Judicial Council Directives

Judicial Council Oversight and Governance

Directive #1

Judicial Council Directive
The Administrative Director of the Courts operates subject to the oversight of the Judicial Council. E&P recommends that the Judicial Council direct the Administrative Director of the Courts to report to E&P before each Judicial Council meeting on each item on this chart approved by the Judicial Council.

SEC Recommendation
The Administrative Director must operate subject to the oversight of the Judicial Council and will be charged with implementing the recommendations in this report if so directed.

Timeline
For immediate implementation (Ongoing)

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #2

Judicial Council Directive
E&P recommends that the Judicial Council take an active role in overseeing and monitoring the AOC to ensure transparency, accountability, and efficiency in the AOC’s operations and practices.

SEC Recommendation
The Judicial Council must take an active role in overseeing and monitoring the AOC and demanding transparency, accountability, and efficiency in the AOC’s operations and practices.

Timeline
For immediate impementation (Ongoing)

Status
Ongoing

Status Update

Directive #3

Judicial Council Directive
E&P recommends that the Judicial Council promote the primary role and orientation of the AOC as a service provider to the Judicial Council and the courts for the benefit of the public.

SEC Recommendation
The primary role and orientation of the AOC must be as a service provider to the Judicial Council and the courts.

Timeline
For immediate implementation (Ongoing)

Status
Ongoing

Status Update

Directive #4

Judicial Council Directive
E&P recommends that the Judicial Council, in exercising its independent and ultimate governance authority over the operations and practices of the AOC, must ensure that the AOC provide it with a comprehensive analysis,including a business case analysis, a full range of options and impacts and pros and cons, before undertaking any branch‐wide project or initiative. In exercising its authority over committees, rules, grants, programs and projects, the Judicial Council must ensure that the AOC provide it with a full range of options and impacts, including fiscal, operational, and other impacts on the courts.

SEC Recommendation
In exercising its independent and ultimate governance authority over the operations and practices of the AOC, the Judicial Council must demand that the AOC provide it with a business case analysis, including a full range of options and impacts, before undertaking any branchwide project or initiative. In exercising its authority over committees, rules, grants, programs, and projects, the Judicial Council must demand that the AOC provide it with a full range of options and impacts, including fiscal, operational, and other impacts on the courts.

Timeline
For immediate implementation (Ongoing)

Status
Ongoing

Status Update

Directive #5

Judicial Council Directive
E&P recommends that the Judicial Council conduct an annual review of the performance of the Administrative Director of the Courts (ADOC). The review must take into consideration input submitted by persons inside and outside the judicial branch.

SEC Recommendation
The Judicial Council must conduct periodic reviews of the performance of the Administrative Director of the Courts. These reviews must take into consideration input submitted by persons inside and outside the judicial branch.

Timeline
For initiation October 2013

Status
Ongoing

Status Update

Directive #6

Judicial Council Directive
E&P recommends that the Judicial Council direct the Rules and Projects Committee, consistent with its responsibility under rule 10.13 of the California Rules of Court, to establish and maintain a rule‐making process
that is understandable and accessible to justice system partners and the public, to consider SEC Recommendation 6‐8 and report on any changes to the rule‐making process to the Judicial Council.

SEC Recommendation
The AOC must develop a process to better assess the fiscal and operational impacts of proposed rules on the courts, including seeking earlier input from the courts before proposed rules are submitted for formal review. The AOC should establish a process to survey judges and court executive officers about the fiscal and operational impacts of rules that are adopted, and recommend revisions to the rules where appropriate. The AOC should recommend changes in the rules process, for consideration by the Judicial Council, to limit the number of proposals for new rules, including by focusing on rule changes that are required by statutory changes.

Timeline
RUPRO to propose a timeline to In Progress return to the council to present its recommendations.

Status
In Progress

Status Updates
RUPRO has begun discussions about this directive and will continue to discuss further possible actions. Since January 2013, actions by RUPRO related to this directive include directing two advisory groups to submit proposals to the Presiding Judges and Court Executive Officers for early input on the proposals, including requesting information about fiscal and operational impacts of the proposals.

RUPRO met on October 15, 2012 to review actions previously taken by RUPRO responsive to the recommendation and to discuss further possible actions.

Directive #7

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to propose a procedure to seek the fully informed input and collaboration of the courts before undertaking significant projects or branchwide initiatives that affect the courts. The AOC should also seek the input of all stakeholder groups, including the State Bar.

SEC Recommendation
The AOC must seek the fully informed input and collaboration of the courts before undertaking significant projects or branch‐wide initiatives that affect the courts.

Timeline
ADOC to propose a procedure for Judicial Council approval at the June 2013 council meeting.

Status
Not started

Status Updates
Status on implementation progress for this directive is included in the Activity Reporting and Proposal Form submitted to the Judicial Council for the April 26, 2013 Judicial Council Meeting.

Initial discussions are taking place in the AOC Executive Office on plans for satisfying this directive. Directives 7‐13, 21, 40, 91, and 145 have been combined as part of a broader review and policy discussion relating to the development of a cost-benefit analysis proposal for the AOC which will be provided at a later date.

Directive #8

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to develop a procedure to first employ a comprehensive analysis, including an appropriate business case analysis of the scope and direction of significant projects or initiatives, taking into account the range of fiscal, operational, and other impacts to the courts and stakeholders.

SEC Recommendation
The AOC must first employ an appropriate business case analysis of the scope and direction of significant projects or initiatives, taking into account the range of fiscal,
operational, and other impacts to the courts.

Timeline
ADOC to propose a procedure for Judicial Council approval at the June 2013 council meeting.

Status
Not started

Directive #9

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to develop a procedure for developing and communicating accurate cost estimates for projects, programs, and initiatives.

SEC Recommendation
The AOC must develop and communicate accurate cost estimates for projects, programs, and initiatives.

Timeline
ADOC to propose a procedure for Judicial Council approval at the June 2013 council meeting.

Status
In Progress

Directives 7-13, 21, 40, 91, and 145 have been combined as part of a broader review and policy discussion relating to the development of a cost-benefit analysis proposal for the AOC, which will be provided at a later date.

Directive #10

JC Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to develop a procedure to apply proper cost and contract controls and monitoring, including independent assessment and verification, for significant projects and programs.

SEC Recommendation
The AOC must apply proper cost and contract controls and monitoring, including independent assessment and verification, for significant projects and programs.

Timeline
ADOC to propose a procedure for Judicial Council approval at the June 2013 council meeting.

Status
In Progress

Directive #11

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to develop a procedure to maintain proper documentation and records of its decision making process for significant projects and programs.

