TOC Emergency Meeting, physical and telephonic, NNDIT, WR

Attendees: 

Harold Skow *

Ben Mariano* via phone

Josephine Foo, PM Team via phone, Alternate for Chief Justice*

Orlando Bowman*

Frank Burnside Jr.*

Cindy Yellowhair via phone*

Robert Platero, Alternate for Samson, non-voting

Elrena Mitchell, PM

Nelson Billy, DIT via phone

Sonia Nez, DIT

Geraldine Benally, Judge, Shiprock Judicial

Darrell Boye, CI

Ben Gorman, DIT

Alex Largie, DIT via phone

Anthony Spencer, NNDIT BSA

DRAFT MINUTES

Preliminary matters

After discussion as to whether Mr. Cowboy's last minute alternate Cpt. Platero may vote on his behalf, Cpt. Platero decided he would not vote. Meeting proceeded after establishing that there is a quorum. 

Reclassification of Business Systems Administrator position

Judge G. Benally spoke on her concerns about the agenda item to reclassify the BSA position, saying perhaps we need more resources to support the position, and that the present holder has valuable knowledge already, the pilot needs continuity, time is short to retrain new people, and that the present holder has just been spending time doing clerical duties because of lack of support.  Harold and Elrena spoke on how the project is not moving forward, a great deal of BI hours have been spent with no clarity on what forms have been submitted, and ND is working on the wrong workflows.  Josey explained that the original position had been a toss up between technical and people, and that the people side had been given priority so that the position would be focused on outreach, maintaining buy-in, contact between stakeholders, troubleshoot issues, convene meetings with stakeholders and also the project support team etc. and generally add to the project leadership as the only full time NNIJISP administrator-level position, while at the same time the programming side could be trained.  This has not been the case with this position.  So far, forms have not even been indexed, and the case-specific workflows requested by ND back in July have not even been begun.  Harold's suggestion is to reclass into 3 positions that may be paid hourly or on salary -- an operator position and 2 programming positions.   Harold then moved to amend the voting item, seconded by Orlando.  The TOC voted unanimously 6-0 to get an opinion from Navajo and Judicial HR about the reclassification of the grant-funded BSA position into 3 positions.  The funder has already greenlighted any modification to split the position into 3 and to convert salary to wage.  Action item:  Harold/Elrena to pursue the HR opinions, and if ok, to prepare job descriptions to present at the next TOC meeting to happen as soon as possible.

  Timeline / Project Management

Action Items:  Elrena/NNDIT will prepare a project management plan with a definite GoLive date and include meetings and input/information out to all stakeholders, pilot and rollout, especially identify power users.  Videoconferencing and Microsoft 365 meeting software were briefly discussed.  The different layers of trainings -- for end users and power users -- will be discussed w ND and will be in the PM schedule, including who is going to be power users, end users, and otherwise who will be doing what.  Config also needs case workflows, see below.  These must be included in the PM schedule.  CAs especially must be included in regular meetings.

Configuration meeting - 3rd

Set for Jan 18-21, these will now be delayed because we are not ready.  Comments from staff were that the last config was much the same as the first, perhaps because of a lot of new faces from other districts.  Josey explained that ND needs those specific case workflows so there is no repetition, and this needs to be done before the next and final config.  Action Items:  Projected date for final config is now Feb 8, Elrena to meet with Ethel.  Meetings continue with ND and a meeting is forthcoming with ND engineers.

SEARCH/CODY API Interface

SEARCH is coming Jan 24-28.  Action Items:  Josey to get Cpt. Platero and Elrena the MOA for Capt. Platero to get signature by Mr. Cowboy.  There will be a Jan 12, 11 am teleconf with SEARCH -- Ben Mariano and Josey wish to join that call.

COUNCIL ORIENTATION, Dec. 29, Flagstaff

At motion of Frank Burnside, seconded by Orlando, the TOC voted unanimously 5-0 (Cindy Yellowhair having left the meeting) to permit Harold Skow to present on NNIJISP to the incoming Council in Flagstaff on Wed., Dec 29 with the support of any staff members.  Likely, Elrena and Josey will go in support of Harold.  Action Items:  Harold and staff members to present on NNIJISP on Dec. 29.  Josey will prepare funding and historical reports for Harold by Monday.  Post meeting update:  Josey will not be going but will fully prepare supporting materials for Harold by Monday, 5 pm.

Project management catch-up meeting

Attendees:

Chief Justice Herb Yazzie

Harold Skow

Ben Mariano

Josephine Foo, PM Team

Roberta Sam, Judicial Accountant

Elrena Mitchell, PM

Nelson Billy, DIT

Ben Gorman, DIT

Alex Largie, DIT

Anthony Spencer, NNDIT BSA

Agenda:  Fixed Costs and grants spending deadlines; NIJISP Plan of Operations

Shiprock District Court

Attendees; Judge Woody, Judge Benally, Ethel Laughlin, Staff Attorney Derrick Burbank, Anthony Spencer

A meeting took place to discuss the forms that are needed by New Dawn Technologies, it was decided that we have forms that have been developed by the courts, personal and improvised version of court forms.  The Judges asked the staff attorney to go through the forms that will be sent to New Dawn; to see if some can be deleted, merged or can be manufactured from a template; using the same format but, different information  insertion.

The cause for condensing the forms is the number of Business Intelligence hours available to the Navajo Nation. Forms are been prioritized from a High priority to Low priority. Others forms should be able to be mapped and produced within the Navajo Nation as soon as the administrators are able to attend some JDA authoring training in the near future.

Justware Web-Demo, Window Rock District Court

Attendees: Bryan Quiram; Presenter- New Dawn Technologies, Anthony Spencer; Presenter-NNIJISP, Barbara Willeto-Court Administrator, Novaline Wilson-Staff Attorney, Joann Plummer-clerk, Leslita Slivers-clerk, Corina Begay-clerk, Mattie Roan-Clerk, Carol K. Perry-Judge, Louise Weaver-Clerk, Serenity Smith-clerk,  Marcellus Morgan-Probation Officer, Pedro S. Tsosie-Bailiff, Patricia Joe-Clerk, Gladys Cleveland-Clerk, T.J. Holgate-Judge

The Window Rock District Court was given an overview of the Justware software and its capabilities, the staff was shown a short PowerPoint presentation of the Justware component, Mr. Bryan Quiram gave a presentation on the usage of the Justware screens, the staff was shown the various kinds of searches, how to enter names, how to manage duplicate names, how information was entered on to Justware, where information is entered, and how documents could be generated from the filing cabinet. Questions were asked on how the system could decipher the many name common among the Navajo’s? How New Dawn obtained the information on the system? How will the system know who is entering the information on the screens? These questions were answered by the Project Implementer and System Administrator.

Navajo Nation Department of Information and Technology / Technology Summit, Buffalo Thunder Casino and Resort, Santa Fe, NM

Attendees: Anthony Spencer, Elrena Mitchell, Josephine Foo, Ben Mariano, Nelson Billy, Alex Largie, Sonia Nez, Harold Skow, Bart Liechty (New Dawn)

Foo presented on the development of NNIJISP; Liechty presented on the capabilities of Justware.

The IT BSA attended the NN DIT summit; I attended several classes in the course of the two days, as were as follows;

Opening Ceremonies; Key note speakers were, Dr. Hans Warner Braun, San Diego University, Lt Gov. Joseph Talachy, Pueblo of Pajoaque, and the Honorable Dr. Joe Shirley, Jr., President of the Navajo Nation.

·         Navajo Nation Integrated Justice Information Sharing Project; Josephine Foo- Associate Attorney, NN Judicial Branch

·         Messaging Systems with Microsoft Exchange; Jason Helmick, Director System Training, INTERFACE

·         Information Sharing, SORNA and the Tribal Law & Order Act; Cabell Cropper, Executive Director, National Criminal Justice Association

·         Panel Forum; “Navajo Data Sharing”

·         General Session: Dr. Elmer Guy, NTC; Theresa Becenti-Aguilar, Commissioner District 4, NMPRC; President Elect and Vice-President Ben Shelly

·         Project Management: Mike Canfield, Valiant Consulting

·         IP Converged Telephony Services; Pearl Lee, Victoria Begay

·         Virtualization; Kutlu Gulamber, ARDAM Technologies

·         Panel Forum: ARRA & Special Projects Information Sharing; Strategic Plans and Governmental Strategies.

