Management Data Tools

What are we going to discuss?

CJD 08-05: Case Management Standards for Trial Courts in Colorado

Management Reports in ICON/Eclipse

CourTools

What is Management Data?

A diagnostic tool to monitor the status of current business

A way to measure the success of programmatic and policy goals by comparing against preset standards

A tool to help obtain and distribute resources

CJD 08-05:Case Management

Standards

Organizational Performance

vs.Individual Judge

Performance

Consider the different consumers of case management data and their interest in the data.

– Judges– Legislature– Judicial Performance Commissions– General Public

Consider the Data

Caseload performance statewide and at the district level is generally strong.

Individual judge performance varies widely.

Not All Dockets are Created Equally

Districts with magistrates often assign more routine matters to magistrates while the judges are assigned more complex cases.

Result: the caseload held by many judges is not a representative sample of the overall caseload in their district.

Example--Domestic Relations:

– Active pre-decree caseload: 2,306 cases– 4.6% of caseload over 1 year

– Magistrates’ caseload: 1,887 cases– 1.2% of magistrates’ caseload over 1 year

– Judges’ caseload (10 judges): 419 cases– 20% of judges’ caseload over 1 year

– Individual judge’s caseload: 60 cases– 28% of caseload over 1 year (16 cases)

Performance Standards

Not practical to use the same set of standards for both the organization and an individual judge.

Chief Justice Directive on Case Management

Chief Justice Directive 08-05– Replaces CJD 89-01

Divided into – Organizational Goals; and– Benchmarks for Individual Judges

Organizational Goals

Purpose:– Demonstrate to the public the standards

to which our organization aspires

Uses:– Organizational Management – Reporting to the legislature and the

public in general

CJD 08-05Organizational Goals: District Court

Case Type Suggested Organizational Goal

Criminal No more than 5% of cases open more than 1 year

Civil No more than 10% of cases open more than 1 year

Domestic Relations No more than 5% of cases open more than 1 year

General Juvenile No more than 5% of cases open more than 1 year

Juvenile Delinquency No more than 5% of cases open more than 1 year

Dependency and Neglect No more than 5% of cases open more than 18 months

Expedited Permanency Plan No more than 10% of cases open more than 1 year

CJD 08-05Organizational Goals: County Court

Case Type Suggested Organizational Standards

Civil No more than 5% of cases open more than six months

Misdemeanor No more than 10% of cases open more than six months

Traffic No more than 5% of cases open more than six months

DUI/DWAI No more than 20% of cases open more than seven months

Small Claims No more than 1% of cases open more than six months

InfractionsNo more than 1% of cases open more than six months

Benchmarks for Individual Judges

Purpose of Individual Judge Measures:

– Provide feedback to individual judges to aid docket management

– Provide information on individual judge performance to the Chief Judge

– Comply with Judicial Performance Rules

CJD 08-05Benchmarks for Judges: District Court

Case Type Suggested Organizational Goal

Criminal No more than 10% of cases open more than 1 year

Civil No more than 20% of cases open more than 18 months

Domestic Relations No more than 10% of cases open more than 18 months

General Juvenile No more than 10% of cases open more than 1 year

Juvenile Delinquency No more than 5% of cases open more than 1 year

Dependency and Neglect No more than 5% of cases open more than 18 months

Expedited Permanency Plan No more than 10% of cases open more than 1 year

CJD 08-05Benchmarks for Judges: County Court

Case Type Suggested Organizational Standards

Civil No more than 20% of cases open more than six months

Misdemeanor No more than 20% of cases open more than six months

Traffic No more than 20% of cases open more than six months

DUI/DWAI No more than 20% of cases open more than seven months

Small Claims No more than 20% of cases open more than six months

InfractionsNo more than 5% of cases open more than six months

Management Reports in ICON/Eclipse

Open Case Report (POC)– Lists all open cases on your docket. Includes case

age, in days, and whether case has a future scheduled event.

– Options include: Filter out cases with active warrants; Group cases by status (i.e. open, reopened,

active warrant); and Select only cases without a future scheduled

event.

Age of Case Report (PLP)– Similar to the Open Case Report but groups cases

by age (0-30 days, 31-60 days, 61-90 days, etc.)– Does not include cases with an active warrant– Option to display number of cases in each age

category only or include case numbers.

Management Reports in ICON/Eclipse

Statistical Verification Report (PCV)– Provides the number of case filings, terminations,

court trials and jury trials in a given time period.– Data grouped by case class (i.e. Domestic

Relations, Criminal, Civil, etc.)

Monthly Statistics Report (PSM)– Provides detailed information on the number of

cases filed, terminated, reopened for post-judgment activity, and closed after post-judgment activity in a given time period.

– Data grouped by case class (i.e. Criminal) and by type within class (i.e. burglary, assault, kidnapping, etc.)

CourTools

A set of ten performance measures developed by the National Center for State Courts to help courts benchmark performance in several key areas.

See: http://judicialnet/CourTools/index.htm

CourTools

Access and Fairness Survey

Clearance Rates

Time to Disposition

Age of Active Pending Caseload

Trial Date Certainty

How Do I Access Case Management Data?

District Level Information:– CourTools info available on the Judicial

Branch’s intranet site (Judicialnet)

Individual Judge Information:– A range of management reports are

available through our case processing system.

Further Questions and Wrap Up

Questions about the case management standards, management report usage and interpretation:

Steven Vasconcellos--(303) 837-3696 Julie Lambert—(303) 837-3662