Proposed Orders - Florida Court Clerks & Comptrollers
Contents
1. Filer Interface Flexible Based on Needs of Judiciary nn Judicial Viewer N Proposed Order Portal Three Options for Consideration Portal Review Manual Processing Model Portal Review Portal Filer Portal Review Proposed Order Interface YW Client Proposed Order E service Signed Order Judge JA Attorney S Association Legislative_Services Florida Courts E Filing Authority 2015 Board Meetings March 2015 Board meeting Proposed Orders docx Page 3 Florida Courts E Filing Portal Change Order Portal Review Integrated with Judicial Viewer Model Portal Filer WY Client Order Interface Judicial Y Signed Order Viewer u Judge JA pa Attorney E service Signed Order Portal Review Implemented with Judicial Viewer Proposed Proposed Order py P Portal Filer A Judicial Interface Viewer S Signed Order S Order E service Signed Attorney Order Judge JA Enhancement Description Add function for filers to upload proposed orders on trial court cases to the portal and route them to the correct judicial circuit Do not route proposed orders to the clerk The proposed order functionality will be enabled in a phased S Association Legislative_Services Florida Courts E Filing Authority 2015 Board Meetings March 2015 Board meeting Proposed Orders docx Page 4 Florida Courts E Filing Portal Change Order approach Completely separat2. e Administrators are able to create judicial e filing accounts to submit orders through the portal e Users will be able to review proposed order submissions e News judiciary will be able to post their news on their page e Divisions Are these called Court Types at the judiciary level or Judicial Assignment o The judicial circuit will be able to enable the functionality to submit proposed orders o They will be able to enable and disable the emails that are generated when they receive a proposed order via the portal o No other division functionality is needed o Is this where we would add another breakdown by county i e by county by division within the circuit e Judicial Division do we need to provide functionality to document the judicial divisions and how they relate to case types for work queue purposes Work Queues Find out what information is needed to allow the judiciary to route documents to queues Judicial divisions are different from Clerk of Court Divisions Rejection Reasons allow the judiciary to set up reject reasons to simplify their return of proposed orders that they want to return to the filer find out if this is necessary for proposed orders Some common reasons would be Wrong case number corrupt document any others Case Type Codes only allow update of their local case type configuration Docket Codes only allow mapping to the judiciary code value The docket descriptions will be stored at the
3. The Portal will transmit the Word documents to the appropriate Circuit 2 The proposed order will not be transmitted to the County Clerk 3 Acover letter will be able to accompany the proposed order 4 Proposed orders will be able to be returned to the Pending Queue if deficient with a notation as to the deficiency so that it may be corrected and resubmitted 5 Proposed orders returned to the Pending Queue may be able to be deleted by the filer Functional Requirements 1 The Proposed orders are submitted by the filer as Word documents 2 The Proposed orders are not converted to PDF documents 3 The Circuit will be able to turn on this functionality when they are ready to receive the proposed orders 4 Determine the definition of Division as it relates to the judicial assignment versus Case Type 5 Proposed orders will need to be in their own submission and not able to be filed with documents being routed to the County Clerk 6 The Portal will be able to transmit those proposed orders to the Judicial Viewer if available 7 The Circuit may utilize the Portal Review Queue to review and route proposed orders 8 The Circuit my take those proposed orders and establish email rules for routing within their Circuit S Association Legislative_Services Florida Courts E Filing Authority 2015 Board Meetings March 2015 Board meeting Proposed Orders docx Page 2 Florida Courts E Filing Portal Change Order High Level Business Process Model
4. records jm Print Recent Filings Filing NEF Case Style Docket Court Case Status Court 233522 WELLS FARGO BANK NATIONAL ASSO VS CUSSON DANIEL V 012013CA000012XXXXXX Pending Filing Alachua 233458 NEWMAN REGINA NICOLE VS ALFORD SHAWNTORIA CORTEZ 012013DR000001XXXXXX Pending Filing Alachua D 4 E gt Proposed Orders Filing Path Filing Tabs that will be used to submit proposed orders e Documents e Service List e Review and Submit modify to include the filer s User Details email addresses phone number and physical address S Association Legislative_Services Florida Courts E Filing Authority 2015 Board Meetings March 2015 Board meeting Proposed Orders docx Page 7 Florida Courts E Filing Portal Change Order Create a Judicial Circuit Profile for the 20 circuits similar to the County Profile and DOC Profile This will allow the Circuit to enable accepting proposed orders through the Portal Each of the 20 judicial circuits already has an organization record and they have users tied to them These need to remain with the organization Create banners for each circuit Batch E Filing Enhance CEI to allow proposed orders to be submitted to the Portal and routed to the judiciary specifically for the State Attorneys and the Public Defenders Judicial Circuit Menu Items Account My Profile Change Password Email Log Logout Administration Judicial Circuit Profile e Profile must be an administrator to modify