·         Closing Session: Harold Skow , Director DIT, Galen Updike Telecommunications Development Manager, Arizona Government Information Technology  Agency

Domestic Violence Case Flow work session, Shiprock Family Court

Attendees; Candida Foster, Juanita Foster, Angela Nevayaktewa, Utahna Brown , Elrena  Mitchell, Anthony Spencer, Judge Geraldine Benally

A work session for the domestic violence court clerks was done; the Project Manager and the ITBSA went through the process of establishing a DV case within Justware, we did a case sample; entering a name, establishing a name record, creating  a case,  adding events in the work flow. The staff was shown how to have Justware create documents from the filing cabinet, how to add reminders, how to add pop up as reminders on a case. They also were shown how to entered notes, how to add service of subpoenas and how to add respondents as related to each other.

As the case flow developed, we discovered that forms for the domestic violence portion of Justware were in need of review; some of the forms; i.e. there were two Order to show cause forms, one  was developed by the staff and one developed by a judge. A decision was made to to go through the forms for the DV portion and eliminate some, merge some with a template version, and decide on which forms need to be give to NDT for mapping for usage in the file cabinet. This will be done in the near future

Ms. Mitchell gave the staff an update on the scope of work of the project; what time lines we are looking at, cabling, internet connections

Roberta Sam for the Administrative Office of the Court called the ITBSA with good news; the laptop for the NNIJISP has been received; and will be ready for pick up upon being tagged by the Navajo Nation

Justware Presentation to the Navajo Nation Child Welfare Implementation Project

Chinle, Arizona; Thunderbird Lodge Inn

Attendees; Marketa Gautreau, Melisa Clyde, Carolyn Benallyson, Thomas Cody, Kathleen Bowman, Candice Martine, Raymond Dawes, Marlene Vanwinkle, Kee Yazzie, Marjorie Clashchee, Stanley Ashley, Rita Yazzie, Leonei Leonard, Gerald Watchman, Michele Jones, Cora Max-Phillips

The Information Tech Business System Administrator was asked to present the Justware software to the Implementation Project team member by Mr. Thomas Cody. The Navajo Nation Integrated Justice Information Sharing Project model was presented to the attendees through a short power point presentation. The concept of how the integrated system will work with the different departments, including the courts, Prosecutors, Public Defenders, Probations and the Peacemakers. A short explanation of the how the courts will be tied in through hyper-links. How others at other districts could be able to do name searches, social security or census number searches. How the system will end the redundancy of data entry, how documents can be stored in the filing cabinet and how documents can be produced from the same filing cabinet. 

The Internet connectivity failed, so the actual Justware component was not seen to the staff.

From Anthony Spencer:

·     Efforts continue to enter codes onto the NNIJISP/INSTANCE for probation, peacemakers screens are ongoing, the names of Peacemakers for the Shiprock District entered onto Justware

·         Utahna Brown ( NNIJISP Intern)  updated codes probation / parole

·         Codes for peacemakers screens are being obtained by Utahna Brown and are ongoing

Configuration Meeting, San Juan College

Public Defenders Office

Attendees; Kendra Dale, Bryan Quiram, Anthony Spencer

·         The Public Defender’s office was given an overall view of Justware, the function of Justware, how Justware works.

·         The presentation was very brief, as others were taking lunch. We currently have no active forms for the department; a conflict check was done during the course of the presentation

Configuration Meeting, San Juan College

Peacemaker Staff: Anne Johnson, Ray Deal, Chester Stanley, Albert Begaye, Lenora Begaye,  Amy Hatalie, Ruby Hosteen, Ben Mariano, Jay McCray, Darlene Brown, Roger Begaye, Marie Denetdale, Gloria Benally, Kendra Dale(Public Defender) Bryan Quriam, Jed Judd, Elrena Mitchell, Anthony Spencer

·         How will Justware be able to keep track of direct and in direct services? This can be achieved by creating an event type for direct and in direct, this will include attributes

·         The staff asked how a walk in case could be tracked. They were shown how to check for a name record and how to enter a new name and how to start a new name record. They were also shown how to copy a name record and how to start a case in the peacemaking screen.

·         Justware does not have all forms needed for the peacemaking; the peacemakers are In the process of building new forms to suit their needs.

·         A listing of Agencies need to be listed in Justware: Grazing Officials, Social Services, Farm Board, Natural Resources, soil and water conversation, water users association, chapter officials, medicine men, clergy, Navajo Housing Authority, Reality Offices, Schools as Peacemaker resources.

·         A listing of all peacemakers needs to be complied and put into Justware; this list should be Navajo Nation wide.

·         Truancy, Curfew, Delinquency are to added as case events in Justware

·         Categories for Vital Records need to be added for record corrections, validations of marriage, death and declarations of death, title, and name change as attributes.

·         Probate; Quiet title, land use, home site lease, grazing-family dispute, material, elder abuse, guardianship, adoption, substance abuse should be added as attributes

·         The staff was shown how to start a case from a phone call  to the office,

Configuration Meeting, San Juan College

Prosecutors staff: Gloria Dee, Daryl Junes, Ben Mariano, Frank Burnside, Michelle Burke, Gwendolyn Williams, Shirley Bedonie, Tammy Peshlakai, Rita Burbank, Renae Zonnie, Bryan Quriam, Jed Judd, Elrena Mitchell, Anthony Spencer,  

·         The staff was shown how to do name searches and merge names of defendants; the staff was shown how to change the status of a case. Staff members voiced concerns over multiple charges for defendant; will separate docket numbers be given to each charge?  If not, how will stats be kept? NDT informed us we should use one docket number, but Justware will track all of the attributes of  other charges listed against the same person, by case attributes, events,

·         The staff was given an overview of the Justware screen for the Prosecutors. The staff asked what type of forms Justware has. They were directed to the NNIJISP website, forms on the web site are not finished.

·         Not all of the police officers are listed, they informed that we are missing the Chinle District names; we should have a complete listing of Navajo Nation Criminal Investigators as well.

·         The department has a high turnover rate, who will delete names of individuals who leave the department, they were informed that names could not be deleted, but they could be placed on in-active status.

·         Prosecutors expressed that the statues of the Navajo Nation are lacking sub sections, i.e. subsection of A.B.C. etc. NDT would need a updated statue table for insertion onto Justware. Also they asked that  their motions and pleadings be written on legal pleading paper; but this is a NN issue and not a Justware issue

·         The staff was shown where to get a copulation of case notes in a summary format; the staff was shown how to enter a dependency case; various forms for the prosecutors were shown to the staff, some forms need to be revised and remapped by Justware for the JPO and the Prosecutors. Standardization is a necessitate.

Configuration Meeting, San Juan College

Probation and Parole Staff: Bernita Dalton, Arlene Begay, Cindy Yellowhair, Efeleina Yazzie, Ben Mariano, Marcellus Morgan, Rosella Chee, Virginia Vandever, Bettina Norton, Harmon Mason, Linda Lee, Ellery Nez, Andy Harrison, Genevieve Brandy, Charlene Curley, Charlotte Tapaha, Lucy Yesslith, Janice Harvey,  Bryan Quriam, Jed Judd, Elrena Mitchell, Anthony Spencer,  

·         The staff addressed the need to be able to keep track of each and every kind of events, counseling session, classroom education, domestic violence actions, and treatment session for statistical purposes. People walking in for sessions were a big concern; how would we keep track of someone who was not part of the judicial system?

·         Tracking of phone calls was another issue, how will Justware be able to keep track of such events? At this time the staff was shown how to copy a current case from the court and start a new case in the probation screen, the case was given a probation number for reference.  Events were added, classes were entered, and tracking of correspondence was seen.

·         The staff also wanted to have different letters for adult and juvenile; this was addressed and changes were made by NDT staff. Staff members were shown how to produce document form the filing cabinet, another concern was documents that were produced manually, how can they be put into the folders for clients? This was answered by NDT staff; you would need to scan the document, save and pull into the correspondence portion of Justware.

·         The condition of Release form was addressed; there are conditions that missing from the current form, should the conditions be listed as a snap in for the form?  Another forms are being used that  are not in current listings, report / stat forms are needed for reporting purposes, should this form be created? Or is there one available?

·         Can others view the probation cases; can the court have access to the probation screens and make changes? Data and code partitioning was explained to the staff.

·         The staff asked the NNIJISP team to sit down the Judges and a review session with the Judges, to explain the Justware system and its capabilities, so the Judges will have an understanding the components of the Justware system.

