RES 214 Draft 01 2010-2012 - Laserfiche WebLink

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APPLICATION FOR FY 2009 (RECOVERY) & FY 2010 EDWARD BYRNE MEMORIAL JUSTICE ASSISTANCE GRANT (JAG) PART II. DESCRIPTION OF PROJECT Note: This form does not provide spell check. A. THE PROBLEM The JAG Multi -Year Statewide Strategy for FY 2010 -2014 identified several records management systems and information sharing factors that negatively impact the administration of justice including volume of data with multiple entries, delays and backlogs, barriers to information sharing, duplication of efforts, incomplete or nonexistent access to data. Since the report, there have been good progress towards more integration and the Judiciary has begun to execute on its plan toward electronic filing of criminal cases. Several specific problems plague the County of Hawai'i Office of the Prosecuting Attorney (OPA). Examples of these issues are stated below. There is no automated, integrated information exchange of criminal justice cases initiated by non - arrest filing for criminal cases for adults or juveniles. This is a statewide problem for cases not generated by an arrest and booking of the defendant. In Hawaii County, this includes 25 — 30 % of the misdemeanor complaint and penal summons cases, felony grand jury and information charged cases with un- served warrants, and most juvenile felony and misdemeanor cases. Hawaii County Third Circuit was the state's pilot site for the successful Horizontal Integration Project for arrest and charged defendants, commonly known as the "Green Box Project" or HIP. Originally, the second part of the Third Circuit's Integration Project was called the "Interface Project" to capture cases that were non - arrest based. Much of the planning was completed, some funding secured, but delays occurred because of upgrades to HPD's Denali Records Management System (RMS) and changes in the sole - source vendor Denali being bought out by Intergraph, then an updated quote for completion of the project tripled. Until this part is completed, non - arrest cases require manual inputting into OPA's HITS case tracking system, and once implemented, will again have to be manually inputted into the Judiciary's eFiling system (JIMS). After the successful implementation of part I, we discovered that more resources could be saved and accuracy improved by working on the transfer of case reports to OPA's Laserfiche document management system. Neither the prosecutor's office nor the police have sufficient resources to complete these important steps. HPD has expressed concerns about their current RMS support vendor, but they do not have sufficient resources to buy and redesign an entire new system. Before the upgrades were completed, OPA agreed to have electronic transfer of police reports, which shifted the burden to print the police reports from the HPD to the prosecutor's office, which increased costs for the printing and paper, but more importantly increased prosecutor staff time to print, collate, etc. As part of the agreement to receive cases electronically, the OPA required notification of updates. In response, HPD provided "make shift" computer generated reports to give prosecutors notice when HPD case file reports were updated. This notification process is time consuming on the part of the prosecutor's staff. Additionally, the HPD RMS upgrades created a backlog of report updating that took six months to AG /CPJAD #1(a) (Rev 03/23/2010) Page 1