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RFP Prepared by
The Supreme Court of Ohio
Request for Proposals for a Hosted Case Management System RFP Number 2011‐1
Appendix F ‐ SCO Case Process Workflows
4 August 2010
NOTICE
R.C. Section 9.24 prohibits the Supreme Court from awarding a contract to any Vendor against whom the Auditor of State has issued a finding for recovery if the finding for recovery is unresolved at the time of award. By submitting a proposal, a Vendor warrants that it is not now, and will not become subject to an unresolved finding for recovery under R.C. Section 9.24, prior to the award of any contract arising out of this Request for Proposals, without notifying the Supreme Court of such finding.
Financials Satisfied?
Judge makesDecisionStart
CivDisp 7/29/2010
Civil Disposition
End
Clerk file stamps
Order
Attorney GeneralDOTT (??)Vital Statistics (e,g., Divorce or Dissolution, Parentage)Supreme Court (case “closed”) Journal
Post-Judgment Action Filed?
Appealable Order?
No
Yes
Yes
No
Yes
No
ScheduleDecree Hearing(Event
Scheduling)
EventScheduling
FinancialManagement
End
Clerk documents /updates case
outcomes (e.g., disposition)
Reports
Yes
Financials Satisfied?
No
End
Notify Parties of
right to Appeal
(Case Comm)
Copies of order sent to
parties (Case Comm)
Final Order Produced
(Doc Mgmt –SysGen)
Order is docketed
(Docket Entry
Judge signs Order
(Doc Mgmt –SysGen)
CrimDisp 7/29/2010
Disposition (Criminal, Traffic)
Incarceration Ordered?
End
Sentencing OrderGenerated
Clerk Enters Disposition on
Charges
InCustody?
ProbationOrdered?
Order to Convey delivered to Sheriff
Order to ReleaseSent to Jail
Fees/Fines/Costs Due?
End
Community Control
ordered?
Clerk Delivers Sentencing Order
to Community Control
End
Community Control
Satisfied?Reports & Notifications:BCI&I, BMV, SheriffBoard of Elections
No
No
Yes
End
No
No
Yes
No
Yes
No
YesStart
EventScheduling
Docket Terminating
Order
TerminatingOrder
Generated
Review HearingScheduled
No
Order to ConveyGenerated
Yes
Financial Management
Probation Dept.
Judgment & Sentence Probation Dept.
Order to ReleaseGenerated Yes
APL 7/29/2010
Appeals
Start
Cross appeal filed?
Notice of Appeal filed
with Trial CourtTrial court
notifies Clerk of Court of Appeals
Appellate Clerk
creates Case
Notices about hearing sent
YesParty to Party notfications
End
No
Hearing held in Court of Appeals
Remand or reverse?
Court of Appeals notifies
Appellate Clerk of outcome
End
No
Trial court reopens caseYes
Notice of Filing
issued by Appellate
Clerk
Appellate Clerk dockets
Court of Appeals decision
Record filed with Appellate Clerk
Court of Appeals CMS
Appellate Clerk sends notices to
Parties
Appellate Clerk issues
certified copies
Court of Appeals schedules
hearing
Trial Court assembles and prepares case
record
Trial Court sends case
information to Court of Appeals
Outcomes of Mediation and Drug Court YES decisions are Court orders into the programs
Orders issued to compel parents to these screenings
Start
Shelter Hearing
No
Yes
Child-in Custody?
DCF authorized to complete pick-up without hearing if necessary
CaseCreation
JFS, CSB/D
Recommended or Ordered Mediation (Ongoing)
Mediation Screening
NoMediation? Yes
No
Drug Court Screening
Drug Court ordered?
Drug Court
No
Child Pick-Up Order Request
Issued?
No
Can happen any time in JDEP process
Order to pick up issued
Agency creates case plans;Approved by Court;Filed filed by clerk.
JuvDep1 7/29/2010
Juvenile Dependency – Part 1
Yes
Med
DCMed
DC
ALT
Med
DCDependency Petition Filed
AllegationFiled
GAL ApptsAtty appts(separate Process)
Preliminary ConferenceYes Part
2
Motion filed for Permanent
Custody
Permanent Custody Granted?
