TECHNICAL SERVICES
New Clerk Orientation, Tallahassee, FL
What is the Service Center?
Single point of contact for you and your staff.
 Service
Desk – Meredith Ewing
 E-Portal Service Desk – Gia Howell
 Technical Assistance Program (TAP) – Tab Bradford
(850) 414-2210
[email protected]
STATEWIDE PROGRAMS
New Clerk Orientation, Tallahassee, FL
Florida Courts E-Filing Portal
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Mandatory Statewide E-Filing Implemented
4/1/2013
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Statewide Web Application hosted at FCCC
Accepts all case type filings
Filings are transmitted to all 67 Florida Counties, 2nd DCA,
Florida Supreme Court
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Some of these entities use the Portal to review E-Filings
Project Management, Systems Analysts and Hardware are
Maintained and Supported by CiviTek
Software is Maintained and Supported by Granicus
Florida Courts E-Filing Portal
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Statewide E-Filing Stats
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20 Million E-Filing submissions transmitting 32.1 Million
documents since mandatory E-Filing date 4/1/2013
1 Million new cases have been initiated from the portal
70,000 filer accounts
2.2% of all filings are returned to the filer for correction
Documents are docketed within one day
75% of all E-Filing submissions utilize the E-Service functionality
Florida Courts E-Filing Portal
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Non-mandated Additional Services
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System-to-System E-Filing for Governmental Agencies
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State Attorney
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Public Defender
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Judiciary
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Law Enforcement
Clerk Filing to the Florida Department of Corrections
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Sentence modifications are transmitted securely from the Clerk’s
office to the FL DOC Bureau of Admission and Release
Florida Courts E-Filing Portal
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Portal/Clerk Case Maintenance System Integration
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Portal is an entry point for case information and docket entries
into the Clerk’s Case Management System (CMS)
Clerk’s CMS returns information to the Portal regarding filing
status and case data
Fees are paid by the filer on the Portal and CiviTek sends the
fee payment to the Clerk
For the Filer, the process looks like one big system, but it is
really many systems working independently and transmitting
data between entities
Florida Courts E-Filing Portal
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Current Efforts Underway
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Standardization of Clerk Configurations
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Divisions
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Case Types
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Sub Types
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Document Groups and Types
New filer roles will be added to enable more documents to be
filed through the portal
E-Filing Portal Software Enhancements
CLERC
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CLERC – Clerk of Court Child Support Collection
System s.61.181
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Statewide Distributed Application
Maintains All Child Support Cases
Used by all 67 Florida Counties
Maintained and Supported by CiviTek
TCATS Overview
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Traffic Citation Accounting & Transmission System (TCATS)
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The first TCATS record was processed January 2, 2002
Provides an automated statewide traffic system to improve the
accountability of traffic citation information and the
accountability for monies collected from the violations
Provides a means by which all 67 counties can communicate with
a UTC repository.
Provides Law Enforcement the means of transmitting UTC data
electronically.
Provides for electronic reporting of UTC to DHSMV including
Dispositions and Collections
Provides for Independent Ad-Hoc Reporting
Provides audit reports to Clerks and DHSMV
TCATS Overview
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Florida Statutes Chapter 318.18
 (8)1(a)
… the department shall contract with the Florida
Association of Court Clerks, Inc., to design, establish, operate,
upgrade, and maintain an automated statewide Uniform Traffic
Citation Accounting System to be operated by the clerks of the
court which shall include, but not be limited to, the accounting for
traffic infractions by type, a record of the disposition of the
citations, and an accounting system for the fines assessed and the
subsequent fine amounts paid to the clerks of the court. On or
before December 1, 2001, the clerks of the court must provide
the information required by this chapter to be transmitted to the
department by electronic transmission pursuant to the contract.
ICD (Interface Control Document)
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Standards
 All reporting requirements are defined in the TCATS ICD (Interface Control Document).
