Portal/CCIS Change Advisory Board Reportarchive.flclerks.com/e-Filing_Authority/Resources/2017-2018_Board... · Portal/CCIS Change Advisory Board Report ... clerk configurations,

Portal/CCIS Change Advisory Board Report Recommendations to the Florida Court E-Filing Portal Authority Board

This document contains a list and supporting documentation of requested Portal/CCIS modifications that has been reviewed by the Portal/CCIS Change Advisory Board [CAB]. Each request contains a recommended priority made in collaboration with the E-Filing Portal Program Manager.

9/27/2017

Document Organization and Contents

Spreadsheet contents Column Heading Description HEAT Ticket The reference number for each Portal/CCIS change request. Click The

HEAT # to jump to the supporting documentation by ticket number to see a more detailed description of the enhancement request. This number is also used in subsequent release notes when the software is implemented.

Ticket Description A short description of the Portal/CCIS change request Complexity Describes the level of difficulty to implement the modification. The

complexity reflects the number of systems involved or coordination involved by multiple parties to complete the modification. Low – Changes isolated to the portal in a narrow functional area

Medium – Changes isolated to the portal in multiple functional areas

High – Changes require adapter modifications, clerk configurations, and/or modifications with the clerks’ CMS

Scope Indicates which systems need to be modified to implement the modifications.

CAB Input The assessment assigned to each ticket for recommendation to the Authority Board. 1 - Schedule for Release 2 – Important 3 - Medium Importance 4 - Low/Awaiting guidance 5 – Bug 6 – Seek Guidance 7 – Research Needed 8 – No Action to be Taken

Release Schedule for 2017

Month Activity 4/28/17 2017.01 Portal Release 6/13 – 6/15/17 FCCC Summer Conference 7/28/17 Maintenance Release 8/3 – 8/4/17 FCTC 10/20/17 2017.02 Portal Release 10/25 – 10/26/17 FCTC 12/29/17 Maintenance Release

Recommendation 1 – Schedule for Release 2 – Important 3 – Medium Importance 4 – Low 5 – Bug 6 – Seek Guidance 7 – Research Needed 8 – No Action to be Taken

Florida Courts E-Filing Portal

Change Request

Page 1 of 23

Software Release Document Version 12/13/2016

HEAT Ticket 969405 Supplemental Agreement Short Description: Allow a filer to pay fees without submitting a document

Business Need/Problem: County wants to be able to process requests through the Portal without having the filer be forced to submit a document to a case.

Request for Change Palm Beach -

Would it be possible for a filer to pay for fees without needing to upload a document? We receive requests via the mail and would like to move those requests to be processed electronically where the filer could enter the service they need and the fee would be receipted in the Portal and then we could process their request.

Current Situation The Portal requires a document and a party that document is being ‘filed on behalf of’ to process fees.

Portal Modification Create a filing path specifically for requests for services provided by the Clerk that require a fee, i.e. certified copies. Then allow the Clerk to send those documents back to the filer through the Portal without going through the filing path or Portal review. We could use pieces of the existing filing path.

Questions/Comments Alachua would like a cover letter telling them what the fee is for, they want a document attached. Other counties would not. Need to have a local CMS code to link that fee to. Fees are associated to local CMS codes. If not associated to a local CMS code, it would fail. Add to Optional Fees without attaching a document.

Recommendation Complete change of the Portal

8 – No Action to be Taken


Change Request

Page 2 of 23

PCAB 3/14/2017 Duval – would like this functionality as well. Would be used to collect administration fee without a document. Need a docket code but don’t need the actual document. Currently add a document and then the Clerk deletes the document from their CMS.

Small Claims Summons fee could be collected and no document is necessary

A docket code would be selected, but no document is uploaded

Other fees could be set up with docket codes that do not require a document

Collier provided a standard document that is used for a document request that the attorneys use to attach to the filing for the summons. Collier issues and certifies the summons (they call it a cover letter). Alachua has a summons request form that is attached to their filings with the $10 fee attached.