No
Yes Eligible for Adoption
Case Plan Conferences
Held (Ongoing)
Court issues Summons to Permanent
custody hearing Permanent
Custody Hearing
Motion DeniedStatus remains
same
Status Reviews
(ARs, SARsTC)
Finding of A/N/D docketed
Order Granting Perm. Custody
Issued
Order issued on Disposition; docketed and distributed to appropriated parties.
Order comes out of Adjudicatory Hearing.If no disposition at time of AH, need to schedule disposition hearing
Outcomes of status reviews are filed by Clerk.
JuvDep2 7/29/2010
Juvenile Dependency – Part 2
Preliminary Conference
Parental admission or
consent?
No
CaseDisposition EndYes Dismiss or
Proceed Dismiss
Proceed
PPLAITCTC
PSUP
Juvenile Dependent
AdjudicatoryHearing
Part1
Application for IV-D Services
submitted
No
End
Yes
Outcomes go many different paths
JuvDep 4D 7/29/2010
Juvenile Dependency IV-D
IV-D EligibleEligible for IV-D Services?Start
Multiple sources; not dependant on custody status – can occur any time in process.IV-D also applied to D/R in Common Pleas
Yes
Start
Arrest Report / Complaint /
Referral FiledEligible for Diversion?
No
DetentionHearing
Disposition
Juv Obj 7/29/2010
Juvenile Court Objections
Case Initiation
Is Juvenile Detained?
Admit?
PreliminaryConference
No
No
Yes DiversionPrograms
Diversion Successful? Yes End
End
ArraignmentNon-Cert Case
SummonsIssued/Delivered
Adjudication / Plea?
No
DischargeDefendant
No
Yes
Yes
JuvDel 7/29/2010
Juvenile Delinquency
Commitment?
End
Magistrate’s Decision /
Judge’s Order Issued
In Custody?
Order delivered to Transport
Officer
Fees/Fines/Costs?
End
Reporting:BCI&I, BMV, Sheriff,School Superintendent,DYS, JFS (CGSE, CSD/B)
No
No
Yes
Yes
End
No
Yes
Start
Objection (to Magistrate
Decision) within 14
days?
No
Yes
Reentry Classification
Hearing?Yes
No
Final Appealable Order
Placement
License Suspension
A
B
Order for ServicesC
EventScheduling
Financial Mgmt
D Community Control
Reporting Clerk Enters Disposition on
Charge(s)
Court/Clerk generates
Order to Convey
Court/Clerk prepares Mittimus
Mittimus sent to Detention Center
Judge’s order adopting
Magistrate’s decision
Probation Ordered?
No
YesProbation Dept.
JuvDel-A 7/29/2010
Placement
Child is removed
from home
Placement into Group Home/ Foster Care?
Notify Children’s Services
Dep. Abuse / Neglect Filed by CSB/D?
Request for determination of
IV-E eligibility submitted
CSB/D
No
Yes
A
Order for Removal /
Placement / Custody/Support
Communi-cations
Case InitiationYes
No
ALT Investigation is triggered
Order for temp. custodian generated
Financial Management
JuvDel-B 7/29/2010
License Suspension
Court Confiscate License?
Notice transmitted to
BMVEnd
Court takes possession of
license
Limited Privileges Granted?
Yes
No
No
Yes
B
Suspension Form Generated
Order to Suspend License Issued
BMV
Form granting limited privileges
generated
Motion requesting privileges
filed?
Yes
End
No
Susp. form docketed (Docket Entry)
Defendant retains license
JuvDel-C 7/29/2010
Order for Services
Referral Required?
Compliance Monitoring
Service Provider
Service Complete? End
No
Yes
Yes
No
C
Order for Services Issued
Magistrate’s Order
(accepted)
Generate Referral Form Send form
to Provider
Service Provider Reporting
Defendant makes arrangements directly with
Provider
Satisfaction Order Generated
Community Control?
Clerk Delivers Sentencing Order
to Community Control
Community Control
Satisfied?