 Recommended transmission frequency - daily
Provides uniform format for transmitting data to DHSMV
 Initial Citation (Arrest) Information
 Disposition Information
 D-6 Information
 Law Enforcement Electronic Reporting
 Criminal Financial Obligations
 Toll Authority Citation Paid with in 30 days
Evolves in order to:
 Improve quality of data
 Allow for additional TCATS requirements
 Address new or modified legislation
 Current ICD is Version 6.0.1
TCATS PROCESS FLOW
Paper Citations
67 County Clerks
UTC
(Page 8,13)
Dispositions
(Page 19,31)
D-6
(Page 58)
FACC Central Site
Law Enforcement
Electronic
Citations
(Page 44,48)
Electronic
Citations
(Page 44,48)
ALL COUNTIES
Arrests
(Page 61)
UTC/
Dispositions
(Page 53)
D-6
(Page 58)
DHSMV
Validation Points
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3 Types of Data Edits
 Local
 The
Edits
goal is to identify all errors locally
 TCATS
Edits
 Based
on TCATS ICD
 Formatting/Load Errors – .log files
 Validation Errors - .rpt file
 Electronically reported back to county for each county
transmission to TCATS
 DHSMV
Edits
 Electronically
reported back to county through TCATS for all
data received at DHSMV
Continuing Education & Support
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Ongoing Support
Advisories
Training Material
 Article
V – Fine and Distribution Requirements
 Appendix C
 Error Documentation
 FAQ’s
FHP E-CITATIONS
Benefits
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Provide complete and reliable data for citations issued by
FHP Troopers
No longer have to decipher often illegible, handwritten
information
Reduce manual data entry by importing electronic citation
data
Project Status
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Data is available for all 67 counties
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FHP is currently using TCATS ICD 6.0.1
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58 counties are LIVE processing FHP e-citations
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46 counties are accepting e-citations in TCATS 6.0.1
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99.98% success rate for e-citations processed at Central
Site
TCATS Error Processing
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Error Reports should be monitored to ensure citation is recorded on Drivers record.
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Local Errors
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Central Site Errors
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Must be corrected prior to transmission to Central Site
Citation,Dispostion,D6
Error reports transmitted back to counties
Resend to TCATS
DHSMV Errors
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UTC, ARREST, D6 and Criminal Suspension
Error reports transmitted back to counties
Resend to TCATS
TCATS Option in CCIS
Authorized CCIS Users Options
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TCATS Inquiry
Citation (& Disposition) Inquiry from TCATS
D6 Suspension Inquiry from TCATS
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DRC1 Functionality
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D6 Clearance
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D6 Re-open
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D6 transaction Report
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Child Support Suspension
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DL transcript Search
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DL Transcript Report
TCATS Error Reports
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Error Management Tool used by Clerks, FACC and DHSMV to track various aspects of error
tracking
Ability to view outstanding TCATS Central Site and DHSMV error reports by date range
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County specific access for Clerk staff in originating county
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FACC and DHSMV access statewide
TCATS Option in CCIS
www.flccis.com
CCIS
Comprehensive Case Information System (CCIS)
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Provides statewide court case information across all county
and circuit criminal, civil, traffic, juvenile and probate case
types.
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Nightly upload of current case data provided by each
Clerk’s Office including new case information and updates
to previous information provided.
CCIS
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As of Nov 2014 there are over 118 million cases and 306
million names accessible through CCIS.
Images of court documents are accessible through a secured
link or hosted at the CCIS site based upon availability by
each county.
Data is searchable by name or case number, through a
secured point of access available 24 hours a day, 7days a
week.
CCIS
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Provides a statewide methodology for data sharing among
local, state and federal governmental entities consisting of the
judiciary, criminal justice and other user agencies without being
intrusive or mandating statewide applications.
Access available to governmental agencies only at various
security levels based upon system user statutory authorization,
Florida Rules of Court and Federal Guidelines.
Security Policy approved and monitored by the CCIS Project
Committee.
CCIS
There are over 32,000 registered users in CCIS at the present
time including:
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Clerks’ Office Employees
Judiciary and Judicial Staff
Court Administration
Fla. Dept. of Corrections
Dept. of Children and Families
Dept. of Revenue
Municipal and County Law Enforcement Agencies
Local School Boards
Circuit, County and Federal Probation Officers
Federal and State Prosecutors and Public Defenders
Other Federal agencies such as the Secret Service, Border Patrol,
Homeland Security, and Drug Enforcement Administration.