SEC Recommendation
The AOC must maintain proper documentation and records of its decision making process for significant projects and programs.

Timeline
ADOC to propose a procedure for Judicial Council approval at the June 2013 council meeting.

Status
In Progress

Directive #12

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to develop a procedure to identify and secure sufficient funding and revenue streams necessary to support projects and programs, before undertaking them.

SEC Recommendation
The AOC must identify and secure sufficient funding and revenue streams necessary to support projects and programs, before undertaking them.

Timeline
ADOC to propose a procedure for Judicial Council approval at the June 2013 council meeting.

Status
In Progress

Directive #13

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to develop a procedure to accurately report and make available information on potential costs of projects and impacts on the courts.

SEC Recommendation
The AOC must accurately report and make available information on potential costs of projects and impacts on the courts.

Timeline
ADOC to propose a procedure for Judicial Council approval at the June 2013 council meeting.

Status
In Progress

Organization-wide Restructuring and Reforms

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Directive #14

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to conduct a comprehensive review of the AOC position classification system as soon as possible. The focus of the review must be on identifying and correcting misallocated positions, particularly in managerial classes, and on achieving efficiencies by consolidating and reducing the number of classifications.

SEC Recommendation
The Executive Leadership Team must direct that a comprehensive review of the AOC position classification system begin as soon as possible. The focus of the review should be on identifying and correcting misallocated positions, particularly in managerial classes, and on achieving efficiencies by consolidating and reducing the number of classifications. The Chief Administrative Officer should be given lead responsibility for implementing this recommendation.

Timeline
Administrative Director of the Courts to provide Interim Report on outcome of the Classification and Compensation Request for Proposal at the June 2013 council meeting. Final report timeline unknown. Pending council decisions on Classification and Compensation Study.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #15

Judicial Council Directive
The Administrative Office of the Courts must also undertake a comprehensive review of the AOC compensation system as soon as possible. The AOC must review all compensation‐related policies and procedures, including those contained in the AOC Personnel Policies and Procedures Manual.

SEC Recommendation
The Executive Leadership Team must direct that a comprehensive review of the AOC compensation system be undertaken as soon as possible. All compensationrelated policies and procedures must be reviewed, including those contained in the AOC personnel manual. AOC staff should be used to conduct this review to the extent possible. If outside consultants are required, such work could be combined with the classification review that is recommended above. The Chief Administrative Officer should be given lead responsibility for implementing this recommendation.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #16

Judicial Council Directive
The AOC must overhaul current practices for its classification and compensation systems. The AOC must develop and consistently apply policies for classification and compensation of employees, by actions including the following:

(a) A comprehensive review of the classification and compensation systems should be undertaken as soon as possible, with the goal of consolidating and streamlining the classification system.

SEC Recommendation
The AOC must commit to overhauling current practices for its classification and compensation systems. The AOC then must develop and consistently apply policies for classification and compensation of employees by actions including the following:

(a) A comprehensive review of the classification and compensation systems should be undertaken as soon as possible, with the goal of consolidating and streamlining the classification system.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #17

Judicial Council Directive
The AOC must overhaul current practices for its classification and compensation systems. The AOC must develop and consistently apply policies for classification and compensation of employees, by actions including the following:

(b) Priority should be placed on reviewing all positions classified as supervisors or managers, as well as all attorney positions, to identify misclassified positions and take appropriate corrective actions.

SEC Recommendation
The AOC must commit to overhauling current practices for its classification and compensation systems. The AOC then must develop and consistently apply policies for classification and compensation of employees by actions including the following:

(b) Priority should be placed on reviewing all positions classified as supervisors or managers, as well as all attorney positions, to identify misclassified positions and take appropriate corrective actions.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #18

Judicial Council Directive
classification and compensation systems. The AOC must develop and consistently apply policies for classification and compensation of employees, by actions including the following:

(c) The manner in which the AOC applies its geographic salary differential policy (section 4.2 of the AOC Personnel Policies and Procedures Manual) should be reviewed and, if maintained, applied consistently.

SEC Recommendation
The AOC must commit to overhauling current practices for its classification and compensation systems. The AOC then must develop and consistently apply policies for classification and compensation of employees by actions including the following:

(c) The manner in which the AOC applies its geographic salary differential policy (section 4.2 of the AOC personnel manual) should be reviewed and, if maintained, applied consistently.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #19

Judicial Council Directive
The AOC must overhaul current practices for its classification and compensation systems. The AOC must develop and consistently apply policies for classification and compensation of employees, by actions including the following:

(d) Given current HR staffing and expertise levels, the Administrative Director of the Courts is directed to consider whether an outside entity should conduct these reviews and return to the Judicial Council with an analysis and a recommendation.

SEC Recommendation
The AOC must commit to overhauling current practices for its classification and compensation systems. The AOC then must develop and consistently apply policies for classification and compensation of employees by actions including the following:

(d) Given current HR staffing and expertise levels, an outside entity should be considered to conduct these reviews.

Status
In Progress

Judicial Council report presented to the Judicial Council for consideration at the February 26, 2013, Judicial Council Meeting.

Directive #20

Judicial Council Directive
E&P also recommends that the Judicial Council direct the Administrative Director of the Courts to assess the results of the compensation and classification studies to be completed and propose organizational changes that take into account the SEC recommendation 7‐75 and the analysis of the classification and compensation studies.

SEC Recommendation
The Administrative Director should make an AOC‐wide assessment to determine whether attorneys employed across the various AOC divisions are being best leveraged to serve the priority legal needs of the organization and court users.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #21

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to implement a formalized system of program and project planning and monitoring that includes, at minimum, a collaborative planning process that requires an analysis of impacts on the judicial branch at the outset of all projects; use of workload analyses where appropriate; and development of general performance metrics for key AOC programs that allow expected performance levels to be set and evaluated.

SEC Recommendation
The AOC Executive Leadership Team must begin to implement a formalized system of program and project planning and monitoring that includes, at minimum, a collaborative planning process that requires an analysis of impacts on the judicial branch at the outset of all projects; use of workload analyses where appropriate; and development of general performance metrics for key AOC programs that allow expected performance levels to be set and evaluated.

Timeline
Completion by December 2013.

Status
In Progress

Directive #22

Judicial Council Directive
E&P recommends that the Judicial Council direct the AOC to renegotiate or terminate, if possible, its lease in Burbank. The lease for the Sacramento North spaces should be reviewed and, if possible, renegotiated to reflect actual usage of the office space. The AOC should explore lower cost lease options in San Francisco, recognizing that the State Department of General Services would have to find replacement tenants for its space.