·         Probation / Parole and NNIJISP will have a meeting on November 5, 2010; time and place TBA

Configuration Meeting, San Juan College

District Court Staff

Attendees;  Marge Craig, Tanya Chiquito, Tabitha Herrera, Louise Weaver, Leslita Slivers, Patricia Joe, Joann  Plummer, Verlena Hale, Kandi Robins, Geraldine Sakiestewa, Everrrick Coggeshall, Vanessa Mescal, Ben Mariano, Benjinita  Bates, Candida Foster, Shirley Ned, Esther Jose, Shirlene Livingston, Dayn Degroat,  Ethel Laughing, Utahna Brown, Bryan Quriam, Jed Judd, Elrena Mitchell, Anthony Spencer,

·         Multiple Charges are a major  concern to the staff, how will we keep track of a person who has multiple charges; as the staff assign different docket numbers to each charge or compliant given the  court. It was suggested that all of the charges fall under one docket and Justware would be able to keep track of charges; or copy each case and start a new case so it may be given a new docket number.

·         Justware needs copies of release agreements, O/R Release, Cash Bond release, Personal Release these document can be given to the BSA.

·         A lengthy discussion took place on Bench Warrants; the status of, purging of, renewing of. How can Bench Warrants be tickled to show when a Bench Warrant can be extended or purged. Can Justware be able to generate a report to give to the police department on a weekly base? It can be done through a canned report in the system.

·         How will be Quashed Bench Warrants be handle? This is a business practice and should be handled in accordance with each agency policies.

·         There needs to be a listing of Navajo Nation criminal investigators for each agency/district.

·         The staff was shown how Justware is applied to the courts, where Judgment and Sentencing are applied, how court documents can be generated from the filing cabinet. Efforts are on going to gather forms, so the system could be more efficient and effective.

Family Court Staff Meeting

Attendees: Marge Craig, Tanya Chiquito, Tabitha Herrera, Louise Weaver, Leslita Slivers, Patricia Joe, Joann  Plummer, Verlena Hale, Kandi Robins, Geraldine Sakiestewa, Everrrick Coggeshall, Vanessa Mescal, Ben Mariano, Benjinita  Bates, Candida Foster, Bernice Roe, Juanita Goodluck, Lucia Jensen, Ethel Laughing, Utahna Brown, Bryan Quriam, Jed Judd, Elrena Mitchell, Anthony Spencer,

·         This day was dedicated to the Family Court Staff, several work flows were bought up for the staff to see, as the family courts deal with other issues aside regular civil issues. The Navajo Nation is unique in its approach to family court; therefore, in addition to the work flows, discussion took place concerning Delinquency, Dependency and Abuse and Neglect. Another aspect of the Family Court is Domestic Violence Court.

·         It was found that a Listing of Motions were needed for the Family Court; Motions of the court should be template based;  this will save having to map individual documents; the template will be used in screens for the Family Court as Motions with snap-ins built for the particular  session.

·         A listing of active social services worker is needed for the family courts, as the courts work in a close relation with social workers.

·         The name in attendance was shown how to enter/start a case in Justware, how to copy a case from a case listed in Justware, how to list a case in relation to new case, how to proceed adding events, people , events in the new case.

·         The staff requested that a chapter house be added at the start of a new record, but this could not be built onto the starting screen, but this attribute could be added as information is being added in a name record.

·         It was expressed that we need to get away from “other”. As Justware can be able to keep track of all entries made onto the system, however, it cannot break down items listed as other.

·         A Listing of fines and fees are needed from the District, Civil and a Peacemakers courts; we also need a copy of a Bench Warrant that has Cash Bond releases on the document.

Status Meeting

Attendees: Bryan Quriam, Elrena Mitchell, Anthony Spencer, Alex Largie, Benneke Gorman, Nelson Billy

·         Peacemaker document, Two document made for peacemaker, we would like to documents for the different departments coming to the configuration meeting;

·         Original schedule  to be followed; the Probation Officers will be in attendance on Wednesday October 21, 2010

·         The meetings will be in a classroom setting and it should be  a working group

·         Copies of work flows need for the peacemakers

·         Court forms that have been reviewed have been  entered on the FTP server of Justware; this is the 1^st iteration forms, Prosecutors forms,  JPO forms, some Public Defender forms,

·         The BI hours that have worked thus far by NDT; has been  received by Anthony

·         Project management  meeting / concerning documents; this will be done at the configuration meeting during lunch or after the meeting to prioritize documents, review the BI hours that  have been incurred;  how are we going to use the remaining hours left? How will we train admin users to produce document for usage?  A discussion is needed for the CODY interface, how to transfers data?

·         We need to pick a day to work, to go over documents; we can get together at the meeting to come up with a date.

·         Code tables, entered for the peacemakers, some of the codes will be entered on site, as we need to know when, where the codes will be used.

·         Docket numbers need to reflect the proper departments; this will be address with the departments.

·         Time tracking for peacemakers; tracking of; event duration, correspondence duration,

·         Prosecutors, create a court case, docket

·         Navajo Nation Intergraded Justice Information Sharing Project:

·         Configuration Meeting, San Juan College

Status Call

Attendees: Bryan Quiram, Elrena Mitchell, Anthony Spencer, Alex Largie, Nelson Billy

Update of Elrena; done through minutes of NNIJIP 

·         Standardization of Forms, to set priorities

·         First iteration done, second iteration forms to be done, for the next date

·         Trainings for Justware

·         Forms for prosecutors and JPO sent off, drop downs not possible for names, names will be snapped in; only case involved person will come down on forms. JDA could pull names of the listing;

·         Forms for Justware, what percentage of are in Justware hands, about 30%, all JDA docs will be template for usage

·         JDA will insert varied rules to use templates already

·         Forms for the family court need to be collected.

·         Organizational structure  are needed for new project manager

·         What is the status of BI hours?

·         The forms need to be prioritized again. Everyday documents

·         Smaller list of priority forms

·         How many hours do we have, current use is 35% 320 hours, first run of docs, revision of forms, status report of all forms done for Project manager

·         Justware still has formatting issues,

·         All heavily used forms need to given to the project team. Breakdown of BI hours used,

·         Configuration; can we do a live remote; with the chief probation officer, we will do a live work flow; users to decide how justware will be used for their department. The process will be built around the work of the PPO;

·         We need to start on a case and go through documents;  will need to sit down with the chief PPO in terms of doing the PPO, this is an internal issue and needs to be addressed

·         Need to see if Ms. Williams will be sponsoring lodging.

·         Peacemaker codes; work flow for different process, need to meet with probation, case from start to finish.

·         Need to start a case and built around the different sessions;

·         Next week’s meeting will be on a regular meeting;

·         1220

Project Status-Navajo Nation Shiprock Installation, Project Update from New Dawn, Bryan Quiram

9/24/10

Project Accomplishments

                Justware 5.4, which is the latest release of the New Dawn Technologies software, has been installed on Navajo Nation servers and is fully functional.  Navajo Nation has several certified Justware administrators who can at this point add code values unique to Navajo Nation to the underlying Justware tables, and who have full access to the software in order to configure Justware to the specific business needs of each working group of the Navajo Nation that will use the software.

                Navajo Nation data from the legacy has been converted twice, with a data review by Navajo Nation occurring after both conversions.  At this point the staff at Navajo Nation has indicated that the data has been accurately converted into Justware.  A final conversion will be performed just prior to the go-live date, in order to allow the users of the system time to view the converted data and offer their input as to the accuracy as well as the location of the data within Justware fields.

                A substantial number of first-draft documents are loaded into Justware and are available to Navajo Nation to generate for training purposes and review for further changes.  Anthony Spencer is collecting documents as they are reviewed by the working groups within Navajo Nation, and will send those documents to Justware for second draft work by Justware staff.

                One week of configuration training has been held with Navajo Nation working groups, and a second week of configuration training is currently scheduled for the week of October 18, 2010.  New Dawn Technologies has recommended changes to the format of the configuration training that will involve smaller, more focused working groups of the actual data entry staff from each Navajo Nation working group.  The methodology used for the configuration week is to have the data entry staff from a specific user group describe each step of their work routine, and have the Justware trainers emulate that workflow in Justware while the users observe.  Users can then see the steps needed to accomplish their business needs and work with the New Dawn staff to create a workflow that will be used at the go-live to accomplish the business needs of the working group.  Each separate type of case and specific data entry will be covered by Navajo Nation staff, so that there is a Justware workflow for each business practice of each unit that will utilize Justware.  After the last configuration training, Justware staff provided a methodology as well as an example of the level of detail that will be needed for future configuration meetings.  Anthony Spencer has been meeting with specific working groups at Navajo Nation to create workflow documentation of each piece of data and each business practice that Navajo Nation needs in order to accomplish their daily work.  Once a detailed preliminary workflow has been created and documented, that workflow will be tested and further refined at the next configuration meeting, with New Dawn staff offering advice, suggestions, and alternatives if needed to create the most efficient workflows that will accomplish the business needs of each unit.  Codes will be added as needed during the configuration meetings with the users.  In this way, Navajo Nation users, the Navajo Nation Justware administrators, and New Dawn staff will jointly create a workflow that meets the needs of the Navajo Nation Shiprock Judicial District court, prosecutor, defender, peacemaker and probation staff.  This process ensures that Navajo Nation staff needs are met and that users of the system have substantial input into the workflow they will ultimately use to accomplish their daily tasks.

