Berny Schiff CPA, Collections Financial Analyst Sandra Mabbett, Judicial Information Analyst

1. Berny Schiff CPA, Collections Financial Analyst Sandra Mabbett, Judicial Information Analyst

2. Today’s Session • What is OCA? • Collection Improvement Program • Court Collection Reporting System • Collecting Data • Using the Data • Other Justice Court Data on Website

3. Today’s Session • Judicial Council - Monthly Court Activity Reports • Judicial System Directory • Running Justice Court Activity Reports • Changes in Case Categories • Form Changes 09/01/13 • Q & A

4. Texas Office of Court Administration • State Agency • Created in 1977 • Chief Justice - Texas Supreme Court • Provides Administrative & Technical Support • Serves Approximately 2,700 Courts in the State • (512) 463-1625

5. Collection Improvement Program • Set of Principles and Processes designed to assist cities and counties with collecting court costs, fees, and fines when payment is not made immediately. • Assist with compliance of court orders.

6. Collection Improvement Program“Program Classifications” • Mandatory (Texas CCP Article 103.0033) • County Pop 50K, City Pop 100K • 90 Implemented • Voluntary • 66 Cities and 23 counties fully or partially implemented

7. Collection Improvement Program“Program Training” • Developing and designing a program • The application/contact information process • Conducting an effective interview • Determining the appropriate payment schedule • Defendant communication • Face to face communications • Phone techniques • Effective notices • Dealing with difficult defendants • Skip tracing strategies and techniques

8. Cynthia Montes

9. Using Your CCRS Data(Court Collection Reporting System)

10. Court Collection Reporting System(CCRS) www.collections.courts.state.tx.us/login Internet Explorer

11. What is being reported in the CCRS? Two Required Reports: • OCA MonthlyCollections Report – gathers revenue data related to collections • AnnualFinancial Information Report – gathers expenses related to the Collection Improvement Program

12. What is being reported in the CCRS?OCA Monthly Collections Report Number of New Cases

13. OCA Monthly Collections Report (cont.) Court Costs and Fees

14. OCA Monthly Collections Report (cont.) Court Costs and Fees: Adjustments

15. OCA Monthly Collections Report (cont.) Court Costs and Fees: Aging Schedule

16. Annual Financial Information Report Employee Information

17. Annual Financial Information Report Other Information

18. Annual Financial Information Report Jail Information

19. CCRS

20. CCRS • Correct Data (Data Entry and Computations) • Definition (Includes and Excludes) • Usage (Footnoting Differences)

21. CCRS • Dictionary: Knowledge communicated or received concerning a particular fact or circumstance

22. CCRS

23. CCRS

24. CCRS Data / Information + Institutional Knowledge

25. Institutional Knowledge • Find the knowledgeable staff member(s) • Ask the “right” question(s)

26. Institutional Knowledge • From the Judge: “The citations that were coming from the toll road are no longer coming to my court.”

27. CCRS

28. Institutional Knowledge • From the Collector: “We are getting a large number of defendants with multiple cases.”

29. CCRS

30. Return On Expenditure (ROE)What is the Return on Expenditure? • It is a cost/benefit analysis provided to demonstrate the value of the collection process and the Collection Improvement Program • It uses the jurisdiction’s own data to show that the costs do not exceed the benefit • Collections - Dollars paid by defendants; it does not include jail credits, community service credits, and waivers.

31. Return On Expenditure(ROE)

32. Return On Expenditure (ROE)How does our jurisdiction compare with others? • Uses the jurisdiction’s reported information: • Annual Financial Information (for Costs/Expenditures) • OCA Monthly Collections Report (for Collections) • The Amount Collected Immediately varies: • Uses the percentage as determined by the Post Implementation Rate Review (Audit Section) or • Uses the average of the Post Implementation Rate Review percentage (Currently 27.2%)

33. Return On Expenditure (ROE)How does our jurisdiction compare with others?

34. Return On Expenditure (ROE)Is the ROE pre or post implementation? • ROE is post implementation • ROE is a cost/benefit analysis for the latest year • ROE compares what was spent to what was collected via payment plans

35. Future: In-Depth Analysis • Quantitative trends: a historical examination of amounts assessed, collected, and credited. • Age of collections: a historical examination of the age of amounts collected and importance of early payment or other satisfaction. • Impact of satisfying assessments by credits given for: jail time served (and associated jail costs), community service performed, and waivers have on collections.

36. Future: In-Depth Analysis

37. Future: In-Depth Analysis

38. Future: In-Depth Analysis

39. Collection Improvement Programwww.courts.state.tx.us/oca/collections/collections.asp

40. Collection Improvement Programwww.courts.state.tx.us/oca/collections/collections.asp

41. Collection Program Survey Form

42. Components - CIP

43. CIP Audit Webpageshttp://www.courts.state.tx.us/oca/collections/cipaudithome.asp

44. CIP Model Flowchart

45. CIP Reporting Requirements

46. CIP Software Providers’ Reporting Requirements

47. Evaluating Collections Software

48. Justice Court Convictions Court Cost ChartCurrentwww.txcourts.gov/oca/pdf/JusticeCourtConvictionsCourtCostChart.pdf

49. Justice Court Convictions Court Cost ChartHistoricalwww.txcourts.gov/oca/pdf/JusticeCourtConvictionsCourtCostChart2010.pdf

50. Withdrawing Funds from Inmate Trust Accounts www.courts.state.tx.us/oca/collections/list_instr.asp