Chris from Brevard – not just summons

Certified copies

Laurie Reaves from Miami – how would certified copies work with this filing without a document?

Beth – Duval – user would select a docket code from document screen “Certified Copy” but do not upload a document. How does the clerk know which certified copy that they are being asked to provide? Eviction packet is an example.

Laurie – 30 document in my case file. How do I specify which copies I want? What does the clerk do with the filing?

Collier – Summons request is handled – separate docket entry per summons. Certified copies are done separately for each copy that is being requested.

Alachua – Likes getting the ‘bill’ or a ‘cover letter’ that explains what the fee covers.

Miami-Dade – Questions regarding #1042779 – collecting a fee through the Portal that is due on a case

Pinellas, Alachua, Collier – Do local review and would not work if they don’t receive a document. If they goes forward, they would need something from the Portal – or the ability to select on the docket code if a document is required or not. Then both Portal and Local Review counties would be taken care of.

PCAB – Recommendation 6 – Seek Guidance


Change Request

Page 3 of 23


HEAT Ticket 984705 Supplemental Agreement Short Description: Add new data field in XML back to the County that provides the name of the person

who paid MFC

Business Need/Problem: This information is needed so that refunds are paid to the correct party.

Request for Change Palm Beach

The office of the Clerk and Comptroller of Palm Beach County would like to have an additional data field included in the XML file for the name of the person who paid in My Florida County. We need this information so that refunds are paid to the correct party. Please let us know if there are any questions that there may be regarding this request.

Current Situation

Portal Modification Pass the ‘filed on behalf of’ data information in the XML to all counties regardless of how they are doing Portal Review.

Questions/Comments

PCAB Recommendation 3


Change Request

Page 4 of 23


HEAT Ticket 987811 Supplemental Agreement Short Description: Add Security Role to Clerk Users to control who can remove a submission from the

Correction Queue

Business Need/Problem: Allow the County Admin to select which Clerks can remove a submission from the Correction Queue

Request for Change Miami-Dade Beach County

Portal Request for enhancement: Do not allow all clerks to remove filings from the Correction Queue. We have situations where one clerk places a filing in the Correction Queue and another clerk will remove it from the Correction Queue and process the filing even though the filing belongs in the Correction Queue.

Current Situation All Clerk Users can send a submission to the Correction Queue and remove a submission from the Correction Queue.

Portal Modification Add to the Security Role tab ‘Can remove submissions from the Correction Queue’ accessible to the County Portal Admin.


Change Request

Page 5 of 23

Questions/Comments Miami Dade requested this to limit functionality similar to move to abandoned filing queue. Prevent users that have access to the correction queue but they cannot remove it from the correction queue.

Correction queue filings get moved to

Limit who can move filings from the correction queue (pending queue)

Pinellas – can portal administrator assign Review Queue permissions to

Recommendation PCAB – on hold to see if existing admin function will work. Remove permissions to the correction queue for users who should not remove filings from correction queue.

2 – Important


Change Request

Page 6 of 23


HEAT Ticket 1001007 Supplemental Agreement Short Description: Add a Guest Account for one time filers

Business Need/Problem: Want to increase the number of eFilings for the one-time users that may never need to submit documents again

Request for Change Lee County

The Court Managers in Lee County were discussing some business process changes as a result of our website re-design. Do we have or are you currently aware of functionality that allows pro se litigants the ability to file documents with the Clerk as a Guest account/1 time filer? What we are trying to accomplish is increasing the number of eFilings for the “one-time users” that may never need to submit documents again. One example is the submission of traffic school completions, these documents are currently emailed to us as we do not want the paper version. However, the account creation process for the public is cumbersome for only 1-2 documents.

Current Situation The Account Registration page for the Self-Represented Litigant.


Change Request

Page 7 of 23

Portal Modification

Questions/Comments We need more examples of one-time filers with one or two documents?