SEC Recommendation
The AOC should renegotiate or terminate its lease in Burbank. The lease for the Sacramento North spaces should be reviewed and renegotiated to reflect actual usage of the office space. The AOC should explore lower cost lease options in San Francisco, recognizing that DGS would have to find replacement tenants for its space.

Timeline
ADOC recommendations to the council at the 10/26/12, council meeting.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #23

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to identify legislative requirements that impose unnecessary reporting or other mandates on the courts and the AOC. Appropriate efforts should be made to revise or repeal such requirements.

SEC Recommendation
The Office of Governmental Affairs should be directed to identify legislative requirements that impose unnecessary reporting or other mandates on the AOC. Appropriate efforts should be made to revise or repeal such requirements.

Timeline
ADOC report to E&P identifying legislative requirements by December 2013.

Status
In Progress

The Judicial Council continues to support the 17 efficiencies proposals as sponsored legislation for the 2013‐2014 legislative session. When the Governor released his proposed budget on January 10, 2013, he included 1o of these 17 efficiencies proposal in the judicial branch budget and they are slated to be included in budget trailer bill language this year. The council will pursue the remaining seven efficiencies proposals in sponsored legislation. In addition, the PJ/CEO Working Group on Court Efficiencies completed revisiting all of the initial efficiencies proposals. The Working Group identified proposals that it believed should be considered immediately, during the 2013‐2014 legislative session, or on a longer term. The Working Group chose nine proposals for immediate consideration by the PCLC for Judicial Council sponsored legislation. In November and December, the Ad Hoc Advisory Committee on Court Efficiencies, Cost Savings, and New Revenue reviewed these nine proposals for immediate Judicial Council sponsorship. The Ad Hoc Committee agreed that seven of these proposals should be considered immediately. Both the recommendations of the Working Group and the Ad Hoc Committee with regard to these nine proposals are scheduled for consideration by the PCLC in February. The PCLC’s recommendations will then be presented to the Judicial Council for its consideration at the March Judicial Council meeting.

Directive #24

Judicial Council Directive
On August 9, 2012, E&P directed the interim Administrative Director of the Courts and incoming Administrative Director of the Courts to consider the SEC recommendations on AOC organizational structure (recommendations 5‐1–5‐6, 6‐1) and present their proposal for an organizational structure for the consideration of the full Judicial Council at the August 31, 2012, council meeting.

SEC Recommendation
5‐1. The AOC should be reorganized. The organizational structure should consolidate programs and functions that primarily provide operational services within the Judicial and Court Operations Services Division. Those programs and functions that primarily provide administrative services should be consolidated within the Judicial and Court Administrative Services Division. Other programs and functions should be grouped within an Executive Office organizational unit. The Legal Services Office also should report directly to the Executive Office but no longer should be accorded divisional status.

5‐2. The Chief Operating Officer should manage and direct the Judicial and Court Operations Services Division, consisting of functions located in the Court Operations Special Services Office; the Center for Families, Children and the Courts; the Education Office/Center for Judicial Education and Research; and the Office of Court Construction and Facilities Management.

5‐3. The Chief Administrative Officer should manage and direct the Judicial and Court Administrative Services Division, consisting of functions located in the Fiscal Services Office, the Human Resources Services Office, the Trial Court Administrative Services Office, and the Information and Technology Services Office.

5‐4. Other important programs and functions should be consolidated within an Executive Office organizational unit under the direction of a Chief of Staff. Those functions and units include such functions as the coordination of AOC support of the Judicial Council, Trial Court Support and Liaison Services, the Office of Governmental Affairs, the Office of Communications, and a Special Programs and Projects Office.

5‐5. The Chief Counsel, manager of the Legal Services Office (formerly the Office of the General Counsel) should report directly to the Administrative Director depending on the specific issue under consideration and depending on the preferences of the Administrative Director.

5‐6. The Chief Deputy Administrative Director position must be eliminated. If the absence of the Administrative Director necessitates the designation of an Acting Administrative Director, the Chief Operating Officer should be so designated.

6‐1. The Administrative Director, the Chief Operations Officer, the Chief Administrative Officer, and the Chief of Staff should be designated as the AOC Executive Leadership Team, the primary decision making group in the organization.

Timeline
Interim and incoming ADOC to present proposed organizational chart and implementation proposal to the council for consideration at the 8/31/12, council meeting.

With council approval, an organizational design will be implemented by October 2012.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #25

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to require immediate compliance with the requirements and policies in the AOC Personnel Policies and Procedures Manual, including formal performance reviews of all employees on an annual basis; compliance with the rules limiting telecommuting; and appropriate utilization of the discipline system.

SEC Recommendation
The AOC Executive Leadership Team must order immediate compliance with the requirements and policies in the AOC personnel manual, including formal performance reviews of all employees on an annual basis; compliance with the rules limiting telecommuting; and appropriate utilization of the discipline system.

Timeline
Administrative Director of the Courts to provide final report to the council at the June 2013 Judicial Council meeting.

Status
In Progress

Based on a recommendation from the Executive and Planning Committee, the Judicial Council added an additional directive to the existing telecommute directives at the December 14, 2012 meeting to consider and report on alternatives for the telecommute policy, including whether this policy should remain in force and directed the ADOC to return to the council with a report and recommendations for the council’s February 2013 meeting. Performance review policies will be revisited at the conclusion of the classification/compensation study.

Directive #26

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to ensure that the AOC adheres to its telecommuting policy consistently and identifies and corrects all existing deviations and violations of the existing policy. The Administrative Director of the Courts must review the AOC telecommuting policy and provide the council with a report proposing any recommendations on amendments to the policy, by the December 13-14, 2012, council meeting. Based on a recommendation from the Executive and Planning Committee, the Judicial Council added an additional directive to the existing telecommute directives at the December 14, 2012, meeting to consider and report on alternatives for the telecommute policy, including whether this policy should remain in force and directed the ADOC to return to the council with a report and recommendations for the council’s February 2013 meeting.

SEC Recommendation
The AOC must adhere to its telecommuting policy (Section 8.9 of the AOC personnel manual). It must apply the policy consistently and must identify and correct all existing deviations and violations of the existing policy.

Timeline
Administrative Director of the Courts to report to council on use of telecommute policy for the period of June 2013-August 2013 at the August 2013 council meeting. Administrative Director of the Courts to provide year-end report/ evaluation March 2014.

Status
In Progress

Judicial Council report presented to the Judicial Council for consideration at the February 26, 2013, Judicial Council Meeting.

Directive #27

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to ensure that, with an appropriate individual employee performance planning and appraisal system in place, the AOC utilizes the flexibility provided by its at‐will employment policy to address employee performance issues. The AOC’s at‐will employment policy provides management with maximum hiring and firing flexibility, and should be exercised when appropriate.

