Report to JPSSPTC January 2017

Report to JPSSPTC January 2017 WE DID IT! Project Go Live 12/05/2016 Project Kick Off 09/18/2014 SUMMARY Circuit Clerk, States Attorney, Public Defender, Judiciary 33 Development Projects Converted 100 Million Records Converted 30 Million Images SCOPE Report to JPSSPTC January 2017

Report to JPSSPTC January 2017 Acknowledge Chief Judge Boles Circuit Clerk Tom Hartwell States Attorney Joe McMahon Public Defender Kelli Childress Judicial/Public Safety Strategic Planning & Technology Commission Judge Brown Judge Brawka County Board and Chairman Lauzen STAKEHOLDERS AND OFFICIALS Monica Lawrence form the Circuit Clerk Christy DeChristopher from the States Attorney Vanessa Rogalla from the Public Defender Subject Matter Experts from all the offices Roger Fahnestock and ITD Staff STAFF Report to JPSSPTC January 2017

Report to JPSSPTC January 2017 2010 -URL Review, Analysis and Recommendations 2012 –NCSC RFP Requirements Drafted 2013 -RFP for New Court Case Management System 2013-2014 -Review of Proposals and Vendor Selection March 2014 -Recommendation –Tyler Technologies March 2014 -MTG Contract negotiations July 2014 –Recommend Tyler Technologies August 2014 –Agreement Signed September 2014 –Project Kickoff December 2016 –Go Live HISTORY AND BACKGROUND Report to JPSSPTC January 2017

Report to JPSSPTC January 2017 Kickoff & Project Initiation in September 2014 Project completion scheduled for April 2016 Project delayed 6 months to October 2016 for development of enhancements Project delayed 2 months -Testing Go Live –December 2016 Implementation Timeline Report to JPSSPTC January 2017

Report to JPSSPTC January 2017 Odyssey Case Manager (all case types) Odyssey Financial Manager Odyssey Attorney Manager Enterprise Document Management System eSignature Integration Toolkit Enterprise Custom Reporting SessionWorks-Judge Edition SessionWorks-Clerk Edition Record on Appeal Public Access ePayments Secure Public Access/Odyssey Portal Products Report to JPSSPTC January 2017

Report to JPSSPTC January 2017 Budget and Costs Report to JPSSPTC January 2017

Report to JPSSPTC January 2017 Initial budget estimate $12.6M (URL) Proposed Project Budget FY2014 -$1,600,000 FY2015 -$5,186,678 FY2016 -$1,950,598 FY2017 -$959,610 FY2018 -$968,802 Five Year Total $10,665,68 Budget (estimated in 2013) Report to JPSSPTC January 2017

Report to JPSSPTC January 2017 Proposed Cost and Negotiated Price Tyler Technologies Proposal $6.25M Software License Professional Services Five Year Maintenance Agreement Tyler Negotiated Price $6.025M Includes Data Conversion $400K Includes Customization Requests $140K Includes Free Maintenance, 1 Year -$400K Report to JPSSPTC January 2017

Report to JPSSPTC January 2017 Breakdown of Costs (5-Year) $2,000,000 Tyler Licensing $2,000,000 Tyler Services $2,000,000 Tyler Maintenance 6 years $2,500,000 Kane Project Team 5 years $900,000 Staff Augmentation $600,000 Capital Equipment $600,000 Contingency Report to JPSSPTC January 2017

Report to JPSSPTC January 2017 CMS Project Budget 2013-2017 YEAR Budget Actual FY2013 $ 218,005.00 $ 119,528.56 FY2014 $ 3,560,689.00 $ 1,530,811.67 FY2015 $ 5,185,219.00 $ 2,651,070.11 FY2016 $ 4,336,405.00 $ 3,722,966.23 *FY2017 $ 2,678,346.00 $ 2,678,346.00 $10,702,722.57 *FY2013-FY2016 IS Actual. FY2017 represents budget. Report to JPSSPTC January 2017

Report to JPSSPTC January 2017 Project Benefits COST SAVINGS Will reduce the cost of application support Will reduce physical file storage requirements Process Efficiencies Electronic Workflow Will support electronic case filing January 2018 Will support electronic traffic citations Will support integration with Court Service Will support integration with Sheriff Will support all documents as searchable PDF’s Will support paperless courtrooms Report to JPSSPTC January 2017

Report to JPSSPTC January 2017 Additional Benefits Tyler Technologies Support 24 hours 7 days a week Evergreen Investment Philosophy New World Alliance Brazos Alliance End to End Integrated Justice Report to JPSSPTC January 2017

Report to JPSSPTC January 2017 Next Steps Report to JPSSPTC January 2017

Report to JPSSPTC January 2017 Support Transition TYLER SUPPORT Transition from Tyler Implementation Team to Tyler Support Team Weekly Tyler Support meetings with Kane Staff ITD SUPPORT Will address application issues Will address technical issues OFFICE Subject Matter Experts Office SME are the first level of support Report to JPSSPTC January 2017

Report to JPSSPTC January 2017 Kane Support Model Application Issues Day to Day Tyler Support End User Departmental Subject Matter Expert (SME) County IT Performance Issues Tyler Technical Services Report to JPSSPTC January 2017

Report to JPSSPTC January 2017 Continuous Improvement Future Go Live is just the start The process of transforming the Kane County Justice Community is just now beginning Ongoing focus and effort on continuously improving court operations and provide value to those we serve Long term vision; short term projects Real and measurable achievement Report to JPSSPTC January 2017

Report to JPSSPTC January 2017

Report to JPSSPTC January 2017 Focus on Continuous Improvement Continuous Improvement Go- Live Go- Live Atrophy Implement Implement Implement Life Support Time Time Typical System Life Cycle Continuous Improvement Life Cycle Report to JPSSPTC January 2017

Report to JPSSPTC January 2017 Summary 2017 The implementation of Judge Edition in the court room The implementation of Clerk Edition in the court room %100 electronic filing of civil case types by attorneys Electronic subpoena notification to case participants Electronic Discovery Kiosk implementation Electronic Citations Report to JPSSPTC January 2017