                Pursuant to the initial meetings and according to the contract, several different custom views of Justware data entry screens were created by New Dawn staff and were demonstrated to users during the configuration week.  A polling of users was taken during the week regarding those views, and it was discovered that the standard Justware views were preferred to the views created according to the original Navajo Nation specifications.  At this point, views for each working group exist in Justware that are based on standard Justware “Tabbed” view, which was the preferred user view during the configuration.

                Reports needed by Navajo Nation are not yet in development, since the workflows need to be settled before reports can be created.  Reports are based on the pieces of data which are entered by the users as part of their workflow, so the workflows must be settled and the pieces of data set within the system before a report can be developed.  At the conclusion of the configuration meetings, our goal is to have all data entry settled as part of a specific unit workflow, which will then allow reports to be created.

Current Project stage

                The implementation of Justware is for the Navajo Nation is in the configuration phase.  In this stage of the process, Justware users are meeting with the Navajo Nation administrator, Anthony Spencer.  During these meetings, each business practice of the court staff, probation staff, prosecutor staff, defender staff, and peacemaker staff is discussed with Anthony, who can then evaluate how to accomplish the same tasks in Justware.   This process is called “workflow” definition, and should result in a document that sets forth each work process of each working unit, and a proposed Justware workflow to accomplish the task.  For instance, when a person requests assistance from the probation department without a court referral, how will the probation officer create a new case in Justware, assign the case a case type that reflects the type of service provided, enter events and notes that document the services provided, and ultimately close the case?  The probation officer will work with Anthony, using the existing installation of Justware, to determine what pieces of data should be entered at each stage of that workflow.  If specific codes are needed in Justware to replicate the existing work process, those codes would be created in the Justware code tables by Anthony, and the process, once completed, entered into a document as a step by step process.  New Dawn staff will use that proposed workflow during the configuration meeting to refine it, offer suggestions and alternatives to maximize efficiency, and enter any codes needed to finalize the workflow for testing by Navajo Nation users.

                There has been one onsite configuration meeting where New Dawn staff worked through some of the business practices of the court, probation, prosecutor and defender staff members.  Codes were added to the Justware database at that time, and a second configuration meeting is scheduled for the week of October 18, 2010.

Technology Oversight Committee Meeting, DIT Conference Room Actual start time: 10:36 am

Attendees:
Chief Justice Yazzie- Supreme Court,
Josephine Foo- Supreme Court,
NNIJISP, Kathleen Bowman- Public Defender Office,
Orlando Bowman- Records Management Section,
Elrena Mitchell - DIT,
Benneke Gorman-DIT,
Gwendolyn Williams-Prosecutors Office,
Ben Mariano-Judicial IT,
Frank Burnside-Prosecutors IT,
Anthony Spencer-NNIJISP

A regular meeting of the TOC was held at the Department of Technology building in Window Rock.  The below minutes have been approved by Elrena Mitchell, NNIJISP Project Manager.

Telephonic Status Meeting.

Attendees, Bryan Quiram, Utahna Brown, Janice Harvey, Anthony Spencer

This meeting was held via “Go to Meeting” with Bryan, the meeting was held as a follow up to the meeting with the PPO’s. Questions were asked and answered via on line interaction of the participants.

o   How will the PPO’s have separate docket numbers for cases? It was found that separate case events would have entered onto system administrator, this in turn will keep stats for events such as; classes, CSW, Background checks, etc.

o   Docket Numbers will be generated for each event in Justware

o   Cases closed with the court; will be copied and stated as a probation case

o   The PPO’s  wanted the docket numbers to reflect adult and juvenile codes, this has been noted and changes will be made accordingly

o   An issue of how “assistance” can be tracked? A event of walk-ins/probation was created for the department, this way it could be tracked under walk ins. The same was done for “classes” also.

Telephonic Status Meeting.

Attendees, Jed Judd, Bryan Quiram, Anthony Spencer

This meeting concerned the second configuration meeting; the court had the date of October 25-29, 2010 has the dates for the configuration, Jed and Bryan called with a different date of October 18-22, 2010. I explained that dates have been set and calendars cleared for the week of the 25^th. Emails had been sent back and forth indicating that October 18^th to 25^th was the week set aside for the meeting. Invited Ethel to the meeting; she indicated that she would start working on clearing the dates for the 18^th to 22th. It was asked to give us a separate screen for peacemaking; it will be done according to Bryan.

Status Meeting postponed due to Bryan Quiram is on site with another customer.

Probation &Parole Meeting; Shiprock Family Court Room

Attendees:

Lucinda Yellowhair, Chief Probation Officer,
Janice Harvey,
Lucy Yesslith,  
Gibson McDonald,
Utahna Brown,
Anthony Spencer

Prior to the meeting, a case was made in the NNIJISP/INSTANCE for the Probation / Parole Department, the case was presented the CPO and staff using the codes provided to the staff. They were shown case types, case events, and snap-ins made for the department.

• The chief PPO stated she had already seen this screen before at the configuration meeting; she wanted to see reports and to be able to see how reports were generated;  an explanation was given to her we need the types of reports they need, we need the rest of the codes to be imputed into Justware.

• PPO’s should be able to run individual reports on their case loads with the touch of a button; but right now, Justware is providing for the PPO as promised.

• The PPO stat sheet was not on the web page: Utahna was given a copy of one.

NNIJISP/ INSTANCE meeting; Shiprock District Court

Attendees:  Ethel Laughing, Candida Foster, Lucia Jensen, Juanita Goodluck, Angela Nevayaktewa

Reviews and comments  for all of the forms to be located in the Justware server previously sent to Justware and returned for first iteration review and correction are being reviewed by the proper departments, tasked to Anthony Spencer.

PROBATION SERVICES MEETING, Window Rock

Attendees; Lucinda Yellowhair- chief probation officer, Janice Harvey, Lucy Yesslith, Gibson McDonald, Loretta Watchman, Judge Benally, Ethel Laughing, Court Administrator, Anthony Spencer

A meeting took place with the Shiprock Court Administrator, Chief Probation Office and the Shiprock Probation / Parole staff and Anthony Spencer. The staff wanted to see if the codes they had provided had been uploaded onto Justware, The NNIJISP/INSTANCE was used to show the attendees what codes are in the server for probation. The Chief Probation Officer was provided screen shots from Justware for review with other districts. The chief PPO will provide the IT BSA with modified versions of codes for their section and insertion on the server.

The chief PPO was informed again that Ms. Utahna Brown will be working with the probation department and is in the process of obtaining codes needed for the server. This work remains in progress.

Roberta Sam, Judicial Financial Specialist reported purchase of Video Conferencing Equipment, in addition Cabling supplies, and software licenses for several Judicial Districts, the equipment will be used for Tele-Conferencing, which will save on cost of travel and lodging and wear and tear of personal and vehicles.  right now, the target districts are the most far-flung -- Aneth, Alamo/Tohajiilee, Ramah, and Dilkon.  NNDIT is to perform assessments on the detention facilities next.  Shortly, the equipment will also be used to do Arraignments of inmates and Juveniles at these facilities.

Status meeting 2^nd iteration data conversion --Bryan Quiram, Ben Mariano, Anthony Spencer

This second iteration meeting for data conversion had been scheduled for today with Ben Mariano, Bryan Quiram, and Anthony Spencer. The meeting started and connectivity was lost and despite several attempts made to reconnect, meting did not proceed.

Eeye Training Anti Virus Training, Department of Information & Technology, Window Rock, AZ

Attendees;: Alex Cruz. Alex Largie, Benneke Gorman, Emory Wauneka, Elton Dalgai, Andrew Benallie, Farley Begay, Larry Hoskie, Anthony Spencer

The trainer was Mr. Alex Cruz. The anti- virus has been installed on a majority of computers throughout the Judicial Branch. Vicious attacks are constantly been made on computers and that this system will defend against the viruses found, quarantine some and disable some of the attacks.

Trainees learned about “patches”, (application of the latest antivirus) attacks can indicate that your system did come susceptible and can be contained by being quarantined. “Zero Day Protection” This layer is in many cases the last line of defense and is designed to catch exploits using zero-day attacks, This events occurs when a virus is detected which may be able do costly damage to your system, this triggers an alert to contain the virus, destroy it, and/or send information back to corporate headquarters listing the threat; so that the IT team may address the virus and sent a remedy.