SEC Recommendation
6‐4. With an appropriate individual employee performance planning and appraisal system in place, the AOC must utilize the flexibility provided by its at‐will employment policy to address serious employee performance issues.

7‐36. The AOC’s at‐will employment policy provides management with maximum hiring and firing flexibility, and should be exercised when appropriate.

Timeline
ADOC report to the council at the April 2013 meeting.

Status
Completed

Status Updates
Status on implementation progress for this directive is included in the Activity Reporting and Proposal Form submitted to the Judicial Council for the April 26, 2013 Judicial Council Meeting.

Directive #28

Judicial Council Directive
E&P recommends that the Judicial Council direct that the Administrative Director of the Courts require compliance with the AOC’s existing policy calling for annual performance appraisals of all AOC employees (AOC Personnel Policies and Procedures Manual, section 3.9) and that performance appraisals are uniformly implemented throughout the AOC as soon as possible.

SEC Recommendation
The AOC’s existing policy calling for annual performance appraisals of all AOC employees (AOC personnel manual, section 3.9) must be implemented uniformly throughout the AOC as soon as possible.

Timeline
Administrative Director of the Courts to provide final report to the council at the June 2013 Judicial Council meeting.

Status
In Progress

Awaiting completion of the classification and compensation study and current job descriptions.

Directive #29

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to develop an employment discipline policy to be implemented consistently across the entire AOC that provides for performance improvement plans.

SEC Recommendation
A consistent employment discipline policy must accompany the employee performance appraisal system. Section 8.1B of the AOC personnel manual discusses disciplinary action, but is inadequate. A policy that provides for performance improvement plans and for the actual utilization of progressive discipline should be developed and implemented consistently across the entire AOC.

Timeline
Administrative Director of the Courts to provide final report to the council at the June 2013 Judicial Council meeting.

Status
In Progress

Directive #30

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to utilize the AOC’s layoff process to provide management with a proactive way to deal with significant reductions in resources.

SEC Recommendation
The AOC must utilize its layoff process to provide management with a proactive way to deal with significant reductions in resources.

Timeline
Revised policy adopted May 18, 2012.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #31

Judicial Council Directive
E&P recommends that the Judicial Council direct that the Administrative Director of the Courts require the AOC leadership to develop, maintain, and support implementation of effective and efficient human resources policies and practices uniformly throughout the AOC.

SEC Recommendation
The AOC leadership must recommit itself to developing and maintaining effective and efficient HR policies and practices. The new Administrative Director, among other priority actions, must reestablish the AOC’s commitment to implement sound HR policies and practices.

Timeline
Annual status report to be included in the ADOC’s annual performance review.

Status
In Progress

Directive #32

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts that a gradual, prioritized review of all HR policies and practices, including all those incorporated in the AOC Personnel Policies and Procedures Manual, should be undertaken to ensure they are appropriate and are being applied effectively and consistently throughout the AOC.

SEC Recommendation
A gradual, prioritized review of all HR policies and practices, including all those incorporated in the AOC personnel manual should be undertaken to ensure they are appropriate and are being applied effectively and consistently throughout the AOC.

Timeline
Annual status report to be included in the ADOC’s annual performance review.

Status
In Progress

Directive #33

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to report back on the budget and fiscal management measures implemented by the AOC to ensure that the AOC’s fiscal and budget processes are transparent.

The Administrative Director of the Courts should develop and make public a description of the AOC fiscal and budget process, including a calendar clearly describing how and when fiscal and budget decisions are made. The AOC should produce a comprehensive, publicly available midyear budget report, including budget projections for the remainder of the fiscal year and anticipated resource issues for the coming year.

SEC Recommendation
The AOC’s fiscal and budget processes must be transparent. The Executive Leadership Team should require the Fiscal Services Office to immediately develop and make public a description of the fiscal and budget process, including a calendar clearly describing how and when fiscal and budget decisions are made. The Fiscal Services Office should be required to produce a comprehensive, publicly available midyear budget report, including budget projections for the remainder of the fiscal year and anticipated resource issues for the coming year. The Chief Administrative Officer should be given lead responsibility for developing and implementing an entirely new approach to fiscal processes and fiscal information for the AOC.

Timeline
Interim report to the council on the changes in progress by the February 2013 council meeting.

Final report on measures taken to implement a new approach to the budget process by June 2013.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #34

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to require that all fiscal information must come from one source within the AOC, and that single source should be what is currently known as the Finance Division.

SEC Recommendation
All fiscal information must come from one source within the AOC, and that single source should be what is currently known as the Finance Division (to become the Fiscal Services Office under the recommendations in this report).

Timeline
mmediate implementation with ADOC report to the council at the 10/26/2012, meeting.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #35

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to require that budget and fiscal tracking systems be in place so that timely and accurate information on resources available and expenditures to date are readily available.

SEC Recommendation
Tracking systems need to be in place so that timely and accurate information on resources available and expenditures to date are readily available. Managers need this information so they do not spend beyond their allotments.

Timeline
ADOC interim report to the council at the February 2013 meeting and final report at the June 2013 council meeting.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #36

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to require that budget and fiscal information displays be streamlined and simplified so they are clearly understandable.

SEC Recommendation
Information displays need to be streamlined and simplified so they are clearly understandable. Timeline
ADOC interim report to the council at the February 2013 meeting and final report at the June 2013 council meeting.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #37

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to require that the Finance Division track appropriations and expenditures by fund, and keep a historical record of both so that easy year‐to‐year comparisons can be made. This can be done by unit, division, or by program, whichever provides the most informed and accurate picture of the budget.

SEC Recommendation
The Finance Division (Fiscal Services Office) should track appropriations and expenditures by fund, and keep a historical record of both so that easy year‐to‐year comparisons can be made. This can be done by unit, division or by program — whichever provides the audience with the most informed and accurate picture of the budget.

Timeline
ADOC interim report to the council at the February 2013 meeting and final report at the June 2013 meeting.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #38

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to require that expenditures be split into those for state operations and local assistance (funds that go to the trial courts) so it is clear which entity benefits from the resources. State operations figures must be further broken down as support for the Supreme Court and Appellate Courts. The AOC should adopt the methodology of distributing the administrative costs among programs.

SEC Recommendation
Expenditures should be split into those for state operations and local assistance (funds that go to the trial courts) so it is clear which entity benefits from the resources. State operations figures should be further broken down as support for the Supreme Court and Appellate Courts. In most state departments, administrative costs are distributed among programs. The AOC should adopt this methodology.

Timeline
ADOC interim report to the council at the February 2013 meeting and final report at the June 2013 meeting

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #39

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to require that the AOC schedule its budget development and budget administration around the time frames used by all state entities.

