Georgia’s Ethics Case Management System NASDTEC 19TH PROFESSIONAL PRACTICES INSTITUTE Atlanta, Georgia The Benefits & Challenges of an In-House Case Management System

History Created a client-server Certification Information System to replace mainframe system – Microsoft SQL Server & Windows Forms – Built-in document management system – Rudimentary Internet Applications 1998 Added Ethics case management functions

Ethics Case Manager Uses Certification Information System Personal data Certification data Documents Correspondence Provides Case Management Features Charges and Complainants Counsel Witnesses Case “flow” and outcomes

Case Lookup Screen Multiple search options Find people Name, SSN, Georgia CertID Find cases Dates, Phase, Owner, Commission Meeting

Case Details Screen

Case Definition Case Number & Title Investigator (Case Owner) Dates Opened and Closed

Personal Info ID’s, Current Name, DOB, Contact Information Most elements can be updated by the person, GaPSC staff, employer, and/or program provider

Certifications & History Current Certifications Name History Address History

Other Info Current and Historical Employment Ethics Status and History Next Commission Meeting for this Case

Case Details Screen

Charges and Complainants

Complainant Lookup

Witnesses and Summary

Witness Lookup

Documents (Images)

Correspondence

Template-based (auto-fill fields from database) Edit in Microsoft Word Some types of correspondence are visible in the employer’s portal Can publish some types of correspondence to the educator’s portal MyPSC.Gapsc.Org

Creating a New Case Manual process (Automation is possible – not currently used) Most people are already in the database Records come from… Certification applications Preparation programs Assessment records

Phases of an Ethics Case Preliminary Inquiry Investigation Probable Cause Hearing Request Court Actions Final Outcome

Preliminary Inquiry

Beginning and End Recommendations and Decisions Rationale

Investigation

Probable Cause

Hold for criminal case Voluntary Surrender Recommendation and Decision

Actions at Final Outcome Automatically alter credentials Suspensions – alter validity dates Revocations – invalidate credentials Update status of Certification application case(s) alerts Summary status visible on some websites

“In-House” Means… GaPSC Ethics is a component of a larger system Ethics Case Management is tightly integrated with Certification, Assessment and Educator Preparation Cost? Impossible to say – continuous development since 1998 What would it cost to build now, assuming Cert System exists? Two developers for one year - $300,000

“In-House” Means… Flexibility Adapt to change “Fit” Our organizations follow different laws, rules, processes

Questions? 30