5. G Florida Courts E F iling Portal m www myflcourtaccess com Portal Change Order Proposed Orders Submitted through the Portal The attorneys will submit proposed orders to the judiciary through the Portal The Portal will route those proposed orders to the appropriate Circuit wherein the Circuit will then disseminate to the appropriate judicial officer for handling according to their wishes 3 4 2015 Florida Courts E Filing Portal Change Order Application Version Release 2015 01a or 2015 02 HEAT Ticket 726187 Short Description Enable filers to submit proposed orders to the judiciary Table of Contents OOS accede esters A A E A AE E ea aceasta E E cuuieei eee cadena E nce iente cunts O E E 2 BSH CS Ss PU a E E EAE E E E E R 2 ESS VSS SF SCN SST S ee N E E N 2 PICTON Ve FRG CI TONS ea A T A 2 High L ve l Business Process Model sesscnerersunere occu vnncecuserauesurs cou enan ceycunccaseauessuainn ceunarennasieeauscusseeaenanneosaens 3 Tree On OwO Sey ail ol ies O a pemen nna taeee te E tenet re ener nee E A ee ee ER 3 Portal Review Manual Processing Model Portal REViQW ccccccsecccssscccseecccscscececsceecsceueceeeeeeeenceseueceseueceteueceeeueseeensss 3 Portal Review Integrated with Judicial Viewer MOel ccccccccsssccccesseccceeseccceeececeeeseceeeueceeeensceeseesecetsunecessueceesenneeetes 4 Portal Review Implemented with Judicial Viewer cecccccssseccccesecccceesececeesececcuee
6. ceceeuseceesuneceseuneceeteeeecessenecessugeceetegeeeetas 4 Salar emne 216 16 g eReeenee Remeron mt eee errs a tHe Rete ne er ae ee ce ae eee ee ene eee ene 4 EFS Por al Sonware IVE Ce COINS serseri ri oenen see ncate se ganceeeisuaetcarecatueeuewacats saw Gode tr E 5 BX exe Ula EFIE UPO eaa tet emer mn te Se a a nn one ae ane ee eo eee eee 5 Be HVS eater cete sre neater E aie setae crse enc sa ewe pedo asec sore gudene ase E ons 5 DG O ao T E A A nears onasd ce uboaeeeas E A A 6 Cace NUMIDE INGE FOUNIC serere E E T E E E 7 PAE a E E E E AS 7 yet el aye ahi gl EE ern ener E E E A E A ee ee A A er ee ee 7 FR SLT SOU attics avs yn cto terre eee ts ete ance etcetera psn E A ao ab uterine phi ute cpanel ese E aap oreo reacts 7 PIME RECENO ICONHA O ar E EE poecvanmenasaeennegdunecesaaseeooisausesenenees 7 Proposed Order FUE P a ee ee ere Cerne eee ee Ce eee eee 7 BUC PONS sc etetrateee Seeesine gees tines sou ceca erate eacoesin tetocvaine aneueteceeain oeaeneruscasucersoeaeotetowsieetacoaeueeaieetnc A 8 Jader tC Ue ME nU IET oes cere cet nc ctraryemn E TEE isons yea wa wena bse oa ves a dona OAA 8 PS OO NN sass dive cnt serge ceo ce Seca E tate eee te ea cene A E sone sneestentaunsteecnewuten N nace unenGecuceen see umeatesaonesecoutsencees 8 Ao aI Snae i A EA E EE E E E EE EE E EE I O EE EE T 8 FINDE eea A patie seo este anor eees ae 8 CHT Vel PUN CIO NG soa ticesissece ete seats oe Ceacnec secestecesuiecnoseienceeta cae ses mitetea ie
7. e the judicial documents from the clerk documents in the audit history In other words the proposed order filings should not appear in the clerk s Search Filings result set While building this functionality keep in mind that sometime in the future the portal may be used to send calendar requests to the judiciary or the clerk of court or the Portal may be used to open a tab that places the filer on the calendar app for that jurisdiction This was brought up briefly at FCTC as the only piece left for a filer to have a single access to the courts so it is being mentioned here in case it impacts design E Filing Portal Software Modifications Request E Filing Support What impact does adding proposed orders have on the service center What additional information needs to be included on the request help screen to handle proposed orders E Filing Map This screen can be modified once all the cases for a county within a circuit are able receive proposed orders through the portal The case lookup is performed on a county level but the document is routed to a circuit level S Association Legislative_Services Florida Courts E Filing Authority 2015 Board Meetings March 2015 Board meeting Proposed Orders docx Page 5 Florida Courts E Filing Portal Change Order E Filing Map Bradford Trial Court Case Initiation Pleading on Existing Case O Proposed Order Appellate Court Case Number Pending Case Initiation Plead