Pro Se Filers – eliminate the complexity of the registration process

Problem – how would they get eServed?

Justin – under the Rules – authentication process is utilized as the web signature in other words, no registration means no certification and authority to submit documents.

How do we send a document back to a filer without a portal user account?

Recommendation Complete change in Policy that this committee cannot make. This should be considered by the EFAB.

6 – Seek Guidance from EFAB


Change Request

Page 8 of 23


HEAT Ticket 1009697 Supplemental Agreement Short Description: Add default new case division to the preferences

Business Need/Problem: Add a default division as a preference for the filers.

Request for Change

Polk Is there a current way to allow users to set up a default new case filing option? The mental health facilities I have trained only file Baker Act new cases. It would be more efficient if all the data would pre-fill on the case tab. Especially due to the time sensitive nature of the filings, this option would cut out some steps for them.

Current Situation Portal Preferences are included in the User’s Profile. They include the ability to establish the following:

1. Home Page 2. Filing Path 3. Last Jurisdiction Filed To 4. # Rows per Page in Document Selection Grid


Change Request

Page 9 of 23

Preferences to add:

Division

Case Type

Sub Case Type

Portal Modification

Questions/Comments

Recommendation PCAB – 1


Change Request

Page 10 of 23


HEAT Ticket 1018268 Supplemental Agreement Short Description: XML for Local Review counties to add a field showing that a filing was

corrected and resubmitted and a separate field to show the reason why it was sent to the correction queue

Business Need/Problem:

Request for Change

Pinellas We would like to file a change to request…

1. The XML for Local Review counties contain a field showing that a filing was corrected. A separate field should show the Correction Queue reason. We would use this information to ask our Vendor to incorporate this values into our Local Review client.

2. Portal Review counties should have the ability to view the Correction Queue reason more easily. This could done as a hover button (similar to the fees) as well as within the filing itself as it’s being worked.

Current Situation Pinellas is a Local Review county. When a filing that was previously pended back to the filer is corrected and returned to us, the filing does not appear any differently in our queue from a submission that has been submitted for the first time. During our OCF E-filing Committee meeting, it was shown that Counties who use Portal Review have an icon next to a submission telling them that it is one that has been corrected. We have looked at the XML the Portal is sending us and we do not see a field that identifies the submission as one that has been corrected. We also do not see a field showing the reason why a submission was sent back for correction. The Portal Review counties do not see this reason on their review screen either. They could view the reason in the audit log (as can we) but it takes extra steps to get to this information.


Change Request

Page 11 of 23

Portal Modification 1. Add to the XML for Local Review counties a field showing that a filing was corrected and resubmitted by the filer. A separate field should show the Correction Queue reason.

2. Add the Correction Reason to the Filing screen in Portal Review. Currently there is a place holder for the Correction Reason but it is not populating when the submission is returned to the Correct Queue.


Change Request

Page 12 of 23

Questions/Comments 1. How much lead time does a Local Review county need to implement this with their

Vendor? 4 months

Recommendation PCAB – 3 – Medium Importance


Change Request

Page 13 of 23


HEAT Ticket 1021239 Supplemental Agreement Short Description: Modify language in E-service Correction Queue email sent to the

Service List recipients to include who submitted the document Business Need/Problem: Identify the person who submitted the submission being returned to

the Correction Queue

Request for Change

Brevard This weekend’s release included functionality to advise eservice recipients when a filing has been moved to the Correction/Abandoned Filing Queues. Unfortunately, the email does not tell them who submitted the filing that was moved. This is causing confusion because the recipient thinks it is his/her filing and can’t find it in their My Alerts. Is there a way to add who the filer was to the email?

Current Situation When a submission is sent to the Correction Queue, the correction queue email goes out to the filer and to everyone on the Service List.


Change Request

Page 14 of 23

The request is to add the Filer and any other identifying information to the body of the email.

