eFileIL integration setup and changes

What does the review tool do?
  1. Adds the CMS codes adds the required s through the court's configuration workbook, finds the corresponding entry in Goodin's stage configuration, then copies the CMS code from our config to the courts.
  2. If any standard case types, subtypes and filing codes (based on the configuration standards) are missing, they get added.  They are marked "not visible" so that nothing ever goes live without the court's action.
What are the CMS codes and how are they used?
  1. Case Category- JIMS case type
  2. Case Type- JIMS subtype code
  3. Filing Code- JIMS record sheet auto-entry codes.  As in the courts which already use auto-entries to docket filings, this saves the need to type in a record sheet entry.
  4. Filing Fee- adds a code corresponding to the JIMS fee table entry most of you already use to distribute a given amount of fees on a given case type (e.g. we add "L-142" for an appearance on a Law case). Since payment distribution is based on case type and amount, this code is redundant and not-needed by JIMS.  But it can be handy for the court's use to verify that subtypes and filings have the proper filing fees.
Why add things to the court's configuration?
  1. In case courts which went live on eFileIL before the standards were published in December and never got the standard codes which filers are supposed to be seeing across all courts.
  2. To give courts the option (whether with the CMS rollout or later) to mark the non-visible added items as visible.
Why not just have all our courts use the same "Goodin" configuration?
Our courts' configurations can be quite different from each other: the major difference in is the filing fee entries, and the cross-references to those fees which are on the CT and FC tabs.

Other issues with court configuration workbooks
We discovered a variety of problems while processing configuration workbooks, and our tool flags them.  These are described in the post-rollout process.  Courts can certainly work with Tyler to address those problems while Goodin is focused on rolling out the CMS interface everywhere.  But the court can also wait, and in the meantime its configuration will work as well as it ever did.

Procedural issues to consider before completing configuration

    1. Ensure that PC JIMS has the registration numbers for attorneys and pro-se filers, so you don't wind up with duplicate attorney records
    2. Consider what if any configuration approach to take on secure case types such as adoptions

Rollout schedule

After piloting in Clinton, Marion, Montgomery  and Moultrie, we will follow the same phases Tyler used, since they prioritized courts with higher filing volumes

The schedule depends a lot on Tyler's promptness in posting to Stage on Production.  So it's hard to forecast completion dates.  But you can always check here for a log showing the rollout status.

