Putting It All Together: Improving Management Decisions Through The - PowerPoint PPT Presentation

Putting It All Together: Improving Management Decisions Through The Use of Analytics Court Solutions Conference Baltimore, Maryland September 10, 2008 Presented by Bob Wessels

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Axioms of Caseflow Management • Early and continuous control reduces backlog • Every case on the docket for a day and purpose certain • Immediacy of trial disposes of cases • A court with time available will dispose of more cases than will a court continuously in trial • What people count influences human behavior Ernest Friesen, ICM June, 1975

• What people count influences human behavior • For it to affect human behavior, it has to be measured, compared and shared

• You can’t manage a caseload until you can manage an individual case • Achieving higher levels of performance begins with understanding and measuring your performance today • Higher performance is achieved by creating a culture that embraces analytics

Change Change Data Education Information Knowledge

View of System in 3 Parts Intake Adjudication Compliance Arrest to First First Appearance to Sentencing to Appearance Sentencing Completion

What do we manage? • Cases/Events/Settings • Jail Population/Incarcerated Defendants • Bonding, Pre Trial Services • Person Status and Offenders with Special Needs • Attorney Performance and Fees 1 of 2

What do we manage? • Non Arrest Cases/Open Warrants • Collections and Capias Pro Fines • Community Supervision and Compliance with Conditions • Special Caseloads – DWI, Mental Health 2 of 2

A Single Version of the Truth

Evolution of Court Management Information 1976 1986 1990 1995 2007 • Court Business • JIMS • PCs • PCs in courts • Data Intelligence extracts • Lists • Graphics • “Deliver & • Automated Navigate” • Analysis • Forms on ‐ demand reporting • Mgt. Reports • Events & Jail Status

Lists & Management Reports

Forms

Original Cases Pending Graphic

Domain Model for Court Business Intelligence Decision Support Financial Analysis “What if” Trend Capacity Analysis Analysis Planning Exception Program Data Quality Impact Studies Reporting Evaluations Business Key Activity Performance Measures Indicators

Data Availability 1 2 3 Detail Data / Data Mart / Cube / Analytics Staging Area Star-Schema Data Data 2 1 Data 3 Cube Building Transformation DIM CM PM DIM GP FACT 19

System Overview TECHNOLOGY: SQL Server 2005 Reporting Services Analysis Services Web Portal written in .Net

Cases/Events/Settings

Court Performance Metrics Business Activity Measures (BAMs) • Active Cases Pending • Incoming Cases by Filing Instrument • Incoming Cases by Offense Category • New Filings Year to Date • Disposed Cases by Offense Category • Activity Summary for Judgments 1 of 2

Court Performance Metrics Key Performance Indicators (KPIs) • Age of Caseload • Clearance Rate • Time to Disposition • Settings to Disposition 2 of 2

Adjudication Intake Compliance Docket/Calendar Information for Each Case and Pers on • Style • Race/Sex/DOB • Filing Date • Pre Trial Interview Y/N • Offense • Defense Attorney Name & Phone # • Bond Amount • Mental Health Flag • _____ Days Old • Bonding Co. & Phone # • Number of Settings • Days in Jail – This Case • R/S Requested by ____ • Days in Jail – Total • Felony Pending/Court/Setting Date

Judge's Docket (JIMS 096)

Calendar Summary (081)

Calendar Summary (JIMS 081)

Age of Case (JIMS 184)

Master Event Log (JIMS 168) Event identification and measures of time between events

Jail Population/Incarcerated Defendants

Prisoner Index (JIMS 518)

Prisoner Index (JIMS 518)

Pretrial Detention and Defendants with Misdemeanor Cases 1000 900 800 700 600 500 400 300 200 100 0 8/19/2002 8/18/2003 8/16/2004 8/15/2005 8/21/2006 8/20/2007 8/20/2008 Detainees with Misdemeanor Charges Only Detainees with Both Misdemeanor and Felony Charges Total Detainees with Cases in the CCL

Attorney Performance and Fees

Attorney Report (JIMS 123)

Attorney Fee Report

Special Caseloads: DWI

Future Cases: Distribution by Age of DWI Defendant

Future Cases: Probation vs. Conviction 16% 10%

Court Business Intelligence Screenshots

Defendant Status & Offense Category Setting Reason Find all DWI cases set for trial in CCL #1

“Smart Docket” displays Age of Case and Number of Settings in red when a case exceeds the court’s goal for Time to Disposition (90%/90 days).

Key Elements of Effective Courts All High Performing Organizations Will Have These Things in Common Ron Stupak ‐ NACM Mid Year, 1996 • Focused • Fact Anchored • Flexible • Future Oriented • Friendly • Flat Structured • Fast • First Time Quality • Fiscally and Financially Responsible

Key Elements of Effective Courts Courts that Succeed – Hewitt, Gallas & Mahoney, 1990 • Leadership • Commitment • Goals • Staff Involvement • Information • Education and Training • Communications • Mechanisms for Accountability • Caseflow Management Policies • Backlog Reduction and Inventory Control

Hallmarks of Courts of the Future Bob Wessels 2005 • Develop Leadership • Use Information • Create Knowledge • Manage Change • Monitor • Evaluate • Refine

Additional Reading Competing On Analytics ‐ The New Science of Winning, John Davenport and Jeanne B. Harris, Harvard Business School Press, 2007 Super Crunchers – Why Thinking by the Numbers Is The New Smart Way To Be Smart, Ian Ayres, Bantam, 2007