SEC Recommendation
The AOC should schedule its budget development and budget administration around the time frames used by all state entities. Assuming the budget for any fiscal year is enacted by July 1, the AOC should immediately allocate its budgeted resources by fund among programs, divisions, units.

Timeline
Administrative Director of the Courts to provide update to Judicial Council at the August 2013 council meeting.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #40

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to require that requests for additional resources be presented to the Judicial Council at its August meeting, identify the increased resources requested, and be accompanied by clear statements of the need and use of the resources and the impact on the AOC, as well as the impact on the judicial branch, if any. A cost‐benefit analysis should be part of any request and there should be a system to prioritize requests.

SEC Recommendation
Requests for additional resources are presented to the Judicial Council at its August meeting. These requests identify increased resources requested and should be accompanied by clear statements of need and use of the resources and the impact on the AOC, as well as the impact on the judicial branch, if any. A cost-benefit analysis should be part of any request, and there should be a system to prioritize requests.

Timeline
Immediate implementation

Status
Completed

Directives 7‐13, 21, 40, 91, and 145 have been combined as part of a broader review and policy discussion relating to the development of a cost‐benefit analysis proposal for the AOC which will be provided at a later date.
Activity Reporting and Proposal Form submitted to the Judicial Council for the December 14, 2012, Judicial Council Meeting.

Directive #41

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to require that, after the Governor’s Budget is released in January, the AOC should present a midyear update of the judicial branch budget at the next scheduled Judicial Council meeting. All figures provided by the AOC should tie back to the Governor's Budget or be explained in footnotes.

SEC Recommendation
After the Governor’s Budget is released in January, the AOC should present a midyear update of the judicial branch budget at the next scheduled Judicial Council meeting. This presentation should tie to the figures in the Governor's Budget so that everyone has the same understanding of the budget.

Timeline
Immediate implementation. ADOC report to the council at the February 2013 council meeting.

Status
Completed

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #42

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to require that, except for budget changes that must be made to comply with time requirements in the state budget process, the AOC not change the numbers in the budget statements it presents. All figures provided by the AOC must tie back to the Governor's budget or be explained in footnotes.

SEC Recommendation
Except for changes that must be made to comply with time requirements in the state budget process, the AOC should not change the numbers it presents – continual changes in the numbers, or new displays, add to confusion about the budget.

Timeline
Immediate implementation (Ongoing)

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the December 14, 2012, Judicial Council Meeting.

Directive #43

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to perform internal audits upon completion of the restructuring of the AOC.

SEC Recommendation
The AOC must perform internal audits. This will allow the leadership team and the Judicial Council to know how a particular unit or program is performing. An audit can be both fiscal and programmatic so that resources are tied to performance in meeting program goals and objectives.

Timeline
Administrative Director of the Courts report to the council with an implementation proposal at the October 2013 council meeting.

Status
In Progress

Directive #44

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to require that the leadership team must develop and employ budget review techniques so that the budget of an individual unit is aligned with its program responsibilities.

SEC Recommendation
As part of the reorganization and downsizing of the AOC, the leadership team should employ budget review techniques (such as zero‐based budgeting) so that the budget of an individual unit is aligned with its program responsibilities. In the future, there should be periodic reviews of units and or programs to make sure funding is consistent with mandated requirements.

Timeline
Administrative Director of the Courts to report to council at October 2013 council meeting.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #45

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts that the total staff size of the AOC must be reduced significantly and must not exceed the total number of authorized positions. The consolidation of divisions, elimination of unnecessary and overlapping positions, and other organizational changes should reduce the number of positions.

E&P recommends that the Judicial Council direct the Administrative Director of the Courts to require that staffing levels of the AOC be made more transparent and understandable. Information on staffing levels must be made readily available, including posting the information online. All categories of staffing — including, but not limited to, authorized positions, “909” staff, employment agency temporary employees and contract staff — must be accounted for in a manner understandable to the public.

SEC Recommendation
9‐1. The total staff size of the AOC should be reduced significantly.

9‐2. The total staff size of the AOC must be reduced significantly and should not exceed the total number of authorized positions. The current number of authorized positions is 880. The consolidation of divisions, elimination of unnecessary and overlapping positions and other organizational changes recommended in this report should reduce the number of positions by an additional 100 to 200, bringing the staff level to approximately 680 to 780.

9‐5. The staffing levels of the AOC must be made more transparent and understandable. Information on staffing levels must be made readily available, including posting the information online. All categories of staffing—including, but not limited to, authorized positions, "909" staff, employment agency temporary employees and contract staff—must be accounted for in a manner understandable to the public.

Timeline
Immediate implementation (Ongoing)

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #46

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to report to the Judicial Council vacant authorized positions if they have remained unfilled for six months.

SEC Recommendation
Vacant authorized positions should be eliminated if they have remained unfilled for six months.

Timeline
(Ongoing) ADOC to provide updates to the council for each council meeting.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #47

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to ensure that the employment of temporary or other staff to circumvent a hiring freeze is not permitted. The Administrative Director must review all temporary staff assignments and eliminate those that are being used to replace positions subject to the hiring freeze. Temporary employees should be limited to periods not exceeding six months and should be used only in limited circumstances of demonstrated need, such as in the case of an emergency or to provide a critical skill set not available through the use of authorized employees.

SEC Recommendation
Employment of temporary or other staff to circumvent a hiring freeze should not be permitted. The Executive Leadership Team should immediately review all temporary staff assignments and eliminate those that are being used to replace positions subject to the hiring freeze. Temporary employees should be limited to periods not exceeding six months and should be used only in limited circumstances of demonstrated need, such in the case of an emergency or to provide a critical skill set not available through the use of authorized employees.

Timeline
Completion by June 2013

Status
In Progress

The AOC has been addressing these types of issues as part of the continuing reorganization efforts. The AOC is currently reviewing critical vacant positions necessary to maintain essential, core functions undertaken.

Directive #48

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts, as part of the council's long-term strategic planning, to evaluate the location of the AOC main offices based on a cost‐benefit analysis and other considerations.

SEC Recommendation
As part of its long‐term planning, the AOC should consider relocation of its main offices, based on a cost-benefit analysis of doing so.

Timeline
For long term consideration

Status
In Progress

Directive #49

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7‐2 with no further action. The AOC has terminated special consultants hired on a continuous basis.

SEC Recommendation
The practice of employing a special consultant on a continuous basis should be reevaluated and considered for termination taking into account the relative costs, benefits, and other available resources.