CMS interface rollout process

Detailed Tyler documentation on the rollout process can be found here

Pre-load configuration review

  1. Process court configuration workbooks using configuration review tool [Goodin Config]
  2. Review with court  [Goodin Config/Court]:
  3. join.me > Start the meeting > Client Log-In: 
  4. Introductions – Who’s in the room?
  5. Are you familiar with the configuration spreadsheets that Tyler created? Did you have an opportunity to review it?
    1. Our programmer wrote a tool that looked through your entire workbook and attached our CMS codes. That way our codes are properly linked with Tyler’s.
    2. We also added all of the case type codes from the IL Standards that your spreadsheet was missing. As we go thru and review the worksheet with you, you’ll have the chance to determine if you want those codes turned on and made visible.
    3. This is your configuration and you have complete control over it. Please review it closely as we go thru it and let us know of anything that needs changed.
    4. Once we’re done today, we’ll send you the spreadsheet (with additional instructions) and you will double check everything, including your existing filing fees.
    5. When we receive your file back from Tyler, we will be doing some stage testing.
    6. Let’s get started reviewing your spreadsheets.
      1. Do all your attorneys have updated ADRC#'s?
  6. Case Categories
    1. There are 15 case categories in the IL Standards – ranging from arbitration to taxes. Your spreadsheet contained…
    2. If we added any, ask the Court if they want to make it visible. If yes:
      1. Determine which corresponding CTs/subtypes the court wants to make visible in order to allow filing of new cases.
      2. Add the filing codes for those CC's by filtering on the missing case types in the GAL CC Reference column.
  7. Case Types
    1. Explain to the Court - these correspond to PC JIMS subtypes.  We are going to review all of your subtypes (called Case Types by Tyler) with you. A few things for you to know before we get started:
      1. There are two columns that tell you if we “added” a case type to your spreadsheet. If the “Visible” column is marked “No” AND the “Location Node ID” column is right-justified– we added these case types to your spreadsheet. They are highlighted and we’ll go thru them with you item by item.
      2. Next, there are some case types that are no longer in the standards and are obsolete. We’ve identified these by putting that in parenthesis in their description. They are still “visible”, but in the column that says “Allow Initial Filings” – we put “no”. That way if you have older cases tied to the case type, it will be okay. But no one will be able to file any new cases on the case type in the future.
      3. It’s the same with any CMS codes that have an asterisk in it (AD*, AR*). Initial filings will no longer be allowed on these. If you were missing a sub-type, the attorney can't file on it. So we added them and they're noted with the *asterisk.
      4. Tyler's system and the standards require sub-types. (That's because they are called "case types" by Tyler.) So we've added every possible one you've ever had in your system. If your subtype isn't in the standards, we will give it a CMS Codes begin with AD*, AR*, etc. (e.g. AR*-2), but the AOIC may not allow such non-standards.
      5. These are supposed to correspond with the JIMS subtypes set in the configuration standards, though some courts use non-standard subtypes which we won't have a CMS code for.
    2. Case Types GAL Added
      1. Again, these are marked “no – visible” and the location ID is right-justified. We also highlighted them on your spreadsheet and I’m going to pull each section up one at a time by case type (filter by "case types).
        1.  If the Court decides to keep theirs, change the "visible" column to "yes > update the CMS code with the standard > delete the value in the Code ID column > add a value to the reference code column made up of our subtype and (if necessary) a letter (example 303-B, 303-C, etc.) to make it unique. 
        2.  Delete an equivalent if any exists. 
        3. Go to CT_PT tab and update the Case Type reference code for any line items associated with the updated CT record (use "find across worksheet" or look for NA's in the V-Lookup column.
        4. If no duplicate exists, the code is more general than the standards (i.e. mental health, misc. remedies all others) and the Court wants to keep it, make sure there is a filing fee entry and inactivate any overlapping children.
        5.  Do not change the CMS code.
    3. CMS Codes with Asterisks – will remain in your spreadsheet. We do not need to review these.
    4. CMS Codes that Begin with a Letter (and don’t contain an asterisk) – CV-L2
      1. Check to see if these are really just duplicates with descriptions which are effectively the same as on something GAL added.  If so:
        1. Copy the CMS codes from the added item to the existing one, then delete the added item
    5. Review the other  added entries. Note: These codes have been made to look like JIMS.  If the court opts to make any of them visible
      1. Make them visible
      2. Add a FilingFeeReferenceCode
        1. If you can copy it from another line on the config, that's best because it means it already exists on the Filing Fee tab. 
        2. If not, check the Filing Fee tab to see whether or not that reference code and amount exists. If not, add a new row and enter the information.
        3. If the court doesn't know the filing fee offhand, just highlight the Filing Fee Reference Code cell.  
        4. If the subtype has filing fees which are exceptions to  the usual amounts under the Clerk of the Courts Act, we provide amount guidance and a statute reference.
    6. Filing fees missing on existing items (highlighted), follow the same process as the step above. 
    7. Tax Cases
      1. Discuss the tax items on the CT tab and see if they want any marked "No" for initial filings because the Circuit Clerk files them. 
      2. If they don't won't to allow new cases with that sub-type, change the "Allow Initial Filing" column to "NO".
  8. Filing Codes
    1. These are supposed to correspond with the JIMS record sheet auto-entry codes, though some courts use non-standard entries which we won't have a CMS code for.  As in the courts which already use auto-entries to docket filings, this saves the need to type in a record sheet entry.
    2. Added entries.  If the court opts to make any of them visible:
      1. Set the FilingFeeReferenceCode if applicable (rarity). Make sure it exists on the FilingFee tab or add it.
    3. Added 05/16/2018 by Tony: Check for duplicate FCs using "GAL- dup. chk" column.  Some duplicates (e.g. appearances, counter claim/pet) are ok.
    4. Added 05/31/2018 by Tony: Appearances, Answers and Responses
      1. Appearance and Entry of Appearance have all the flavors of FC required in the standards.  The standards don’t have all the same flavors of Optional Services, so to avoid the need for similar flavors of both Answer and Response, Tyler and the AO suggest that you require attorney to file separate appearance documents before their answer or response.  Since there is often no entry of appearance on D and SC cases due to pro-se filings, they also recommend that you put filing fees on just the D and SC flavors of Answer and Response. This of course requires that you have versions of Answer and Response which don't have any fees (in case an attorney already paid the appearance fee).  This is the approach our configuration assumes.
  9. Filing Fee
    1. When you see blank lines in this worksheet, Tyler had multiple entries with the same price for the same case type and price. We consolidated it to just one. That way you don't have to update multiple lines if the price changes. And now it looks more like your fee table.
  10. Filing Component
      1. Child support admin fees- eFileIL allows filing fee items for optional services, such as certified copies.  Some courts have set up an optional service item for child support admin fees.  But such fees aren’t related to a filing and the money doesn’t belong in our court CMS.  So there is no reason to have such a fee item in your eFileIL config.
    1. Added 01/04/2018 by Tony: CaseCategory_FilingCode-sort by col. D, then resolve duplicate entries (if any) for a given FilingCode (since FCs are supposed to be one-to-one with case type, but Tyler originally set a lot of courts up to share the same FCs on F and OP)
  11. Send the workbook to the court [e-mail will advise Clerk of items they need to review]
  12. Tyler will load the config the stage (testing) site, point it at Goodin's test JIMS system and advise that Stage load is done. 

Judici eFileIL activation

Stage testing [Goodin Testing]

The following is Goodin's test procedure.  The court can do other optional testing (including this), if they wish.
  1. Setup for testing
    1. Edit Custom Information in JIMS and set court to the one you're testing.
    2. The first time you test a given county, have Kat or Tony check the court's configuration on devel to ensure that the court  is enabled. and that both E-filing and ECF E-Filing are enabled
    3. Restart devel as per this process
  2. Make sure the interface can do each different kind of operations it must handle:
    1. File a new case
    2. Search for the new case and do each of the following:
      1. File something which adds a litigant (e.g. counterclaim). 
      2. File a subsequent filing with no filing fees (e.g. Motion)
  3. For subsequent filing which Goodin may have assisted the court in configuring using Filing Codes, do one per associated Filing Fee to make sure that fee is collected.  This may include:
    1. Counter Petition/Claims
    2. Motions to Modify/Vacate
    3. Petitions on Tax Cases
    4. Jury Demands (when the court wants fees associated with the Filing Code)
    5. Appearances (when the court wants fees associated with the Filing Code)
    6. etc.

EFM Pull processing [Goodin/Tony]

This is to assign JIMS IDs to the cases, litigants and attorneys on the existing cases in the EFM.

If you get an error when running the conversion, it could be that the AttorneyBarNumber column is mis-titled or missing.

Production rollout [Tyler/Goodin Training]

  1. Tyler will deploy the configuration in the court's production environment.
  2. Goodin Training will train the court on using the Inbox to process filings from eFileIL