STATUS MEETING (phone) -- JJudd, BQuiram, JFoo, BMariano.

Action Items

1. Bryan – send a document Josey can send to Utana

2. Bryan & Ben – data conversion review Monday 8/30

3. Bryan – load officers into App Person

4. Bryan – upgrade JW to 5.4

5. Bryan – move Data Conversion

6. Ben – Help Anthony with User Trainings

·         Ethel is working with Utana to work through probation event workflow

·         Bryan to send a document to Josey on workflow that she can send to Utana

·         2^nd configuration will be to cover the basic flow – 3^rd configuration will be more business rules

·         Family forms are only forms missing

·         Vote of everyone to determine whether we get the rest of the rollout

·         Users was expecting a lot more

o   Not used to the type of processes JW uses

o   More used to an automatic flow

o   NDT needs NN to help communicate proper message of configuration to their people

o   Clerks expressed there are too many things

·         Ben to help Anthony with User Trainings

o   Finished up one project

o   Traveling with Document Imaging

o   Will be able to help Anthony

·         Data conversion Review – Aug 30 @ 11:00

o   Bryan sent out meeting invites

o   Discussed option of having 3^rd data conversion iteration in Oct or Nov

§  Need to have users look over data and have time to review

·         Enter codes into Skeleton, NNIJISP, Training database

o   Bring data together

o   Upgrade JustWare to 5.4 after next data conversion

·         Officer list (App Person)

o   Import next Thursday

o   Import to NNIJSIP

§  Overwrite TrainingDB

§  Ben to help communicate implications of overwriting TrainingDB with NN users – help control message

§  Bryan to capture App Person(s) from TrainingDB BEFORE overwriting (SCMT them out)

WEBINAR FOR PROSECUTION

Attendees:  members of the Prosecutors Staff Navajo Nation Wide

The webinar for the Prosecutors office at a staff meeting at the Days Inn in Window Rock, AZ was to have been remotely presented by BQuiram, New Dawn Project Implementer,  to update the prosecutors and staff on the progress made on the prosecutor’s portion of Justware; but due to connectivity issues; the presentation was short. 

STATUS MEETING (phone) -- JJudd, BQuiram, ASpencer, BMariano.

Action Items

1. NDT

2. Bryan to call Anthony and review JDA docs

3. Anthony to complete JDA doc review

4. Anthony to communicate/involve other districts

5. Bryan to upgrade JW to 5.4 after Mondays data iteration review

 Meeting notes:

·         Set Data Conversion Iteration Review Date – next week 23-25^th – 23^rd @ 2:00 PM

o   Bryan to call Ben (928-797-1860) and Anthony (505-368-1470) on the 23^rd @ 2:00 – planning on 30 min, go through a few from different case types. Case types look like they’ve come through conversion well. Dispos are being converted correctly. Older data may have different dispos, but they got standardized later.

·         Document Review Progress

o   Iteration forms are not showing up. JDA format/database – forms are there under “other” – forms may not be mapped – documents/bench warrant, prosecutor forms, complaint to walk in info sheet are not showing up

o   Check code partitioning to see if rules are applied to control the types of documents that show up on snappins

o   Making progress

§  Need to review Pros and Prob

§  reviewed docs with court clerks,

§  Anthony working on work flow for Court Clerks

§  Found some workflow integrate/overlap with others

§  Anthony plans to have most (All) documents completed by end of the week

·         Bryan will call Anthony after status call to review

·         Document Naming Convention

o   How will it make sense for people to generate documents – want to make document naming convention match the most efficient method for users, easy to select/find in the dropdown

§  Code Partition – based case type – to limit amount of documents in dropdown

§  Group by FC, CV, CR, etc – use as a prefix on document names to make it easier for users to find

o   What different classifications should we have?

§  Please review and update as necessary

·         FC (chins, etc)

·         CV –district court civil, traffic

·         CR - criminal

·         AFC – family civil

·         TRCV – traffic civil

·         TRCR – traffic criminal

·         PPS – probation

§  Anthony to ask district input on codes __Date??

·         13 different districts, need to get other district’s input to keep everyone united and move in direction of standardization

§  Use Logged in Users Agency for document partitioning

·         Discussion on Copy Case and Data Partitioning

o   New Dawn is developing and defining the remaining enhancement required by NN

o   The other 2 enhancements have been completed and released with JW 5.4 (when JW is upgraded, these features will be reviewed with NN and will be used in future configuration)

o   Write down what data should be limited and shared

·         Oct 18^th for next config

o   Anthony will double check with Josey

o   Everyone was pretty sure this is the correct date

·         Next Onsite Config Meeting

o   Would like to bring more focus to the working groups. Ie: delinquency, prosecutors, etc, grouped together

o   Have larger groups for end of the day review

o   Maybe have next config session onsite at a different location

o   Ben said other Districts are voicing interest in getting involved

§  THIS NEEDS TO BE ADDRESSED BY NN – this is not a JW issue

§  Solution: Making sure other districts get an invite to Config and get included in information coming out

·         Discussion on Userbase prompts

o   JW is arranged to view the data that needs to be entered, not system that prompts to move on to the next data entry

o   JW architecture is different

o   Business Rules can be used to validate information – but that is done at the end of the project, it is not something to configure in these early stages

 ·         JW Upgrade to 5.4

o   Upgrade after Monday’s Iteration 2 Review

Attendees- Judge Benally, Judge Woody, Anthony Spencer; Support staff: Candida Foster, Lucia Barton, Juanita Goodluck, and Bernice Roe

Anthony, udges, District and Family Court; Clerks met to discuss Work flow process for family court ; a need was found to develop work flow process for the following:

·         Petition to establish paternity, child custody, child support and visitation

·         Termination of parental rights

·         Recognition of Foreign Judgment

·          Probate and Quiet Title

·         Dissolution of Marriage

·         Petition for Guardianship of an adult

·         Correction of Record(s) for an adult

·         Correction of Record(s) for children

·         Validation of Marriage

·         Petition for Adoption / Guardianship of a child

These forms were reviewed and copies sent to Justware, Comments were added and sent back to the courts; comments include the where, why, who, how still need to be addressed and are currently being addressed. A work flow process from Justware was also received; this work flow should be used as template for entry into the Justware screens.

STATUS MEETING (phone) -- JJudd, BQuiram, JFoo.

·        NN has new intern that will be helping to meet needs of JustWare project.

·         Josey observed that JustWare is more of a data storage and management software– can put as many files as you want, then keep things organized. It doesn't go from screen to screen like Userbase, nor does it seem like it has the same capabilitya s UserBase to prompt and guide data entry.  Jed and Bryan agreed.  Current data entry users do rely on prompts and guides, and this might be an issue in the 2nd config, so Jed and Bryan will look into designing business rules that will serve as guides or prompts in some fashion.  Once users do their own work, we may see where users get confused.

·         Prosecutors have no problem with this software. Cindy the CPO used to be a Court Administrator and has a sense of court clerk needs, so because she is both CPO and former CA, her input is very important.  She is very disgruntled at this time due to the lack of probation customization in the Justware presented last week . Peacemaking is not that interested in a sophisticated solution, just please provide a simple solution encompassing direct, indirect and overhead– can do Peacemaking last. They are the most technology challenged of any group. Should be a very simple solution.

·         Next round: looking for prompts, and system that guides you. (Should use reports to show progress/guides)

·         Josey asked we cut this short as other members important to the call such as Ben and the new intern were not available now.  Josey suggested that we resume the call later this week, but Jed and Bryan stated there was no need as issues were covered entirely.

·          Josey to confirm with Ethel for the next onsite date (week of Oct 18^th)

·         Manage Data input in a prompt-like manner

·         Next status call Tuesday 8/18/10

Data conversion from Shiprock UserBase system to JustWare continues to go well. The first iteration is complete and has been reviewed by Ben Mariano and New Dawn Tech. A few small issues were identified and corrected as we move forward to the second iteration. T

he second iteration is scheduled to be delivered by 8/18/10.

NAVAJO NATION COUNCIL, BUDGET AND FINANCE COMMITTEE MEETING -- JFoo, Jimmy Yellowhair, Orlando Bowman, Utahna Brown

NNIJISP Project Manager, Judicial Fiscal Director and Orlando Bowman representing the TOC presented on justifications for NNIJISP fixed costs into FY2011 and beyond, including informing the Comittee that the NNDOJ is presenting drafting  plan of operations that will separate NNIJISP from the Judicial Branch as soon as possible.

