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

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is p

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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

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