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Presented byPresented by
Margaret RobbinsMargaret Robbins
Program Director, TMCECProgram Director, TMCEC
Caseflow ManagementCaseflow Management
Includes: Moving through a process Active oversight
Continuous changes
Not a steady movement Series of events Multiple tracks for case processing and
time frames
Caseflow ManagementCaseflow Management
Requires: Philosophical commitment Resource commitment New procedures Retraining personnel New forms
Successful OrganizationsSuccessful Organizations
Clear sense of direction Unity of purpose Map Plan of Action
Includes strategic planning Strategies to achieve vision, mission,
goals, and objectives
Create an Impetus for Change
Form a Guiding Coalition
Create and Communicate a Vision and Mission
Select Standards Relevant to Vision & Mission
Conduct Short-Term Measures
Conduct Long-Term Measures
Make Improvements
Communicate Progress
Caseflow ManagementCaseflow Management
Elements Judicial commitment and leadership
Includes city commitment and leadership
Court supervision of case progress Standards and goals Monitoring and information system
StepsSteps
Vision Mission Goals and Objectives Identify resources Develop plan to analyze current caseload
inventory Developing Standards Monitoring
VisionVision
Preferred future Focus of action What court should be Simple, inspirational, focusing Shared values of employees Establishes framework Clarifies direction
MissionMission
Court’s mission Describes court’s fundamental purpose
Mission of caseflow management Describes fundamental purpose Identifies desired results of caseflow
management Identifies accountability
Mission StatementMission Statement
Performance areas Access to Justice Expedition and Timeliness Quality Fairness and Integrity Independence and Accountability Public Trust and Confidence
Mission StatementMission Statement
Write mission statement
Caseflow ManagementCaseflow Management
Goal Selected area of primary interest
Activity to be completed within a certain time May diminish in importance May be replaced by a new goal
Goals of Caseflow Goals of Caseflow ManagementManagement Goals define the direction of
caseflow management Sequence of time events more
predictable and more timely Equal treatment of defendants Timely disposition Enhance quality of court process Enhance public confidence
ObjectivesObjectives
Key result that can be obtained within a specified time period
The specific steps to achieve goals Focus on specific results to be
achieved (within a specified time) Fully communicated Written in quantifiable statements
Permits verification of achievement
GoalsGoals
Develop goal statement
ObjectivesObjectives
Write specific results to be achieved and make sure results can be measured
Strategic PlanStrategic Plan
Statements that describes Vision Mission Goals Objectives Strategies for achieving them
Steps of Strategic PlanningSteps of Strategic Planning
Establish reason or motivation for change
Form guiding coalition
Create vision Define mission Set goals
Communicate vision, mission, & goals
Establish objectives Formulate strategies
Identify resources Analyze current case
load Formulate strategies for
developing standards and monitoring procedures
Monitor, evaluate & modify steps
ResourcesResources
Financial People Equipment Forms Other city departments Other courts State agencies National agencies Outside consultants
Analyzing Current Case Analyzing Current Case LoadLoad Inventory Categories
One year’s filing Average filings per
month Current case
processing standards Current pending
caseload Current FTA warrants Current community
service Current trials
scheduled
Inventory Categories Current time payments Current laying out in jail Current Capias Pro fines Current appeals Backlog in all categories Appearance rate
Determine desired pending case load
Flowchart current processes
Standards Standards (Performance Measures)(Performance Measures)
Define direction of caseflow management Relevant to vision and mission Use flowchart to analyze current procedures
and processes and where you want to go
Provide basis of measuring effectiveness Provide basis for case progress decisions Should be incorporated in routine Results in improvement
Performance MeasuresPerformance Measures
Should include short and long term measures
Help identify operational strengths and weaknesses
Assess the effectiveness of steps taken to correct deficiencies
Performance MeasuresPerformance Measures
Not intended for gauging the Not intended for gauging the performance of individual judgesperformance of individual judges
Involve processes and tasks that are Involve processes and tasks that are linked together and affect one linked together and affect one anotheranother
Emphasize activities of the court as Emphasize activities of the court as an organization, not actions of an organization, not actions of particular individualparticular individual
Things that you might want Things that you might want to measureto measure Workload Efficiency Effectiveness Productivity Service quality Procedures Event time lines Outside time lines Overall disposition
Number of pending cases
Age of pending cases
Median time of case disposition
Individual case progress
Public Trust
Data Collection MethodsData Collection Methods
Case and administrative record reviews and searches
Group techniques Interviews Observations and simulations Surveys of general public, court
employees, attorneys, other city departments
Performance MeasuresPerformance Measures
Develop manageable number Develop measurement system
Build around standards and data collection methods by which measures can be taken
Include requirements for data Include performance evaluation scheme by
which measurement system can be applied
Test Communicate and train employees
Performance StandardsPerformance Standards
Performance areas Access to Justice Expedition and Timeliness Quality Fairness and Integrity Independence and Accountability Public Trust and Confidence
Access to JusticeAccess to Justice
Public Proceedings Safety, Accessibility, & Convenience Effective Participation Courtesy, Responsiveness, &
Respect Affordable Costs of Access
Expedition and TimelinessExpedition and Timeliness
Case Processing Compliance with Schedules and
Standards Prompt Implementation of Law and
Procedure
Equality, Fairness, and Equality, Fairness, and IntegrityIntegrity Fair and Reliable Judicial Process Juries Court Decisions and Actions Clarity Responsibility for Enforcement Production and Preservation of
Records
Independence and Independence and AccountabilityAccountability Independence and Courtesy Accountability for Public Resources Personnel Practices and Decisions Public Education Response to Change
Public Trust and ConfidencePublic Trust and Confidence
Accessibility Expeditious, Fair, and Reliable Court
Functions Judicial Independence and
Accountability
Performance Measurement Performance Measurement SystemSystem What standards should guide the
evaluation of performance? What measures & Indicators should be
applied to gauge performance on standards?
What data collection methods and techniques should be used to measure performance?
How should you use measurement system?
Measurement Measurement
Focuses on results Linked to:
Standard areas (mission) Goals (standards)
MeasurementMeasurement
Questions Where are we now Where do we want to go Are we making progress
Key Elements of Key Elements of MeasurementMeasurementMethodsMethods ToolsTools PeoplePeopleObservations Checklists Judges
Simulations Questionnaires Court personnel
Interviews Rating Scales City officials & attorney
Surveys Inventories Jurors
Record Reviews Statistical Experts
Group Techniques Analyses Members of the public
Strategy Evaluation CriteriaStrategy Evaluation Criteria
Suitability Validity Feasibility Consistency
Vulnerability Timing Adaptability Usability
Key Evaluation QuestionsKey Evaluation Questions
Technical level Are strategies being implemented? Are strategies achieving goals and
objectives? Are there unintended consequences?
Key Evaluation QuestionsKey Evaluation Questions
Management level What should be continued? What should be started? What should be stopped?
Caseflow ManagementCaseflow Management
It is a service improvement process City will benefit Court will be more efficient Citizens will have equal and fair
justice
Caseflow M
anagement
No ch
ange
s
ever
ythi
ng
is p
erfe
ct
Ignore Problems
World Wide Web AddressesWorld Wide Web Addresses
Bureau of Justice Assistance http://www.ojp.usdoj.gov/BJA
Bureau of Justice Assistance Clearinghouse http://www.ncjrs.org
National Center for State Courts http://www.ncsc.dni.us
THE END
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