DATA CONVERSION, First Iteration

Data Conversion is scheduled from July 26 – Aug 6 and will proceed through up to 3 iterations. Navajo Nation has provided data and mapping document to New Dawn. Review of the data conversion progress may take place while New Dawn is onsite for configuration.

Teleconference NDT-NNIJISP Status

Attendees
Bryan Quiram, NDT Project Implementer
Jed Judd, NDT Project Manager
Josephine Foo, Project Manager, NNIJISP
Anthony Spencer, NNIJISP

• Action Items:  Roberta and Gwen to meet at 1 pm, Thursday July 29 to (1) unencumber K060803 and K070814 immediately and (2) encumber 118019.  Foo will assist Gwen in extending her K060803 grant. 
  

• Action Items:  Bennekke and Alex to get WR, AN, AL/TOH, DL and RM quotes (3 quotes) no later than August 15 to Roberta who will immediately invoice.   Bennekke to assess the WR jail and 3 juvenile detention centers and get 3 quotes for cabling in these places also to Roberta by August 15. 

• Action Items:  Ben Mariano to go back to the drawing board and get 3 firm quotes for pedestal, multi-point video conferencing for the 5 judicial districts above PLUS WR jail and Tohatchi, TC and CH juvenile detention centers.  These must be gotten to Roberta immediately. 

Teleconference NDT-NNIJISP Status

Attendees
Bryan Quiram, NDT Project Implementer
Jed Judd, NDT Project Manager
Ben Mariano, Judicial IT
Josephine Foo, Project Manager, NNIJISP
Anthony Spencer, NNIJISP

Teleconference NDT-NNIJISP First Iteration Forms Review

Attendees
Bryan Quiram, NDT Project Implementer
Kurt Wheeler, Project Implemented, NDT
Josephine Foo, Project Manager, NNIJISP
Anthony Spencer, NNIJISP

Completed Review of Forms 1 - 6 out of 25.  Will address remainder 3:30 - 4:30 pm Wed. after status meeting.  NDT needs conditions of release pending arraignment, for temporary commitment, pending hearing, and post-judgement supervision.  He also needs police name app table, including SR, CP, WR and NM police.  The notice of hearing will have police officer's name, station, and PO B.  Anthony to send conditions and name apps to Foo, who will send to NDT after formatting and inhouse review.  These can be done after the config.  Fixed captions and other form minutiae.  Foo will post all reviewed 1st it forms.

Teleconference CODY-NNIJISP-SEARCH

Attendees
Samson Cowboy, Exe. Dir., Public Safety
Josephine Foo, Project Manager, NNIJISP
Mo West, Technical Assistance Specialist, SEARCH

SEARCH -- a USDOJ TA Provider for IT -- will be able to visit the Navajo Nation in 4-6 weeks for TA purposes; survey software implementation and RMS integration issues; generate long and short reports on immediate and long term needs.  Foo will make an online request immediately for NDPS followed by draft of short LOA and schedule visit.

Officer Mike Lee

Officer Karen Begaye

Officer Montoya

Harold Skow

Alex Largie

Nelson Billy

Ben Gorman

Orlando Bowman

Daryl Junes

Gloria Dee

Ben Mariano

Anthony Spencer

Josephine Foo

Bart Liechty, NDT

Jed Judd, NDT

Demo of CODY LIVE, discussion focussed on issues facing input integrity, fields that the Prosecutor needs to be exported in order to create criminal complaints, what Justware needs for data push-pull, modifications that were requested when CODY was implemented, solutions actually offered and given, and what DPS has done to refine the solution.  DPS needs to track stats -- IMS may have issues with their zip code + letter solutions.  Harold Skow explained that the use of mailing data fields for directional addresses is incorrect and not a long term solution.  Foo asked using voter department numbers might be more useful for stats by chapter.  Officer Mike assured everyone that the census number was being moved up to the front screen.  There are GPS boxes, but maps are an additional cost.  There was consensus that inputting GPS coordinates rather than have Officer Mike make a lengthy drop down list of highways and sites for stats purposes might be optimal.

Action Items:

1. IMS will discuss the zip code solution and other stats-keeping issues and solutions

2. NN CODY Admin and Prosecutors will meet and finalize fields the Prosecutor need exported to generate criminal complaints

3. Foo will explore standards for use of data fields in federal funded IJIS

4. Ben Gorman to submit invoices for WR cabling and assessments of district courts network capability by July 14

5. Karen Begaye to submit 3rd bid for CODY Mobile Unit laptops

Mapping sent to NDT by Ben Mariano for data conversion

NM NDT Status Phone Conference

Jed Judd

Alex Largie, NNDIT

Nelson Billy, NNDIT

Ben Gorman, NNDIT

Anthony Spencer, NNIJISP Business Systems Administrator
Josephine Foo, NNIJISP Project Manager

Discussion of CODY fields – mapping to JustWare in light of the coming CODY live demo next week.  Brief discussion of configuration meetings agenda which does not presently contain civil cases and small claims.

Sheila Kil, NM DPS GMB
Evelyn Romero, NM DPS GMB
Alex Largie, NNDIT
Ben Gorman, NNDIT
Ben Peshlakai, Contract Accounting
Levon Smiley, Contract Accounting
WIlliam Nakai, HR Director, Judicial
Jimmy Yellowhair, Judicial Finance Director
Roberta Sam, Judicial Finance Specialist
Anthony Spencer, NNIJISP Business Systems Administrator
Josephine Foo, NNIJISP Project Manager

Review of all financials and files; visit to JustWare server and affix tags.

Harold Skow, DIT Manager
Nelson Billy, NNDIT
Alex Largie, NNDIT
Cindy Yellowhair, Chief Probation Officer
Orlando Bowman, IMS
Jeanette Denetdale, IMS
Ben Mariano, Judicial IT
Officer Mike Lee, CODY Administrator (LE)
Ophelia Begay, CODY Administrator (Corrections)
Officer Ernest Montoya, Sr., NDPS - CODY Administrator (LE)
Officer Lorna Benally, CODY Administrator (LE)
Evangeline Watson, TCPD Dispatch
Officer Karen P. Begaye, CODY Administrator (LE)
Officer Willis Martine, CODY Administrator (LE)
Anthony Spencer, NNIJISP Business Systems Administrator
Josephine Foo, NNIJISP Project Manager

Discussion on

• budget details of purchasing CODY mobile unit equipment;
• establishment of an independent NNIJISP under DOJ/NNDIT, reasons for it, and what the program will do; 
• data exchange and conversion issues as well as input fidelity, preliminary issues.
• fully identify the full range of data exchange and input fidelity issues;
• achieve a strategic plan toward development of protocols for input and training on the CODY side; and 
• identify optimum fields modification, if any, for input and mapping on both CODY and Justware sides

Issues

• Address fields in CODY not designed for physical residence free text descriptions, but are being used for this.  Many despatchers are now used to this and want to keep it, but the issue is many people inputting data are not using fields correctly as fields are not designed for this; and if CODY upgrades, these fields will not be upgraded correctly as they are not being used as the design intended;
• CODY administrators rely on certain fields for keeping stats, eg chapter fields, but the zip code function doesnt fit the chapter boundaries, so a solution being used is appending a letter, e.g. 86515L.  They are implementing creative solutions; 

Justware Annual Training in Logan, Utah.  People selected to attend:

Ethel Laughing, Shiprock Court Administrator

Candida Foster, Court Clerk shiprock Family Court

Lisa Poyer, Shiprock Probation Officer

Gloria Dee, Shiprock Prosecutor's Office

Ben Mariano, IT Supervisor, AOC Window Rock

Nelson Billy, Programmer DIT, Window Rock

Anthony Spencer, ITBSA NNIJISP 

Feedback:

Nelson Billy, Programmer Analyst Supervisor, NNDIT--

New Dawn Technologies’ JustWare conference provided an opportunity for me to learn more about the application.  I learn how privileges are set up in Justware.  There are four default security profiles in JustWare which are View_only, General user, Power user, and Admin user. The first thing you have to do to give users privileges is create a SQL login in SQL Server.  There are four privileges that can be assigned to a user in Justware which are  view, delete, update, and insert.  Once a SQL login is created you create a security profile for the user and you assign them to one of the four default security profiles to make them members of that profile.  If a user needs more flexible privileges then you can allow privileges in the user own security profiles.  JustWare also has a feature called Business Rules. These are custom business rules that allow user to automate process in any form they choose.  There are triggers already define and you can create your own business rules if need be.  There are other features such data partitioning which allow user to hide certain cases or data from other users.  Then there is the code partitioning which allow user to hide items off the dropdown menu on any forms. The JustWare conference was a eye opening experience. 

