Gathering Information

Scope Questionnaire

Name:

Date:

Thank you for your interest in participating in the California Courts Protective Order Registry (CCPOR). Your answers to this short questionnaire will provide insight into your court’s restraining and protective order (R&PO) operations and infrastructure. This will help us assess your specific needs and develop a customized deployment plan. Acronyms and abbreviations are explained in the Glossary of the Deployment Package.

Section 1. R&PO Processing

Which department do you represent? (check all that apply)

Criminal Family Civil Juvenile

CARPOS Submissions

What entity normally submits CARPOS records in your county?

Court Sheriff Other (specify): _______________________________________

Does your court have CLETS-authorized employees?

Yes No Don’t know

How does your court provide R&POs to the sheriff? (check all that apply)?

Fax

Hand delivery

Scan and e-mail

Mail or courier

Sheriff picks up

Other (specify)

Section 2. Processing System (check all that apply)

Does your court or sheriff currently have a local R&PO system?

Yes, court Yes, sheriff

Please specify system (e.g., Records Management System (RMS), Family Court Case Tracking System (FACCTS), commercial off the shelf (COTS), FileNet, etc.):

_______________________________________________________________________________

No R&PO system (skip to section 3)

Will implement in future (describe system and start date, then skip to section 3):

If your court or sheriff currently has a local R&PO system, does it store data, images, or both?

No local storage Data storage only Image storage only Data and images

Does your local R&PO system automatically submit CARPOS records?

Yes No Comments:

Section 3. Scanner and Software (check all that apply)

Does your court currently have a scanner available to scan orders?

Yes (specify make and model):

_______________________________________________________________________________

No

Will implement in future (describe what scanner, by when, etc.):

Does your court have a Kofax scanning software license?

Yes No Don’t know

Section 4. Readiness to Deploy

Please specify when your court would like to on-board CCPOR:

Scanner Needs Questionnaire

A scanner and scanning software is required to store restraining and protective order images into the CCPOR system. Prior to completing this questionnaire, please review and determine how your court will process order images (centralized, decentralized, geographically, etc).

Section 1. Scanner Needs

Which of your departments require a scanner for storing R&PO images into the CCPOR system? (check all that apply)

Criminal Civil Family Juvenile

Total scanners needed: __________

Section 2. Restraining & Protective Orders processed Monthly

Please estimate the number of R&PO orders processed in each department per month?

Criminal: _______ Civil: ______ Family: _______ Juvenile: _______

Total orders: _____________________

Section 3. Existing Scanners Identified

Using existing scanners is a cost effective way of on-boarding with CCPOR as it eliminates the need to purchase equipment. Please identify any scanners that can produce the file specified in this Package you could use for scanning CCPOR orders.

Criminal: _______ Civil: ______ Family: _______ Juvenile: _______

Total scanners: _____________________

If your court or law enforcement partner currently uses an imaging system to capture and store documents. Documents meeting CCPOR requirements can be transferred for upload into CCPOR. It does matter if they arrive by email or other means as long as the files are complete and meet CCPOR format requirements. Does your court or law enforcement partners use an imaging system that can provide scanned images for CCPOR?

Yes Court: ______ Sherriff: ______ Local Police: ______

No

Thank you for completing this questionnaire.

ORI Information

Please indicate the originating agency identifier (ORI) for your main court facility or for the primary facility that processes restraining and protective orders in preparation for inclusion in the California Courts Protective Order Registry (CCPOR).

Who is primarily responsible for order entry into CLETS (the court or LEA [sheriff’s office])?

Court: ______ Sherriff: ______

ORI: Main court facility or the primary facility that processes R&POS

Facility Contact Information of court or LEA that processes R&POS

Department or Division

Phone (This is provided to the DOJ)

Room / Floor number

Street Address

City State Zip

Contact Information of Court’s CLETS ATC or Sheriff’s Dept. ATC (Agency Terminal Coordinator)

Name

Title

Phone

E-mail

Street Address (Not P.O. Box)

City State Zip

Court Contacts Planning & Reference

This document is to ascertain Court contact and system/user information in preparation for deployment planning for project California Courts Protective Order Registry (CCPOR).