No
Yes
No
YesNon Controlled
Supervised Compliance
End
EventScheduling
Terminating Order
generated
ScheduleHearing
EventScheduling
D
JuvDel-D 7/29/2010
Community Control
PC Hearing Yes
Arraignment
Start
Cert/TR Case?
PC Found?
No
End
Yes
TR Discretionary?
No
Yes
Juv Cert/TR 7/29/2010
Juvenile Court Cert/TR Cases
Summons created and
delivered
Remain inJuvenile Court
AmenableTo Rehab?
Transfer to Adult Court
Yes
No No
Remand to Magistrate for further action
YesEventScheduling
Start
Disposition (Magistrate’s
Decision / Judge’s Order)
Objection?Judge
Overules Objection?
NoNo
End
Yes
End
Decision Appealed?
No
Yes AppealHearing
Filing for Findings of Law /
Transcripts / Briefs, etc.
Juv Obj 7/29/2010
Juvenile Court Objections
GALneeded?Mediation?
Start DR-New 7/29/2010
Domestic Relations – New Case
In house Investigation
needed?
Filing submitted
Case Creation
Judge Assignment
Perform Service
Court sets date for Pre-Trial
hearing
Hearing
Discovery
Investigator’s Report
Court appoints GAL
GAL report (7 days prior to
hearing)
Yes
YesYes Yes
No No
No
Court assigns
Investigator
Investigation
A
Request for Temporary
Order?
After 14 day wait
Yes Request for Oral Hearing?
Schedule Oral
HearingYes
Oral Hearing
No
No
MediationReport
Court issues Temporary Order
Answerreceived?
Request for Uncontested Final Hearing
Granted?YesA
No
No
Order distributed
(Case Comm.)
Temp Order Issued
DR-Post 7/29/2010
Domestic Relations – Post Decree
GALordered?
Mediation?
Start
Parenting Investigation
needed?
Post-Decree Filing
submitted
Final Pre-Trial
ParentingInvestigation
Report
GAL report (7 days prior to
hearing)
Yes
No
Investigation
Schedule Pre-TrialHearing
Pre-TrialHearing
Ex-Parte Emergency
Order Requested
Yes
No
MediationReport
MediationYes
Hearing
A
Emergency Order
No
PerformService for delivery to
Pariies
Emergency Order
granted?Yes
Yes
Send to Agencies
No
Send to Law Enforcement
AgenciesYes
No No
DR-Judge 7/29/2010
Domestic Relations - Judgment
Judge orMagistrateMagistrate Judge
JudgmentMagistrate decision
No
YesObjectionFiled?
Judge Review and
DecisionEnd
A
Contempt or dismissal
No
Yes
DR-Parent 7/29/2010
Domestic Relations - Parenting
Parenting Investigation
Orderissued
Start
Parenting questionnaire
sent to parents
Questionnaire and fees
returned w/in 14 days?
ContemptHearing
DismissalHearing
Dismissal Contempt
ParentsComply?
ParentsComply?
Investigation
Yes Yes
FinalHearing
No
No
No
Parenting Investigation
Report
Dismissed?YesEnd
No
PRO-Trust 7/29/2010
Probate - Trusts
Application for Appt. of Trustee
Start
Appointee Acceptable?
Trustee appointed
without bondYes
End
Appt./Appl. Verification
Another Appointee available?
No
BondRequired?
BondProvided?Yes Yes
No
Successor Provided?
Court appoints Trustee
No Yes
Yes
Trustee prepares and
submits inventory
Inventory approved by Court?No
Periodic accounting
reviews submitted?
No
Notice Sent
TrustContinues?
No
End
Yes
TrusteeComplies? Yes
Yes A
A
Event scheduling
No
PRO-Conserv 7/29/2010
Probate - Conservatorship
Filing for Conservatorship
Start
End
Appt./Appl. Verification
No
Conservatorship Granted?
Conservator manages
estate
ConservatorshipContinues?
No
End
Yes
Event scheduling
Nominee Acceptable?
No
End
Yes YesHearing held
YesPeriodic reviews(every 2 years)
PRO-BirthRec 7/29/2010
Probate – Birth Record Correction
Start
Hearing to be held?
CorrectionApproved?