Timeline
Completed

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Center for Families, Children, & the Courts

expand all collapse all

Directive #50

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7-3 and implement the necessary organizational changes, contingent upon the council’s approval of an organizational structure for the AOC and taking into account the results of theclassification and compensation studies to be completed.

SEC Recommendation
The Center for Families, Children and the Courts should be an office reporting to the Chief Operating Officer in the AOC’s Judicial and Court Operations Services Division, rather than a stand-alone division. The CFCC manager position should be compensated at its current level.

Status
In Progress

AOC restructuring was implemented October 1, 2012, but this directive will not be fully implemented until after the AOC's organization-wide classification and compensation study is complete and the Administrative Director of the Courts presents a proposal for the compensation of Director positions based on the results of the study. The Administrative Director of the Courts has been directed to return to the Judicial Council in February 2013 with a plan and recommendation for the classifcation and compensation study.

Directive #51

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7-4(a) and implement the necessary organizational and staffing changes, taking into account the results of the classification and compensation studies to be completed.

SEC Recommendation
CFCC’s current number of authorized positions should be reduced. To achieve the reduction, these areas should be reviewed and considered, and appropriate actions taken:

CFCC has a one-over-one management structure with a Division Director and an Assistant Division Director position. The Assistant Division Director position should be eliminated.

Status
In Progress

Status Update
Status on implementation progress for this directive is included in the Activity Reporting and Proposal Form submitted to the Judicial Council for the April 26, 2013 Judicial Council Meeting.

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #52

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7-4(b) and (c) and implement the necessary organizational and staffing changes, taking into account the results of the classification and compensation studies to be completed.

SEC Recommendation
CFCC’s current number of authorized positions should be reduced. To achieve the reduction, these areas should be reviewed and considered, and appropriate actions taken:

(b) There are nearly 30 attorney positions in CFCC, including 7 attorneys who act as Judicial Court Assistance Team Liaisons. All attorney position allocations should be reviewed with a goal of reducing their numbers and/or reallocating them to nonattorney classifications.

Timeline
Administrative Director of the Courts to make a proposal based on the Classification and Compensation Study. In the interim, the Administrative Office of the Courts will conduct a survey on the use of attorneys in private and public institutions.

Status
In Progress

The classification and compensation study will provide for the analysis of all attorney classifications within the organization. A report of available options regarding the study’s implementation will be submitted to the Judicial Council for their consideration in February.

Directive #52.1

SEC Recommendation
CFCC’s current number of authorized positions should be reduced. To achieve the reduction, these areas should be reviewed and considered, and appropriate actions taken:

(c) The CFCC has numerous grant‐funded positions, including five in its Rules and Forms Unit. Implementation of our recommendations for the AOC’s Grants and Rulemaking Processes could result in some reductions in these positions.

Timeline
Administrative Director of the Courts to provide an Interim Report to the council at the June 2013 Judicial Council meeting.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #53

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7-4(d) and implement the necessary organizational and staffing changes, contingent upon the council’s approval of an organizational structure for the AOC.

SEC Recommendation
CFCC’s current number of authorized positions should be reduced. To achieve the reduction, these areas should be reviewed and considered, and appropriate actions taken:

The CFCC has a number of positions devoted to research programs, as do other offices to be placed within the Judicial and Court Operations Services Division, presenting opportunities for efficiencies by consolidating divisional research efforts.

Timeline
Administrative Director of the Courts to present a report of available options regarding the study’s implementation to the Judicial Council for their consideration at the June 2013 Judicial Council meeting.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #54

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to implement the necessary organizational and staffing changes, contingent upon the council’s approval of an organizational structure for the AOC and taking into account the results of the classification and compensation studies to be completed

SEC Recommendation
CFCC’s current number of authorized positions should be reduced. To achieve the reduction, these areas should be reviewed and considered, and appropriate actions taken:

CFCC staff members provide support to a number of Judicial Council committees and task forces. The recommended consolidation of this support function under the direction of the Chief of Staff will present opportunities for efficiencies and resource reduction.

Status
In Progress

During this reporting period, a combined meeting of Executive and Planning (E&P) and Rules and Projects (RUPRO) Committees was held on January 22 and 23, 2013, for the purpose of reviewing Annual Agendas and activities with Committee Chairs. Included in this review of Annual Agendas was a discussion with Committee Chairs on preliminary recommendations developed by E&P and RUPRO on potential consolidation/restructuring of committees and establishment of new committee oversight. Information was also provided regarding resource needs for AOC staff support for activities included in Annual Agendas. E&P and RUPRO will be meeting soon to discuss information obtained during the two-day meeting and will develop recommendations for council consideration regarding any proposed committee restructuring and activities for the coming year. AOC resources required to support any new committee structure and the related council-approved activities will be directly impacted by decisions made by the council. This information will be used in tandem with results of the AOC’s classification and compensation study to assist the AOC in identifying appropriate resource needs and efficiencies for staffing council committees, task forces and working groups.

Directive #55

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7-4(f) with no further action, as these administrative and grant support functions have been consolidated through the AOC’s initiatives to reduce costs and downsize its workforce and operations.

SEC Recommendation
CFCC’s current number of authorized positions should be reduced. To achieve the reduction, these areas should be reviewed and considered, and appropriate actions taken:

(f) The CFCC maintains a Core Operations Unit, which is essentially an administrative and grant support unit. The consolidation of administrative functions and resources within the Judicial and Court Administrative Services Division should lead to the downsizing of this unit.

Timeline
Completed

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #56

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider reducing or eliminating various publications produced by the Center for Families, Children, & the Courts.

SEC Recommendation
CFCC’s current number of authorized positions should be reduced. To achieve the reduction, these areas should be reviewed and considered, and appropriate actions taken:

CFCC staff members produce various publications. They should be considered for reduction or elimination

Timeline
ADOC to report to the council at the February 2013 council meeting.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #57

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7-4(h) with no further action. The Judge-in Residence is now volunteering time to fulfill this responsibility.

SEC Recommendation
CFCC’s current number of authorized positions should be reduced. To achieve the reduction, these areas should be reviewed and considered, and appropriate actions taken:

The Judge-in-Residence position in this division should be eliminated.

Timeline
Completed

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #58

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7-4(i) with no further action, as the positions related to CCMS have been eliminated through the AOC’s initiatives to reduce costs and downsize its workforce and operations.

SEC Recommendation
CFCC’s current number of authorized positions should be reduced. To achieve the reduction, these areas should be reviewed and considered, and appropriate actions taken:

Positions related to CCMS should be eliminated.

Timeline
Completed

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #59

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to propose an organizational plan for the Center for Families, Children, & the Courts that allows for reasonable servicing of the diverse programs mandated by statute and assigned to this division.