SPECIALIZED SERVICES
New Clerk Orientation, Tallahassee, FL
Solution Overview
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CLERICUS is a Florida-based Case Maintenance
System
CLERICUS is developed by and for Florida’s Clerks
of the Courts
CLERICUS Standards
 Microsoft
.Net Service-Oriented Architecture
 ITIL Development Methodology
 Clerk Oversight and Ownership
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Functionality
 All Court Case Types
 Central Cashiering/Finance
Interface
 Configurable Security Profiles
 Configurable Imaging Workflow &
Queues
 Document Generation/Notification
w/Electronic Signatures
 Event Scheduler & Tickler
 In Court Processing
 Standard API for data sharing
 Parking Tickets
 E-Marriage Licenses
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Juvenile Module
Passport Module
Tax Deed Module
E-Filing & E-Recording Interfaces
Collection Agency Module
Article V Reporting Subsystem
Configurable Reporting Subsystem
System Audit Tracking
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Solution Overview
Participation is open to all Florida Clerks
36 Clerks Currently Participating
34 Counties Live in all Court Divisions
 Implementation Status:
Pasco County is live in Civil and Probate and is
currently working with us to complete their
Criminal and Traffic implementation.
Marion County is working on code mapping and
data conversion
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Implementation Status
Official Records
The CLERICUS Official Records Recording and
Indexing application provides a tool to maintain
and monitor official documents. Features include:
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Tracking recorded instrument and parties relationships
Instrument management controls
Sequence and verification features
Management of fees, daily receipting
and fee distribution reports
Charge management utilities
Common name tables to reduce
data entry requirements
Public access options
Imaging – Interactive and Batch
Performs Auto ORI with Clericus CMS application
Civitek Jury ITN Status
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Xerox “AgileJury” Application Ranked First
Initial Contract Negotiations are Complete and Reviewed by
Evaluation Committee (Draft Contract Provided)
Draft Contract Highlights
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Tiered Pricing Based on County Size
Tiers 1 and 2 hosted by Civitek
Civitek will be a “re-seller” and provide Software Support
Next Steps
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Contracts/Pricing Presented to Civitek Board on 10/30/2014
Legal Review and Final Approval
Pilot County Implementation
Potential 2015 Statewide Rollout
Civitek Data Vaulting Solution
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Civitek has partnered with Hayes Computer Systems
and EMC to provide a data vaulting solution to
Clerks
Each participating Clerk will purchase or lease a
local storage appliance manufactured by EMC
The local device will be networked with the central
vault in Alpharetta, Ga
This device can be easily integrated into the
existing IT environment
How does the service work?
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Data is replicated from Clerks local EMC appliance
to a secure CAT 3 rated facility in Alpharetta, Ga
Utilizes Clerk’s current WAN connected to all 67
counties throughout Florida
Data replication requiring more network bandwidth
can utilize a secure vpn connection
What is TAP ?
(Technical Assistance Program)
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A program which provides general technical
services for participating counties
The nature of the technical support is based on the
specific needs of the individual Clerk’s office
Services are provided from qualified CiviTek
technical staff
Onsite and remote support are available
Participation is voluntary
Goals of TAP
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Provide the highest level of support based upon
individual needs
Emphasize proactive support
Provide a single point of contact for all technical
support, if desired
Offer a wide variety of specialized technical
services
Respond to customer requests in a timely, courteous
manner
Minimize System Downtime
MyFloridaCounty.com
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E-Commerce
 Child
Support
 MyFloridaCounty.com
– Credit Cards
 MyFloridaRemit – E-Checks
 MyPaymentPortal (MPP)
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Washington, Oregon, Hawaii, Virgin Island
 Official
Records Index Ordering
 ORI
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Subscriber
Public
MyFloridaCounty.com
 Online
Traffic
 Cashiering
 Over
the counter (OTC)
 Web Pay
 Open
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Pay
iPay