Ethel Laughing, Shiprock Court Administrator--

JustWare Training was awesome, it was an introduction of the system and learning about the JustWare capabilities of case management, administration, finance, justiceweb, and many others.    Participated in the following sessions:  JustWare for end users; manage your staff with JustWare; security; maintaining your JustWare database; performance measures; financials; introduction to business rules; system reports; JustWare utilities; upgrades and what new in JustWare 5.3 and JusticeWeb; and hearing story on Spokane Municipal Prosecutor’s Office JustWare.    I also got a chance to hear out some pro/cons from users of JustWare.   Attending this training, it gave me that reassurance JustWare capabilities will address needs of the Shiprock Judicial District.  

I’m excited and looking forward to projected date for go-live.  

Candida Foster, Shiprock Family Court Clerk--

I think it would be a really good system for the courts as far as accountability, me being a court clerk, our CA would actually know which clerks are working, case accounting, and managing your cases, and that's what I like about it the most.  I notice it will eliminate a lot of paper especially with the scheduling of cases in both our district and family courts, it would eliminate double scheduling.  The capabilities of the new software is really neat.  As we go along, we will be able to go more high tech, even in creating our own formulas. 

Before I went to this training, I was lost, but after the training I have a better understanding of what you can do hands on.  They gave us lab training, which was really neat and hands on.  E.g. how the judges will be able to go into the system, and see different case schedulings, and we clerks will be able to set up custom. 

Anthony Spencer,BSA NNIJISP, Shiprock District & Family Courts--

I feel the training was beneficial to me overall; it gave me a better understanding of what it was capable of and what it could not do. I attended 14 classes overall, they were all informative, but it was a lot of information in the short period of time it was presented.

I attended the introduction to Justware Business rules, which I felt would benefit the Navajo Nation, in the class I learned of the SQL database which runs a minority of the programs in Justware. I learned about triggers and ending results and about adding data into the SQL database and achieving various results for different screens in Justware (although it will take some time to really and fully understand the formula and such).

Other classes  such as administrative  training were very informative; this class provided a better understanding of the code tables; how it is done to achieve results to case statistics, case reporting; how to  give me users different type of usage clearances, from level 1 to level 6. Other classes included security, performance measures, going green, utilities, system administrative training, JDA documents, Maintaining Justware, one lab class in business rules, Intro to business rules and advanced business rules.

I enjoyed the training and I hope to apply all that I have learned in the near future.

Gloria J. Dee, Legal Secretary, Shiprock District Prosecutors Office--

The training was great.  I was glad to be given the opportunity to meet the New Dawn techies who will be working on this project. I appreciate that I had the opportunity to work with the Justware software in a 3.5 hr lab and was very interesting. Will make our jobs alot easier once we initiate the software.  Participants were given a USB jump drive covering training. The overall classes and conference was great.

Quote received from Fred Johnston CODY Systems for data exchange

Web Demo for judges and staff attorneys

First Shiprock Core Team NNIJISP meeting, JustWare, Shiprock, at Shiprock Chapter House

Lt. Dempster Harvey
Ray Deal, Peacemaking Liaison
Gibson McDonald, PPS
Janice Harvey, PPS
Lisa Poyer, PPS
Angie Sanford, Public Defender
Gloria Dee, Prosecutor's Office
Sly Bruce, DOC
Josephine Foo

Introductions and expectations.

NNIJISP - CODY Meeting, DPS Conference Room, Window Rock

Attendees
Chief Justice Herb Yazzie
Delores Greyeyes, Director, Corrections
Capt. William Platero
Capt. Bobby Etcitty
Henry Bosie
Josephine Foo

NNIJISP JustWare Status Conference Call
Jed Judd, New Dawn Tech, Project Manager
Anthony Spencer, ITBSA, NNIJISP

The call was in respect to forms submitted to Justware, some forms need review, some were still in progress.

The acceptance of Plea and Notice of was reviewed, Criminal Traffic Bench Warrant was reviewed; Traffic Civil Order on reconsideration, Traffic Civil Re-Schedule Traffic Hearing  as Bench Trial were reviewed as well. The forms reviewed will need further review by the court administrator and Judges and recommendations will be forwarded to Justware.

Call from Mr. Fred Hershey, Project Manager, CODY Systems to  Anthony Spencer, ITBSA, NNIJISP

The call was an introduction of Mr. Spencer to Mr. Hershey, The CODY system is currently being used by the Navajo Nation Police Department, Mr. Hershey offered the services of his office and to see how the Justware system currently being implemented at the Shiprock District Court could be intergraded. He asked that I get in touch with Mr. Leonard Redhorse, NNPD and Mr. Michael Lee, NNPD who are currently active in utilizing the CODY system.  The call was followed up by an email.

Probation/ Parole / NNIJISP Meeting, Department of Justice / Attorney General Conference Room

The meeting was a continuance from the May 12, 2010 meeting; a discussion took place on the CSW Service agreement, the need to adopt one form across the Judicial Branch needs to take place and the form needs to be submitted to Justware for implementation  . A consensus needs to be reached by all of the court districts.  The form was tabled for the meeting until all of the officers could go back to their districts and get concurrence by their respective Judges and come back for review.

All of the districts are urged to come to a consensus.

The court staff would like to see copies of documents; stamped with Defendant, court, folder and probation.

Can all the documents form Justware be burned to a CD or  a USB, I explained that were three servers bought and are currently being installed thereby, the servers should be able to back each other up, and eliminate the need to copy to a CD or a USB.

The CSW timesheet is considered complete and will be submitted as is to Justware

A master list developed for the probation department will be submitted to Justware for development; however, an electronic copy is needed.

A newly developed conditions of Probation and Parole form was presented by Genevieve Brandy, Probation Officer –Kayenta;  This sheet will updated by Ms. Brandy and will be submitted to Justware as a form with the consensus of the probation officers in attendance.

A document for Conclusion of Community Service Work was brainstormed and developed for use by the officers in attendance. The form was given to Mr. Spencer for submission to Justware as a working document.

Other forms to consider for the next meeting are; Revocation, Order to show cause, non-compliance, a work report for CSW, and a release of liability (will need a staff attorney present).

Next meeting set for May 25, 2010 9 am to 3 pm, Place to be announced

Attendance

Lucinda Yellowhair, Chief Probation Officer,

Lauren Billy, Alamo/ To’hajiilee Probation Officer 

Verlena Hale, W/R Court Administrator

Ellery Nez, Ramah Probation Officer

Genevieve Brandy Kayenta Probation Officer

Eva Sam, T/C Probation Officer 

Delores Wilson, T/C Probation Officer

Arlene Begay, Dilcon Probation Officer

Loretta Watchman, shiprock O/T

Marcellus Morgan, W/R Probation Officer

Anthony Spencer, ITBSA NNIJISP

Center for Court innovation / NNIJISP Meeting, Shiprock Court

Mr. Aaron Arnold, Director, Tribal Justice Exchange, CCI, Presenter arnolda@courtinnovation.org

Mr. Brett Taylor, Deputy Director, Tribal Justice Exchange, CCI Presenter taylorb@courtinnovation.org

Lunch was provided to the staff in attendance by Court Innovations.

An overall introduction was given by both presenters regarding the Community Court innovative program.  The concept of this program was started in Brooklyn, New York. The center for court innovation is a non for profit think tank dedicated to Justice System reform. This project is a problem-solving project using education and reform versus using the punitive system.  The purpose of this meeting was to discuss what services were needed, what resources could be expended by each agency, and thereby plan for inclusion of a community court system in the JustWare CMS.

The Chief Justice, Judge Black, Judge Woody, Virgil Pablo and Josephine Foo had visited the Red Hook Community Court in April, 2009.

The project is community oriented and community based; it has been given a green light by Chief Justice as a pilot project in the Aneth Judicial District. 

The project is used to bring accountability to the offender, by using an outreach, rather than being punitive, using education as a tool, having offender doing minor CSW

Teaching the offender to empower themselves, through teaching, counseling etc,

NNIJISP will be of great benefit to the project; they will go hand in hand, by tracking compliance using Justware.