End
Schedule Hearing
(Event Mgmt)
Hearing held
No
Yes
End
No
A
A
Yes
Clerk sends finding and
Order to Dept. of Health
Corrected birth record requested?
Fee paid for corrected birth
record?Yes
No No
End
DOH updatesbirth record
Clerk receives corrected birth
recordYes
Dept. of Health(DOH)
Includes all required supporting documents
Application for correction of birth record
Scan Birth record
(Doc. Mgmt)
DOH sends updated birth
record to Clerk
Clerk notifies party
(or mails birth record)
Also sends fees for applicant copy of corrected birth record, if requested.
Hearing must be scheduled more than 7 days after application is filed.
PRO-MinorGuard 7/29/2010
Probate – Minor Guardianship
Start
Court sets Hearing
data/time
Guardianship Granted?
Guardian manages person (and/or estate)
GuardianshipContinues?
No
End
Service (or waiver
of Service)
No
End
Yes
Hearing held
Yes
Includes all required supporting documents
Reportsfiled
BondRequired?
BondProvided?Yes
No
End
No
Yes
Filing forGuardianship
Periodic reviews(every 2 years)
PRO-Adopt 7/29/2010
Probate – Adoptions
Start
Petitioner’s Accounting required?
Reports reviewed by Court and interested
parties
AdoptionGranted?
No
Yes
No
End
Consent to Adoption needed?
YesConsentgranted?
No
Preliminary accounting report filed
Final accounting
report submitted
Home study report submitted
Pre-finalization assessment submitted
End
No
Adoption hearing
Yes
Includes all required supporting documents
Petition for Adoption filed
A
A
Final or Interlocutory
Order
ChildAdopted
6 monthsmonitoring
Adoption confirmed?
Interlocutory
Yes
Final
Adoptionterminated
No
Report to DOH Vital Statistics
Dept. of Health(DOH)
Yes
PRO-AdultGuard 7/29/2010
Probate – Adult Guardianship p1
Start
Attorneyrequested?
Service/notice to
next of kinYes
Court Investigator appointed
Includes “Statement of Expert Evaluation” and all required supporting documents
Emergency?(ExParte)
ExParteGranted?Yes
No
End
Filing forGuardianship
Court sets Hearing to
be heldw/in 3 days
Yes
Attorneyappointed
ReviewHearing held
Court sets Hearing
schedule
No
No
Investigation report
p2
Guardianship Granted?
Guardian manages person (and/or estate)
GuardianshipContinues?
No
End
No
End
Yes
Yes
Reportsfiled
No
p2
PRO-AdultGuard 7/29/2010
Probate – Adult Guardianship p2
Estate inventoryfiled with Court
Estate Inventory required?
Yes
Periodic reviews(every 2 years)
PRO-ML 7/29/2010
Probate – Marriage License App.
Start
SubmittedIn person? Yes
End
Marriage License Application submitted
No
A
Clerk scans application(Doc. Mgmt)
Direct data entry via web
Clerkdate stamps application
Errorsfound?
Applicants appear within defined time?
Applicationpurged
No
Yes
Yes Errorscorrected?
Yes
NoNo
Applicantsworn in
Applicant and Clerk signapplication
Collect Fees (Fin. Mgmt)
End
Applicant(s) over 18?
No
Applicants attend
counseling
Yes
Clerk enters data into system
Abstract generated
and reviewed
Certificate of Marriage
prepared by Official
Marriage held within 60 days
of packet issuance?
Certificate of Marriage
submitted to Clerk
Yes
Marriage reported to Dept.
of Health (Vital Stats)
No
Marriage not valid
Clerk notifies
applicants (Comm.)
A
License packetgiven to
applicants
PRO-NC 7/29/2010
Probate – Name Change
Start
Name changegranted? Yes
Is applicant an adult?
Written consent of both parents
provided?
No
Application for Name Change
submitted
Public Notice of hearing issued
Yes
No
No
Public notice posted for 30 days
Court issues order approving
name change
Clerk sends certified copy of
order to DOH(Vital Stats)
End
Hearing held
Does child have a legal
father?Yes
No
Notice of hearing sent
to alleged father
Hearing scheduled
Notice of hearing sent to parent(s) contesting
change
Yes
PRO-MS 7/29/2010
Probate – Minor Settlement
Start
Application to Settle filed
Modified
Court approvesSettlement
Report of distribution
filed
End
Approved
Non-custodial
parents sent 7 day notice
of app.