8. ed order was successfully uploaded to the portal What status do we show when the document has not been successfully received by the judiciary Received the proposed order was successfully received by the judiciary this is in place of Accepted and Completed d What status do we show when the document has not been successfully transmitted into the CAPS viewer e Returned the proposed order was returned to the filer for correction County Docket Codes Clerks must deactivate all proposed order document descriptions The Judicial Order document descriptions will be listed in the drop downs for the filer to submit the proposed orders They will contain the same list that the county has for the judiciary to file orders to the portal Circuit Connection and Configuration Test systems only at this time IP Addresses and firewall Earl Configure 67 IP addresses for the Judiciary because some circuits are split and have locations for each county within the circuit Online Help Number of documents filed that are WordPerfect docs today 2013 3 410 2014 2 062 Update Portal User Manual Create YouTube videos on submitting proposed orders FAQ page to link to Portal application page S Association Legislative_Services Florida Courts E Filing Authority 2015 Board Meetings March 2015 Board meeting Proposed Orders docx Page 10
9. ee steceien evtoceuetunceseene socsnoteteeanatcaaeeetysdeteceseectnosetes 9 FEID arer eee Re ne ee E eae eee eee 9 S Association Legislative_Services Florida Courts E Filing Authority 2015 Board Meetings March 2015 Board meeting Proposed Orders docx Page 1 Florida Courts E Filing Portal Change Order Proposed Order Work OWN cece passe cr scetnc ex seetine ce sateten soancueseseeaecenscctoesnuccuerasncaneteoec T 9 PORI REVON rear ct apace eee o E E E E rh awionea E a ccictn E A E 9 LOCIRA EE E E E AR 10 OUT DOK COE E E R 10 Circuit Connection and CONTISUPA ON seasicccsatinsstedcncssceasnedstecwudsanedrsoistedennieacasnuseteasetiasseraudeoadapedacsasavideadacboeunaineduvedsoataseioeiadocs 10 ONNE HO e E se ctine ne seeuseessacceseuseeseceeseetbos raves saeusncseeesseeqeeayscceuersaeueuensseeenese 10 Scope This scope of this document includes defining a process whereby filers are able to submit proposed order documents through the Portal to the Judiciary to their Judicial Circuit and bypassing the County Clerk The Judicial Circuit will be able to determine how to process those proposed orders based on judicial preference Business Rules e The Portal will provide the filers with one access point to submit proposed orders to the Judiciary e The Circuits will be able to phase in this functionality when they are ready e The Circuits will be able to elect the method with which they receive and process these documents Business Requirements 1
10. how the filings that the judiciary has filed through the portal these will be real orders Judicial Filing Options My Cases My Submissions E Filing Map Judicial Review Help Change title to read Version for all instances Proposed Order Work Flow Filer submits proposed order Filing Confirmation page returns results of the PO submission id and NEF if applicable Email to filer from a new email address ProposedOrder myflcourtaccess com when proposed order has been received NEF sent to portal E service email addresses Portal Review Judicial staff reviews document online 1 Accept each document so that each one can be reviewed for matching case number to case on documents and that the document can be read 2 Completed should be changed to another word indicting that the document is being sent to the judiciary for consideration a Transmit the Word document to the judiciary Do not convert to PDF or TIF b Email sent to filer states that judiciary has received the proposed order for processing The email address from the portal is ProposedOrder myflcourtaccess com c If the judiciary is configured for manual review the reviewer has to print or email the documents to an email address within the judiciary and then click a button to remove the submission from the list This will also trigger the confirmation email to the filer that the proposed order has been received for processing by the judiciary This is different from the Emai
11. ing on Existing Case My Cases The filers will be able to submit a proposed order through the portal by accessing the My Cases screen Add a new column for Proposed Orders e Change the column heading File to Pleading and add a column called Proposed Order e Inthe Pleading Column change the button File Now to Submit e Inthe Proposed Order column the button should read Submit e Circuits that have enabled the functionality will be evident to the filer because the Submit button will be visible e Add anew portal request type for judicial document and number them ask JT how to number them S Association Legislative_Services Florida Courts E Filing Authority 2015 Board Meetings March 2015 Board meeting Proposed Orders docx Page 6 Florida Courts E Filing Portal Change Order Case Number Not Found Eliminate the case number not found result by looking at CCIS to perform case validation if county uses local case validation If the case number has been successfully filed to and is being filed from the My Cases screen use the UCN that has already been validated and display unable to display at this time any case data that cannot be retrieved due to a system being down Find any way to avoid a not found result My Filings Change the title of My Filings to My Submissions Proposed order submissions will be displayed on this screen as well as document submissions Allow the users to delete fil