SEC Recommendation
CFCC’s current number of authorized positions should be reduced. To achieve the reduction, these areas should be reviewed and considered, and appropriate actions taken:

Although staffing reductions in this division are feasible, any reorganization or downsizing of this division must continue to allow for reasonable servicing of the diverse programs mandated by statute and assigned to this division, including such programs as the Tribal Project program.

Timeline
ADOC to report to the council at the February 2013 council meeting.

Status
Completed

Status Update
Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #60

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider maximizing and combining self-help resources with resources from similar subject programs,including resources provided through the Justice Corps and the Sargent Shriver Civil Counsel program, and return to the council with an assessment and proposal.

SEC Recommendation
Self-represented litigants in small claims, collection matters, foreclosures, and landlord-tenant matters are frequent users of court self-help centers. A majority of self-help clients seek assistance in family law matters. Consideration should be given to maximizing and combining self-help resources with resources from similar subject programs, including resources provided through the Justice Corps and the Sargent Shriver Civil Counsel program.

Timeline
ADOC to propose a plan for implementation to the council at the February 2013 meeting.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #61

Judicial Council Directive
E&P recommends to the Judicial Council that any legislative proposals generated by the AOC must follow the process established by the Policy Coordination and Liaison Committee.

SEC Recommendation
Consistent with recommendations in this report calling for a review of AOC’s rule-making process, legislative proposals generated through this division should be limited to those required by court decisions and statutory mandates and approved by the Judicial Council Advisory Committees.

Timeline
Immediate implementation (Ongoing)

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #62

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts that a systems review of the manner in which AOC staff review trial court records should be conducted to streamline Judicial Review and Technical Assistance audits, if possible, and to lessen the impact on court resources.

SEC Recommendation
A systems review of the manner in which trial court records are reviewed should be conducted to streamline audits, if possible, and to lessen the impact on court resources.

Timeline
ADOC to report to the council on the audit process at the June 2013 council meeting.

Status
In Progress

Program restructuring and operational changes are still underway. CFCC will conduct a systems review and assessment current impact on court resources.

Directive #63

Judicial Council Directive
With the exception of assigned judges, AOC staff must not investigate complaints from litigants about judicial officers.

SEC Recommendation
The CFCC should discontinue investigating and responding to complaints from litigants about judicial officers who handle family law matters, as such matters are handled by other entities.

Timeline
Ongoing

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Court Operations Special Services Office

formerly Court Programs and Services Division

expand all collapse all

Directive #64

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐10 and implement the necessary organizational and staffing changes, contingent upon the council’s approval of an organizational structure for the AOC and taking into account the results of the classification and compensation studies to be completed.

SEC Recommendation
The Court Operations Special Services Office (COSSO), formerly CPAS, should be an office reporting to the Chief Operating Officer within the AOC’s Judicial and Court Operations Services Division, rather than a stand‐alone division. The COSSO manager position should be at the Senior Manager level.

Status
In Progress

AOC restructuring was implemented October 1, 2012, but this directive will not be fully implemented until after the AOC’s organization-wide classification and compensation study is complete and the Administrative Director of the Courts presents a proposal for the compensation of Director positions based on the results of the study. The Administrative Director of the Courts has been directed to return to the Judicial Council in February 2013 with a plan and recommendation for the classification and compensation study.

Directive #65

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐12 and implement the necessary organizational changes, contingent upon the council’s approval of an organizational structure for the AOC.

SEC Recommendation
The Promising and Effective Programs Unit functions are largely discretionary and should be considered for reduction or elimination, resulting in position savings.

Timeline
Interim and incoming ADOC organizational proposal to be presented for council consideration at the 8/31/12, council meeting.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #65.1

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7‐12(a) with no further action, due to the temporary suspension of the Kleps Program initiated to reduce branch costs.

SEC Recommendation
The Promising and Effective Programs Unit functions are largely discretionary and should be considered for reduction or elimination, resulting in position savings. Consideration should be given to the following: (a) To save resources, the Kleps Award Program should be suspended temporarily.

Timeline
Completed

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #66

Judicial Council Directive
E&P recommends that the Judicial Council defer a decision on SEC Recommendation 7‐12(b), pending a recommendation from the Trial Court Budget Working Group.

SEC Recommendation
The Promising and Effective Programs Unit functions are largely discretionary and should be considered for reduction or elimination, resulting in position savings. Consideration should be given to the following:

(b) The Justice Corps Program should be maintained, with AOC’s involvement limited to procuring and distributing funding to the courts.

Timeline

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #67

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7‐12(c) with no further action as the Procedural Fairness/Public Trust and Confidence program has been eliminated through the AOC’s initiatives to reduce costs and downsize its workforce and operations.

SEC Recommendation
The Promising and Effective Programs Unit functions are largely discretionary and should be considered for reduction or elimination, resulting in position savings. Consideration should be given to the following:

(c) Since funding for the Procedural Fairness/Public Trust and Confidence program has ceased, it should be eliminated.

Timeline
Completed

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #68

Judicial Council Directive
E&P recommends that the Judicial Council consider whether to continue support for the Civics Education Program after the conclusion of the 2013 summit. The California On My Honor Program has been suspended for 2 years due to the lack of funding.

SEC Recommendation
The Promising and Effective Programs Unit functions are largely discretionary and should be considered for reduction or elimination, resulting in position savings. Consideration should be given to the following:

(d) Once the 2013 summit has concluded, the Administrative Director and Judicial Council should evaluate continuing support for the Civics Education Program/California On My Honor program.

Timeline
ADOC to report to the council at the April 2013 council meeting.

Status
Completed

The Chief Justice has indicated her intention that AOC staff support for civics education outreach efforts will continue in the wake of the February 2013 Summit. Accordingly, at this time our plan is to continue to dedicated necessary staff to those efforts even after the conclusion of the Summit.

Directive #69

Judicial Council Directive
E&P recommends that the Judicial Council direct the ADOC to evaluate the extent to which financial and personnel support for the Jury Improvement Project should be maintained, recognizing the high value of the project to the judicial branch, especially because jury service represents the single largest point of contact between citizens and the courts.

(e) The Jury Improvement Project is of high value to the judicial branch, especially as jury service represents the single largest point of contact between citizens and the courts. The Judicial Council should evaluate the extent to which financial and personnel support for the project should be maintained.

Timeline
ADOC to report to the council at the 10/26/12, council meeting.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #70

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to study the budget and operational components of the Court Interpreters Program to determine whether greater efficiencies can be implemented to deliver interpreter services to the courts. The Finance Division should not act as an impediment in the delivery of interpreter services to the courts.