Date document due back to the AOC:

Xx/xx/xxxx

Return to:

sean.jordan@jud.ca.gov

cc:

David.loo@jud.ca.gov

The section below defines the positions of the project team, the role that position will play during the project, and the responsibilities that go along with the role. Please refer to it as you complete the contact pages that follow so that the correct people are contact when needed.

Item

Role

Responsibility

Court Advisor / Project Manager: This is the person designated as the primary contact for the Court to AOC relating to CCPOR project

Main point of contact for overall project needs

· Work closely with AOC CCPOR Project Manager on project planning and activities

· Monitor project status at Court

· Attend meetings to exchange status

IT Deployment Manager: This is the person designated as the primary contact for Court deployment activities

Manage deployment activities at the court

· Work with AOC CCPOR Deployment Manager on deployment planning and activities

· Ensure that deployment activities are performed on schedule and with the available resources

· Attend meetings to exchange status

Subject Matter Experts: People who are designated as the contact when different types of information are needed. These include the areas of: Business, technical, Vendor.

Provide business expertise as related to CCPOR

· Work with AOC project team to ensure business needs and software functionality is being met. Help validate user requirements

· Provide input for the design and construction of test cases and business scenarios

Court LAN and IT Services Management

Main point of contact for court to AOC connectivity for CCPOR project

Item

Description/Task

Information for AOC

1

Court Advisor/Project Manager

Name & Contact Information

Name:

Title:

Phone:

E-Mail

2

IT Deployment Manager

Court Information Technology –Contact for deployment activities

Name:

Sean Jordan

Title:

IT Supervising Analyst

Phone:

(415) 865-4956

E-Mail

sean.jordan@jud.ca.gov

3.1

Subject Matter Expert

· Business SME

Name:

Title:

Phone:

E-Mail

3.2

Subject Matter Expert

· Technical SME

Name:

Title:

Phone:

E-Mail

3.3

Subject Matter Expert

Vendor SME (if applicable)

Name:

Title:

Phone:

E-Mail

4

ATC

Court ATC (Agency Terminal Coordinator)

Name and Contact Information

Name:

Title:

Phone:

E-Mail

5

Court LAN and I.T. Services Management

Name and Contact Information

Name:

Title:

Phone:

E-Mail

5.1

Is court LAN/I.T. Services managed and provided solely by the court?

(indicate Yes or No)

Check One

Yes

No

If “No”, then indicate who (third party) is providing those services Þ

If “No”, indicate what services are provided by the third party Þ

(either “All” or provide a summary listing)

6 - DOJ Access: CLETS subscriber and ORI

Is the court a CA DOJ CLETS subscriber? (Yes, No)

Check One

Yes

No

Does the Court facility have a “main” ORI; where they process the restraining order? (Yes, No)

Check One

Yes

No

If “Yes”, what is the “main” ORI?

7 - CLETS/CARPOS Users: Includes users and console administrators that can potentially be assigned to CCPOR project

Quantity of users: (Please estimate)

8 - CLETS Workstations: Your court is approved for CLETS workstations (mnemonics).

Do you currently have CLETS workstations that can potentially be used for CCPOR needs? (Yes, No)

Check One

Yes

No

If “No”, indicate how many will be implemented Þ

If “No”, please state the reason Þ

Do you anticipate needing to add PCs for CLETS access? (Yes, No)

Check One

Yes

No

Reason for additional PCs and if any delay due to funding issues Þ

Will the court be able to have all CLETS PCs secured (unable to be used or viewed by non-authorized persons)?