12. ings that have been returned to the pending queue that they do not wish to correct and resubmit Pleadings and proposed orders that are not going to be corrected or resubmitted can be removed from the portal by the filer This saves work for the clerk of court and the judiciary because they do not have to follow up and file for judicial review Search Criteria Add a drop down in the search criteria for Submission Type with values being 1 Pleading and 2 Proposed Order Add the judicial circuits into the Court drop down list Find out if we have to add anything for the judicial divisions since division means Case Type for the clerk of court Result Set The Court column will show 1 20 Judicial Circuit if the document is a proposed order The column heading shows Filing NEF Change the Filing heading Submission NEF Filing Received Confirmation Add two columns Pleading and Proposed Order and show the Submit buttons under each one that perform the same function as the My Cases page Filing Received Confirmation 1 document is successfully submitted for filing to Trial Court for Alachua County Florida Circuit Civil Division Uniform Case you have provided is 012013CA000012XXXXXX Court Case you have provided is 012013CA000012XXXXXX Reference for this filing is 233522 Important If you should contact the court about any document in this filing please provide this Filing to help us locate You may want to print this page for your
13. l option on the review screen that sends email to the filer S Association Legislative_Services Florida Courts E Filing Authority 2015 Board Meetings March 2015 Board meeting Proposed Orders docx Page 9 Florida Courts E Filing Portal Change Order 3 Return to filer a The judiciary will be able to return a proposed order for errors by the filer b The email to the filer will indicate that the proposed order has been returned Find out what email address should be used as the From address 4 Web services need to be passing return codes on the results of the xml transmission between the portal and the CAPS viewer Web services also need to return submission statuses The proposed order submission statuses are a Submitted the proposed order was successfully uploaded to the portal b What status do we show when the document has not been successfully received by the judiciary Received the proposed order was successfully received by the judiciary this is in place of Accepted and Completed d What status do we show when the document has not been successfully transmitted into the CAPS viewer e Returned the proposed order was returned to the filer for correction Local Review 1 Web services need to be passing return codes on the results of the xml transmission between the portal and the CAPS viewer Web services also need to return submission statuses The proposed order submission statuses are a Submitted the propos
14. portal level in one instance and can be mapped locally Documents Drop Down list needs to be designed like the County list e Cover letter e Proposed Order e Take Counties list of Orders and add Proposed Order to the order name Courts Document Type Codes Find out what this is and how or if it relates to the circuits S Association Legislative_Services Florida Courts E Filing Authority 2015 Board Meetings March 2015 Board meeting Proposed Orders docx Page 8 Florida Courts E Filing Portal Change Order Filings Change menu title to Submissions Submenu items Search Submissions Submissions by Status modify this to fit the business rules for proposed orders Submission Summary add summary level for County and then divisions and determine if there are other summary break downs Audit History modify this to include more search criteria on both the clerk side and the judiciary side System Usage Report modify this on both the clerk side and judiciary side to narrow the results to just the activity within that jurisdiction Filers Submission and Mail Log Modify both the clerk side and judiciary side as follows Add search criteria to include submission date range and an email subject drop down list because often this is accessed to locate E service for a filer Add columns in the result set to show the number of submissions that a filer has within the date range and email log contents Organizational Filings s
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