summary and Other dispositions. Additional criteria options are available to break each judge’s totals down by MDJ office.

    32. Report 1078 – Resource Calendar The Resource Calendar displays, hour by hour, the judge’s calendar schedule. This provides the county with the ability to view what times are available for a specified judge.

    33. Report 1210 – Calendar List by Judge The Calendar List by Judge Report displays, by judge, a list of cases scheduled for case calendar events. A criteria option is available that allows a detailed version of the report to be run. This option provides more information about each case including detailed offense, attorney, confinement and warrant information.

    34. Report 1220 – Sortable Daily List The Sortable Daily List report provides a daily list of scheduled events that has numerous grouping and sorting options for the user to customize the report to their specific needs.

    35. Report 1226 – Case Report The Case Report is a report of all cases. This report is a valuable tool for users to keep a record of all cases filed throughout the year and to track the progress of each case.

    36. Report 2230 – Daily Docketing Report The Daily Docketing report is a quality control report that lists all docket entries entered for a given date range and specified person(s) who created the entries.

    37. Report 3558 – Case Status Tracking The Case Status Tracking report provides a total number of cases, by event track, that are in each of the different case statuses: Active, Adjudicated, Closed, and Inactive. Each event track is broken down additionally by judge.

    38. Report 1246 – Aging Report The Case Aging report displays the number of cases that have aged since initial filing, adjudication or the initial filing of a Post-Conviction Relief Action (PCRA) Motion. This report is run by month and year. It reports on cases pending as of the month selected when the report is run. A detailed list of pending cases is available by running report 1281 – Case Aging Report.

    39. Report 1247 – Criminal Report The Criminal Report provides the number of active criminal cases pending adjudication and the number of cases adjudicated for the reporting month. The report tallies the number of cases based on those pending a final disposition from the previous month, new cases received or opened during the month, cases reopened during the month and total number of cases available for disposition.

    40. 40 Summary CPCMS is a case management system that utilizes multiple offices of the court to manage cases. Event Tracks, Event Management  and Case Processing Statuses provide the functional ability to apply case differentiation methods. Manual and automatic docket entries are used to produce events / next events and trigger case processing statuses as a primary way of moving cases through their lifecycle of events. Event Tracks are used to group cases that follow the same set of events.   Calendaring in CPCMS can support Master, Individual or Hybrid Calendars. Calendar rules may be established to help manage scheduling case loads into the courtrooms. CPCMS provides for scheduling and rescheduling case calendar events and tracking continuances. The Case Calendar Event Screen provides a hub for courtroom management for scheduling, docketing, disposing, sentencing, assigning judges, issuing warrants and more. Numerous reports in CPCMS utilize event tracks and event/next event functionality to provide case management of data.

    41. 41 Glossary of Terms Several terms are used throughout this presentation as follows: Case Calendar Event - A system record that the case is or was scheduled before the court for some purpose. Case Event – A significant action or item in a case’s life cycle recorded in chronological order. Case Next Event - A corresponding expected next action or item to a Case Event. Case Processing Status - Where a case stands specifically in its life cycle. Case Status - Where a case stands overall. Event Track - A course of expected events on a case based on the type of case (docket type and case category). Legacy System - A computer application used to record case information prior to CPCMS. Registry Entry - Action on a case that is recorded, but is not part of the official docket (unless the county requests otherwise).

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