Check One

Yes

No

If “No”, please indicate the reason and other potential future conflicts Þ

 

Go Live Checklist

Thank you for your commitment to participate in the California Courts Protective Order Registry (CCPOR) project. The purpose of the Go-Live Readiness Checklist is to ensure that court, Sheriff’s Office and LEA assess and validate readiness before going live with CCPOR. This document contains three sections: Technical and Configuration Readiness, Staff Readiness, and Support Readiness.

Section 1: Technical and Configuration Readiness

Area

Description

Expected Results

Yes, No or Not Applicable (N/A)

CCPOR Production URL

Tested and working

Able to see CCPOR login screen

Yes No N/A

Court profile setup

Setup confirmed

1.CCPOR login verified 2.Correct county code displayed within CCPOR main screen

Yes No N/A

Scanner / Software

Scanner and software setup and tested for scanning at each location

1.Scanner installed 2.Scanned a test order & saved image to drive

Yes No N/A

Section 2: Staff Readiness

Area

Description

Confirmation Required

Yes, No or Not Applicable (N/A)

Court acceptance testing (CAT)

Conducted CAT with successful test results

County has conducted CAT & results validate that CCPOR application meets functional requirements

Yes No N/A

Court, SO and LEA staff

Staff trained and ready to use CCPOR.

County staffs have been trained to use the CCPOR application.

Yes No N/A

CLETS certified

CCPOR users viewing messages back from DOJ/CARPOS are CLET certified

CCPOR users are certified to view data from DOJ/CARPOS via CLETS

Yes No N/A

Section 3: Support Readiness

Area

Description

Confirmation Required

Yes, No or Not Applicable (N/A)

Court, sheriff, LEA authorized users

County authorized users identified and setup with CCTC Helpdesk

The list of authorized users has been provided by CCTC Helpdesk

Yes No N/A

CCTC Helpdesk

County has access to CCTC Helpdesk information

Staff have received CCTC Helpdesk contact; via Application User Guide

Yes No N/A

Training Material

County has access to CCPOR Application User Guide

Staff have received information on online CCPOR Application User Guide

Yes No N/A

Training Questionnaire

Thank you for your commitment to participate in the California Courts Protective Order Registry (CCPOR) project. Your answers to this questionnaire on training will provide valuable insight into your court’s training requirements for CCPOR. This questionnaire focuses on three key areas:

1-Preferred Training Dates

2-Court Training Room Setups

3- Proposed Attendees and Roles for CCPOR

NOTE: If your training will be conducted using the distance learning tools, there is no need to schedule times as they are “on demand” resources.

Training IDs with roles will be set up for use during CCPOR Application End User Training. Each student will be assigned a training ID based on user role. User roles are defined as follows:

CCPOR QUERY ONLY:
Users with this role may search R&PO orders and retrieve images within the CCPOR database for viewing.

COURT:
Users with this role may create new orders and submit them to the DOJ. They are also authorized to search for orders and view, modify, service, and cancel non-sealed orders

SUPERVISOR:
Users with this role may perform all functions that court users are authorized to perform, and they may also view, modify, service, and cancel sealed orders.

ADMINISTRATOR:
Users with this role assist court and user profile setup and manage reporting requirements. This role may also be the court IT technical network staff.

Section 1: Preferred Training Dates

Description

Dates

Please specify your court’s preferred date for CCPOR Application End User Training

Does your court require Train-the-Trainer Workshop (optional) training

Yes No

Section 2: Court Training Room Setups

Description

Yes, No or Not Applicable (N/A)

Does your court have a training room?

Yes No N/A

How many PCs are in the training room?

Do the PCs meet the recommendation as described in the Court Planning Guide?

Yes No N/A

Do you have a computer overhead projector?

Yes No N/A

Do you have network connection in the training room?

Yes No N/A

Do you have internet connection in the training room?

Yes No N/A


Section 3: Proposed Attendees and Roles for CCPOR

Attendee Name/Email

Court or LEA

(check one)

User Role

(check one)

Court

LEA

Administrator

Supervisor

Court

Thank you for completing this questionnaire.