AshtabulaMunicipalCourtDefendantTime-in-CourtStudy

GreenBeltProjectReportOutAlanOhmanSupremeCourtofOhioJanuary19,2017

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

CourtTeam

SupremeCourtofOhio§ AlanOhman,Administrative

Officer§ TashaRuth,Manager,CMP§ ColleenRosshirt,PolicyCounsel§ NikoleHotchkiss,Statistics

Analyst

AshtabulaMunicipalCourt§ TonjaAmato,CourtAdministrator§ NickDearing,Network

Administrator/DeputyClerk

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

Background- Scope§ AshtabulaMunicipalCourtislookingtoimproveitscaseflow efficiencyviatechnology.

§ Opportunitystatement:withthefutureadditionoftheBenchProcessing program,thecourtlookstoincreasethespeedatwhichcasesareprocessedthroughthesystemanddefendantsareseen,receivetheirpaperwork,andleave.

§ FirstStep:Defendantenterscourthouse.§ LastStep:Defendantreceivesallnecessarypaperworkandleavescourthouse.

3

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

ProjectGoals

4

• Thecourt’sownmissionstatement:TheAshtabulaMunicipalCourtshallbeeffectiveandefficient whenresolvingdisputesinordertoupholdthelawsandregulationsofthecourt’sjurisdictionandtheStateofOhio.

• Thecourtistransitioningtoanelectroniccaseflow system.Theprimarygoal–currently–iscollectingdatatosupportthetimeandeffortputintoestablishingthenewsystem.

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

Current-StateProcessMap

5

=stepwillbealtered/eliminatedbyBenchProcessing software

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

Let’sMakeitSimpler…

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

DataCollectionPlan

7

- CompletedbyNickandTonjaasdefendantscameintocourt

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

Baselinedata

8

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

TotalCases

9

0

50

100

150

200

250

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37

Combined

Civil Traffic Criminal

Case

MinutesinCou

rt

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

Stop!Hammer GraphTime!

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

Stat-BasicStat-GraphicalSummary

11

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

Let’sseesomemoreofthosegraphs!

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

Doesdatematter?

13

(Notreally.)

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

Wellthen…howaboutcasetype?

14

(Yep.Kindof.)

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

Isthisdataevenincontrol?!

15

(No.Butlessout-of-controlthanexpected.)

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

SpecsDefined

16

• Followingbaselinedataanalysisofallcases,administratorsconferredregardinggoaltime-spent-in-court

• Ultimatelydetermined0-45mins.isoptimal(coversallcasetypes)

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

Okay,soisthisdatawithinspec?!

17

(No.Notevenremotelyclose.)

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

CourtesyK.C.Green

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

Asa result…§ Wenowhavedatatocomparetothefuturedata!§ SotuneinnexttimeforAlan’sBlackBeltproject;seehisbreathtaking,action-packedanalysisofbaselinevs.implementationdata!

§ Willthedatabeinspec?WillBenchProcessing makeasignificantimpact?And,mostimportantly,willAlansavetheday?

19CourtesyNBC

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

Implementation/FuturePlan

Task Who When Status

InitiateBenchProcessing

software

Nick BeginningOctober 2016

Ongoing– rollouttodifferentcase

typesTimestudy/collection

Tonja/Nick Beginningearly2017

Ongoing

Dataanalyzed Alan TBD Planning

Finalreportissued Alan TBD Planning

20

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov

ProjectBenefits- Expected

§ Defendanttime-in-courtwilldecrease§ Lessfrustrationbydefendant§ Moretimebackatwork

§ Paperfilingswilldecrease§ Staffhoursreinvestedinotherprojects§ Reductionoferrorsthroughoutcaseflowprocess

21

SIMPLER. FASTER. BETTER. LESS COSTLY. lean.ohio.gov22

Specialthanks to…

• TonjaAmatoandNickDearing• JudgeLauraDiGiacomo• AshtabulaMunicipalCourtemployees• SCOAdministrativeDirectorMikeBuenger• SCOITDirectorRobertStuart• SCOCaseManagementSection• Denae Kotheimer (greatmentor)and

LeanOhio team(greatingeneral)