Hearing heldHearing scheduled
ClaimApproved,Modified,Denied
Filed by custodial parents or guardian
Court deniesSettlement
Denied
Court modifiesSettlement
Deposit Account
required?
Verification of deposit provided
Settlementdistributed
No
Yes
PRO-WDS 7/29/2010
Probate – Wrongful Death Settlement
Start
Application to approve
Settlement filed
End
Hearing Scheduled Hearing held
Service (for
notification of hearing)
No
Settlement approved?
Recipient under 25?
Trustrequired?
Court sets up Trust &
guidelines
Yes
Yes Yes
Settlement funds
distributed
Settlementput into
Trust
Trustcontinues?
Settlement distribution
reporting
Yes
Adjustment made to
Settlement
No
NoNo
PRO-JH 7/29/2010
Probate – Judicial Hospitalization
Start
Party files affidavit alleging
commitment
Yes
Retainedlocally?
Temporary detention needed?
Commitmentgranted?
Initial Placement hearing heldYes Yes
Temporary detentionprovided
No
Yes
NoNo
Mentally Delayed,Mentally Ill
Order to Convey generated
Attorneyrequested?
End
Yes
Attorney appointed
Mental Health/MD experts
needed?
No
Assessmentconducted
AssessmentReport
Involuntary Commitment
ordered?
CommitmentOrder generated Person
committed
Yes
No
No
End
End
PRO-DF 7/29/2010
Probate – Declaration of Father (of Adult Child)
Start
Declaration filed by alleged father
Joint declaration?
(mother, father, child)
Mother deceased or
incompetent?
Declaration meets
statutory requirements?
Hearing heldYes
NoNo
No
Filing include copy of child’s birth certificate and genetic testing results
End
Yes
Scan documents
Order declaring man legal father
issued
Order for new birth certificate
issued
Order sent to Dept. of Health
End
Dept. of Health(DOH)
Dept. of Health creates new
birth certificate
Hearing scheduled
Alleged father appears aloneYes Case
dismissed
PRO-DBR 7/29/2010
Probate – Delayed Birth Registration
Start
Hearing to be held?
Registration request
approved?
End
Schedule Hearing
(Event Mgmt)
Hearing held
No
Yes
End
No
A
A
Clerk sends finding and
Order to Dept. of Health
Birth record requested?
Fee paid for birth record?Yes
No No
End
DOH updatesbirth record
Clerk receives birth recordYes
Dept. of Health(DOH)
Includes all required supporting documents
Application for Registration of
birth filed
Scan birth record
(Doc. Mgmt)
DOH sends updated birth
record to Clerk
Applicationdenied
Clerk notifies party
(or mails birth record)
No
PRO-DE 7/29/2010
Probate – Decedent’s Estate p1
Start
Hearing to be held?
Court approves
application?
Notifyparties
Hearing held
No
Yes
No
p2
Letters of Administration
issued(Fiduciary Appointed)
For Appointment of Fiduciary over Estate
Application for “Letters of
Administration with Bond” filed
Court sets bond
End
Bond required? Yes
No
Decendenthas will?
Application to admit will and
appoint executor filed
A
Court admits will
and appointsexecutor
Will contested? Yes
Court issues “Letter of Authority”
No
Executor and heir
(defendants) file “answer”
Pre-Trial and Discovery
Will confirmed?
Yes
No
A
p2
Yes
No
PRO-DE 7/29/2010
Probate – Decedent’s Estate p2
Executor/Admin files Inventory &
Appraisal
Exceptionsmade? Yes
Court approves assets and
property values
Inventory & Appraisal revised
p1
Surviving spouse “take against” the
will?
Assets distributed to creditors and
heirs
Estate tax return filed (based on inventory)
Taxes paid (if owed)
Add’l creditor claims
against the estate?
No
End
YesExecutor/Admin
files final accounting
No
Yes
Upheld?
Yes
No