Portal Modification 1. Add ‘Filed by:’ to the body of the email returned to the filer and to the recipients of the

E-service List.

Questions/Comments

Recommendation PCAB – 1 – Schedule for Release


Change Request

Page 15 of 23


HEAT Ticket 1025605 Supplemental Agreement Short Description: Add Security Role to Clerk Users to add ‘Can Mark as Filed’ a

submission so that this function can be added to Clerk Users who are not necessarily a Portal Administrator

Business Need/Problem: Add a security role for county users that will allow county users to update a filing to ‘filed’. Currently, only county administrators can mark a filing as filed.

Request for Change FCCC

Portal Request for enhancement: Add a security role that can be administered by the County Portal Administrator that will control who can mark a submission as ‘filed’.

Current Situation Only Portal Administrators can mark a submission as ‘filed’. If you are not a County Portal Administrator, the option to Mark as Filed does not appear in the menu bar when doing a Search Filings report.

Clerk User view:

Portal Admin User:


Change Request

Page 16 of 23

Portal Modification Add to the Security Roles that are allowed to be added to a Clerk User a new security that will allow the Clerk User to mark a submission as filed. Can Mark as Filed a submission


Change Request

Page 17 of 23

Questions/Comments

Recommendation PCAB – Add ‘Supervisor’ Role that give them more responsibility. Possibly allow the County Administrator to define a role and then assign a role to their users?

2 - Important


Change Request

Page 18 of 23


HEAT Ticket 1032366 Supplemental Agreement Short Description: Audit Trail available to both counties when a submission is returned

to the Correction Queue for submitting to the wrong county Business Need/Problem: Attorneys continue to contact the county the submission originally

was filed with to find out the status when it had been returned to the Correction Queue to be submitted to a different county.

Request for Change

Marion We are requesting that the Portal provide any county who touches a filing to be able to view the audit trail even after it's sent to the correction queue due to incorrect county. The attorneys are contacting the original county for a status update even though it was to be resubmitted to a different county.

Missing Filing

Hello,

We have been contacted by an attorney filer who received the attached confirmation email for a new case filing submitted to Marion County. We are not able to find the filing number by doing a search on the portal. Could you please verify for us that this filing was truly submitted to Marion County as the confirmation email states?

Portal Modification Maintain the audit trail of a submission in the original county when the submission was returned to the Correction Queue for being submitted to the incorrect county.

Questions/Comments

Recommendation PCAB – 4 - Low


Change Request

Page 19 of 23


HEAT Ticket 1035814 Supplemental Agreement Short Description: Send an email to [email protected] when a county updates the

Park XML for Transmission for Local Review and Portal Review Business Need/Problem: Service Desk would like to be notified when a county ‘parks’ the XML

for transmissions for both Portal and Local Review counties and when they ‘unpark’ the division[s]

Request for Change

FCCC Enhancement: Send email to [email protected] when a county updates the Park XML for Transmission for Local Review/Portal Review.

Current Situation The counties currently have the ability to ‘park XML transmissions’ in each division if they know that their CMS is going to be down for a given period of time. To do so they place a check in the box next to the corresponding division. That will shut down the Portal sending the XML to the county but still allow the filers to continuing filing. When they remove that check, the XML transmissions will begin flowing again.

mailto:[email protected]


Change Request

Page 20 of 23

The request is to auto-generate an email to the Service Desk at [email protected] so that they are aware of when a county has elected to have a division ‘parked’ and when they ‘unpark’ that division.

Portal Modification Auto-generate an email to [email protected] when a county selects a division to ‘park the XML transmissions’ and generate an additional email to [email protected] when they remove the ‘park’ selection from a division.

Questions/Comments

Recommendation PCAB – 1 Schedule for Release




Documents

Portal/CCIS Change Advisory Board Reportarchive.flclerks.com/e-Filing_Authority/Resources/2017-2018_Board... · Portal/CCIS Change Advisory Board Report ... clerk configurations,