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2013 ASSESSMENTS & COLLECTIONS REPORT CASE STUDIES

2013 ASSESSMENTS & COLLECTIONS REPORT CASE STUDIES. January 30, 2014 FCCC Winter Conference, Jacksonville, Florida. Agenda. 1. Introduction of Case Study Panel to Address Key Report Challenges 2. Accomplishments & Issues for A & C Report

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2013 ASSESSMENTS & COLLECTIONS REPORT CASE STUDIES

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  1. 2013 ASSESSMENTS & COLLECTIONS REPORTCASE STUDIES January 30, 2014 FCCC Winter Conference, Jacksonville, Florida

  2. Agenda 1. Introduction of Case Study Panel to Address Key Report Challenges 2. Accomplishments & Issues for A & C Report 3. A & C Report Workgroup  A & C Report Advisory Group 4. Next Steps 5. Communicating A & C Report Information 6. Questions

  3. A & C Report – Case Studies THANK YOU CLERKS AND CLERKS’ STAFF FOR ALL YOUR EFFORTS IN PREPARING THE 2013 ANNUAL ASSESSMENTS & COLLECTIONS REPORT

  4. A & C Report – Case Studies 1. Clerks’ Case Study Panel Representatives • Bay County: Stacey Lawrence, Benchmark Vendor • Citrus County: Kathy Davis, Benchmark Vendor • Clay County: Connie Wolfe, Odyssey Vendor • Lee County: Mary Kay Ditch, Odyssey Vendor • Miami-Dade County: Margaret Enciso & Eunice Llera, In-House • Palm Beach County: Louis Tomeo, Courtview Vendor • Polk County: Michelle Yodonis, New Vision Vendor • Sarasota County: Susan Higel, Courtview/Benchmark Vendors • Walton County: Linda Warren, CLERICUS Vendor

  5. A & C Report – Case Studies Panel Will Address Key Report Challenges 1. How the Matrix was Implemented 2. How the FCCC General Counsel Legal Opinion used 3. The communications process with the judiciary, and other stakeholders (SAs and PDs), to make them aware of Clerks’ new reporting responsibilities 4. How assessment recording procedures changedto capture new requirements 5. Lessons learned for Court Operations, Finance and IT 6. Recommendationsfor the 2014 report

  6. A & C Report – Case Studies 2. Accomplishments & Issues - 2013 A & C Report • Clerks and OSCA worked together to develop 2013 Matrix, Report Guidelines and Report Form to comply with statute • First time a Draft Report available for review which prompted 50 amended and resubmitted reports • Clerks met the January 1, 2014 deadline • New data fields reported:A Snapshot of data as of Sept. 30, 2013 • “Under Assessed” = $58.9 M – Smaller than Senate Analysis • “Drug Trafficking” = $ 148 M – Largely Uncollectible Amount • “Collection Rate” = 75.31% - Total for all Court Division Issues: Recording and Reporting Converted or Reduced Assessments (See: F.S. 893.135(4), Trafficking; also, Auditor General Report No. 2012-081; Finding 10, Performance Reporting & Finding 11 Reporting Converted or Reduced Assessments, on Clerks’ Intranet)

  7. A & C Report – Case Studies 3. New A & C Report Advisory Group comprised of Clerks and Clerk Staff (TBD) • Established to advise on issues, review and update documentation • Update 2014 Guidelines • Update 2014 Report Form • Update Matrix as needed (Final submitted to Supreme Court Oct. 1, 2013 for CFY 13/14; see A & C website) • Questions/Responses will be posted on A & C website • Explore more efficient ways to prepare the report

  8. A & C Report – Case Studies 4. Next Steps • A & C Report Survey – Identify and Confirm Report Issues • Streamline the A & C Report website • Clerk Office Site Visits • Regional Workshops • Explore more efficient ways to prepare the report • Continue to Improve: • Data Accuracy • Data Consistency • Data Integrity • Data Quality

  9. A & C Report – Case Studies 5. Communicating A & C Report Information • Methods • Advisory Bulletins and Alerts • eNews Announcements • Conferences, Conference Calls and WebEx Meetings • eMail members on the A & C Report Contact List • All official information will be posted on the A & Report Website

  10. A & C Report – Case Studies 6. Questions • Questions and Responses will be posted on the A & C Report website on Clerks’ Intranet located at: http://www.flclerks.com/Intranet/Clerk_Info/a_c_reports.html • Please email questions to: Alex Nicholas: anicholas@flclerks.com FCCC Main Office: 850-921-0808

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