A meeting of agencies and service providers has been set for June 2 at the Shiprock chapter house.  The following representatives will attend:

Lorraine S. Lee, Dept of Corrections, Corrections Supervisor, lorrainelee2007@yahoo.com

Ivan G. Tsosie, NPD, Shiprock, Captain,

Dempsey Harvey, NPD, Shiprock,

Anne Johnson, shiprock District Court, Peacemaking Office Tech,

Angie K. Stanford, Shiprock Public Defender, Counsel, angelaksanford@navajo.org

Gloria J. Dee, Shiprock Prosecutors Office, Secretary, globees2001@yahoo.com

Ray Deal, Shiprock District Court, Peacemaker, rdeal36@yahoo.com

Anthony Spencer, NNIJISP, ITBSA, aspencer@navajo.org

Josephine Foo, NNIJISP, Associate Attorney, josephinefoo@navajo.org

Janice Harvey, Shiprock District Court, Probation Officer, jharvey@navajo.org

Daryl Junes, Shiprock Prosecutors Office, Prosecutor

Attendees

Irene Black, Aneth District Court Judge, irenesblack@navajo.org

Stanley Nez, Aneth District Court, Peacemaker, lokainez@yahoo.com

Cindy Yellowhair, AOC Chief Probation Office, Yellowhair@navajo.org

Loretta Watchman, Office Tech, shiprock District Court,

Lorraine S. Lee, Dept of Corrections, Corrections Supervisor, lorrainelee2007@yahoo.com

Ivan G. Tsosie, NPD, Shiprock, Captain,

Geraldine V. Benally, Shiprock District Court, Judge, gbenally 247@yahoo.com

Dempsey Harvey, NPD, Shiprock,

Ethel Laughing, Shiprock District Court, Court Administrator, ethellaughing@navajo.org

Lucy Yesslith, shiprock District Court, Probation Officer

Anne Johnson, shiprock District Court, Peacemaking Office Tech,

Angie K. Stanford, Shiprock Public Defender, Counsel, angelaksanford@navajo.org

Arvina Pete, Shiprock Public Defender, Secretary, alvinapete@hotmail.com

Shannarae Begay, Shiprock Public Defender, Secretary Aide, albegay90@my.sanjuancollege.edu

Gloria J. Dee, Shiprock Prosecutors Office, Secretary, globees2001@yahoo.com

Barbara B. Peterson, , Shiprock Prosecutors Office, Secretary, brapeterson@yahoo.com

Genevieve Woody, Shiprock District Court, Judge, genevievewoody@navajo.org

Janelle Dee, Shiprock District Court, Office Tech, janelledee@navajo.org

Gloria Benally, AOC, Peacemaking Coordinator, glorialbenally@navajo.org

Ray Deal, Shiprock District Court, Peacemaker, rdeal36@yahoo.com

Anthony Spencer, NNIJISP, ITBSA, aspencer@navajo.org

Josephine Foo, NNIJISP, Associate Attorney, josephinefoo@navajo.org

Curtis Heeter, Aneth District Court, Staff Attorney, cutisheeter@navajo.org

Janice Harvey, Shiprock District Court, Probation Officer, jharvey@navajo.org

Lucy Yesslith, Shiprock District Court, Probation Officer,

Juanita Goodluck, Shiprock District Court, Court Clerk, nolweaver@yahoo.com

Daryl Junes, Shiprock Prosecutors Office, Prosecutor

Post-Meeting Discussion:

Discussion on the difficulties of getting the Community Court program going at Aneth due to sharing agencies betwen Shiprock and Aneth, across a great distance, making it not cost-effective for service providers and justice agencies to attend weekly status meetings.  Systemic difficulties were discussed, including

• overly-complex complaint filing system; Aaron will send us samples of a summary "unified" complaint system for petty crimes used in New York State.
• need for pre-complaint diversion rules and assistance from probation services for both adults and juveniles. 
• How to fund agencies to attend weekly meetings, Aaron will look into alternative grant funding.

Attendees

Aaron Arnold

Brett Taylor

Josephine Foo

Judge Black

Judge Benally

Curtis Heeter

Gloria Benally

Lucinda Yellowhair

Susie Martin

Stanley Nez

Larry Emerson

Daryl Junes

Anthony Spencer

Server review and verification, JustWare - NNDIT - Ardham

Server delivered and installed by Ardham

Probation-Parole / NNIJISP Meeting, Window Rock, Arizona, 1^st American Credit Union                               

This meeting was a continuation from May 6, 2010; the group finished the acronyms for the probation module attributes.

A recommendation for closure was discussed at length, a simplify version was developed by the officer which will be used by the officers. 

Questions concerning fill in on forms were asked, I explained that the forms would have to be given to Justware for a final say so.

The officers went over forms submitted to Justware, Lisa Poyer expressed that the forms submitted was not the original given to Anthony Spencer, they asked that the original document be used in the performance of their duties.

The time sheet that is currently in use; was agreed to overall, since it was consistent in all the districts

Another meeting was called for May 21, 2010 at the 1^st American Credit Union

Attendance

Lucinda Yellowhair, Chief Probation Officer

Darlene LaFrance, Dilcon Court Administrator

Genevieve Brandy, –Kayenta Probation Officer

Diana Tsosie, -Crownpoint Office Tech

Ellery Nez, - Ramah Probation Officer

Lauren Billy, - Alamo/ To’hajiilee Probation Officer

Lisa Poyer, -Shiprock Probation Officer

Charlene Curley, - Kayenta Probation Officer

Victoria Joe, Chinle Probation Officer

Loretta Watchman, Crownpoint Office Tech

Janice Harvey, Shiprock Probation Officer

Eva Sam, T/C Probation officer

Delores Wilson-Aguirre, T/C Probation Officer

Ethel Laughing, Shiprock Court Administrator

Arlene Begay, Dilcon Probation Officer

Caroline Padilla, Alamo/To’hajiilee Court Administrator

Marcellus Morgan, Window Rock Probation Officer

Aurelia Barlow, Window Rock Probation Officer

Rosella Chee, Probation Officer Window Rock

Esther Jose, Ramah Court Administrator

Anthony Spencer, ITBSA NNIJISP

Probation-Parole NNIJISP Meeting, Kayenta, Arizona.  An introduction of Anthony Spencer, NNIJSP ITBSA and the introduction of Josephine Foo, Project Manager NNIJSP and Justware, New Dawn Technology of Logan, UT.  An overview of the functionally of the software.

Forms are needed for the Probation module; the forms needed will be collected and induced into Justware for uniformity and standardization.

The group went into discussion of how all of the districts were using different version of the formThe group discussed which offices were collecting monies; I informed the group that Justware would be able to provide an accounting module within the probation module to issue receipts and such.

Which Chapter does a person reside in, the group wanted a place where a chapter could be entered and they wanted a drop down with all of the particular chapters for each agency. A physical address was also needed for clients; I informed them that Justware has a place for physical address as part of general information needed.

The officers came up with different acronyms for terms used by the Probation department. This will be used to help with drop downs in the Probation Module.

Drop downs were discussed, could there be drop downs with drop downs? Justware confirmed that this could be done.

Another Probation department meeting will be held on May 12, 2010 at the 1^st American Credit Union.

Attendance

Cindy Yellowhair, CPO

Lavonne Yazzie, C/A Kayenta

Ethel Laughing, C/A Shiprock

Loretta Watchman, OT Shiprock

Genevieve Brandy, PO, Kayenta

Arlene Begay, PO Dilcon

Diana Tsosie, OT, Crownpoint

Harmon Mason, PO Window Rock

Marcellus Morgan, PO Window Rock

Ellery Nez, PO Ramah

Samuel Henio, PO To’hajiilee

Eva Sam, T/C Probation officer

Delores Wilson-Aguirre, T/C Probation Officer

Linda Lee, Ramah District Court O/T

Anthony Spencer, ITBSA –NNIJISP

8:15 -8:30  --  NNIJISP JustWare Status Call

Jed Judd, NDT, Project Manager                  
Anthony Spencer, ITBSA

General Status Conference call;  update of the servers that were bought for NNIJISP, they will be brought to NN DIT and will be ready for install on the week of May 10/14, 2010.

9: 15 – 10:45; and 3:00-4:30  CTAS Grant Application Meeting at the IMS conference room.                         

Planning continued for the tribe to submit a CTAS single-tribe application for funding.  There will be a NNIJISP TCAP portion of the CTAS application. The grant must beturned in as a group on May 17, 2010.

Attendance

Gwen William-, NNOCP

Stephanie Baldwin- NNDPS

Orlando Bowman- IMS Supervisor

Robert Platero-DPS

Anthony Spencer-NNIJISP

Michael Lee- DPS

NNIJISP JustWare Status (Teleconference) Meeting

Present:
Jed Judd, NDT PM
Josephine Foo, NNIJISP PM
Anthony Spencer, ITBSA

NOTES:

1.     General status, including revised 04 statute workbooks and need for Code to be attached to offense description upon searches.

2.     Workbooks explained to Anthony.