SEC Recommendation
The Promising and Effective Programs Unit functions are largely discretionary and should be considered for reduction or elimination, resulting in position savings. Consideration should be given to the following:

(g) The Administrative Director and Judicial Council should study the budget and operational components of Court Interpreters Program to determine whether greater efficiencies can be implemented to deliver interpreter services to the courts. Internally, the Finance Division should not act as an impediment in the delivery of interpreter services to the courts.

Timeline
ADOC to report to the council at the April 2013 council meeting.

Status
Completed

Implementation is ongoing. Because of the recent staff departures in the Court Interpreters Program - including the program's former Supervising Analyst - most current efforts are focused on ensuring that legislatively mandated and otherwise "core" functions pertaining to the provision of interpreter services are completed as required.

Directive #71

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7‐16 with no further action as the Judicial Administration Library has been eliminated through the AOC’s initiatives to reduce costs and downsize its workforce and operations.

SEC Recommendation
The Judicial Administration Library should be consolidated with the Supreme Court Library.

Timeline
Completed

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #72

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendations 7‐11(a) and (b) and 7‐14 and implement the necessary organizational and staffing changes, contingent upon the council’s approval of an organizational structure for the AOC and taking into account the results of the classification and compensation studies to be completed.

SEC Recommendation
7-11(a) - COSSO’s current level of approximately 74 positions (including those reassigned from the former regional offices as recommended in this report) should be reduced. To achieve the reduction the areas listed below should be reviewed and considered, and appropriate actions taken.

COSSO should have a management structure that includes a Unit Manager, but the Assistant Division Director position should be eliminated.

Status
Status on implementation progress for this directive is included in the Activity Reporting and Proposal Form submitted to the Judicial Council for the April 26, 2013 Judicial Council Meeting.

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #72.1

SEC Recommendation
7‐11. COSSO’s current level of approximately 74 positions (including those reassigned from the former regional offices as recommended in this report) should be reduced. To achieve the reduction the areas listed below should be reviewed and considered, and appropriate actions taken.

(b) The research functions and units of COSSO should be reviewed for possible consolidation with other research programs in the Judicial and Court Operations Services Division, presenting opportunities for efficiencies and position reductions.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #72.2

SEC Recommendation
7-14 - A significant number of COSSO staff members, such as those in the Administration and Planning unit, are assigned to various functions in support of the Judicial Council. The recommended consolidation of Judicial Council support activities under the direction of the Chief of Staff will present opportunities for efficiencies and resource reductions.

Timeline
Incoming ADOC’s organizational proposal to be presented for council consideration at the 8/31/12, council meeting.**

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #73

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐13 and implement the necessary organizational and staffing changes, contingent upon the council’s approval of an organizational structure for the AOC.

SEC Recommendation
The Editing and Graphics Group, with half of its eight positions currently vacant, should be considered for elimination.

Timeline
Interim and incoming ADOC organizational proposal to be presented for council consideration at the 8/31/12, council meeting.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #74

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts that activities related to the education and training of Appellate Court Justices in the Education Division/CJER should be consolidated with the Education Division/CJER.

SEC Recommendation
Some COSSO staff are engaged in activities relating to the education and training of Appellate Court Justices. These functions should be consolidated with the Education Division/CJER.

Timeline
Completion by June 2013.

Status
Closed

At the April 26, 2013 Judicial Council Meeting, the Administrative Presiding Justices of the California Courts of Appeal requested that the council reconsider and rescind this directive. E&P approved this request and this directive is considered closed as of April 26, 2013.

The members of the Administrative Presiding Justices Advisory Committee discussed this recommendation at their meeting on November 27, 2012. Based on the discussion at that meeting, the six Administrative Presiding Justices of the Courts of Appeal are in the process of writing a memorandum to the Judicial Council asking the council to reconsider Directive 74. It is anticipated that the memorandum will be sent to the council sometime in early 2013.

Directive #75

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7‐17(a) with no further action as the Assigned Judges Program and Assigned Judges Program Regional Assignment Units have merged through the AOC’s initiatives to reduce costs and downsize its workforce and operations.

SEC Recommendation
Modifications to the Assigned Judges Program should be considered, including the following: (a) The Assigned Judges Program and Assigned Judges Program Regional Assignments units should be merged, resulting in the elimination of a unit supervisor position.

Timeline
Completed

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #76

Judicial Council Directive
E&P recommends that SEC Recommendations 7‐17(b), (c), and (d) be referred to the Chief Justice for consideration. The AOC’s Assigned Judges Program provides support to the Chief Justice in the assignment of judges under California Constitution Article VI, Section 6(e).

SEC Recommendation
Modifications to the Assigned Judges Program should be considered, including the following:

(b) The program’s travel and expense policies should be reviewed to mitigate adverse impacts on the availability of assigned judges to smaller and rural courts.

(c) Consideration should be given to a pilot program to allow half‐day assignments of judges, taking into account the probable inability of small, rural courts to attract judges on this basis.

(d) Consideration should be given to development of an Assigned Commissioner Program to assist courts with such matters as AB1058 child support cases.

Timeline

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #77

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐18 and implement the necessary organizational changes, contingent upon the council’s approval of an organizational structure for the AOC.

SEC Recommendation
The functions of the Trial Court Leadership Service unit should be moved under the auspices of the new Executive Office, as matters of policy emanating from the Trial Court Presiding Judges Advisory Committee and Court Executives Advisory Committee often relate to branch‐wide policies.

Timeline
Interim and incoming ADOC organizational proposal to be presented for council consideration at the 8/31/12, meeting.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Center for Judiciary Education and Research

formerly Education Division/CJER

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Directive #78

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐19 and implement the necessary organizational changes, contingent upon the council’s approval of an organizational structure for the AOC.

SEC Recommendation
The Education Division should be an office within the Judicial and Court Operations Services Division, under the direction of the Chief Operating Officer, rather than a stand‐alone division. The Education Division/CJER manager position should be compensated at its current level.

Status
In Progress

AOC restructuring was implemented October 1, 2012, but this directive will not be fully implemented until after the AOC’s organization‐wide classification and compensation study is complete and the Administrative Director of the Courts presents a proposal for the compensation of Director positions based on the results of the study. The Administrative Director of the Courts has been directed to return to the Judicial Council in February 2013 with a plan and recommendation for the classification and compensation study.

Directive #79

Judicial Council Directive
E&P recommends that the Judicial Council direct the Rules and Projects Committee to evaluate relaxation of mandatory education requirements to allow the Administrative Director of the Courts and Court Executive Officers greater discretion and flexibility in utilizing their workforces during times of budget constraints.

SEC Recommendation
As to training currently required of AOC staff and court personnel, the Judicial Council should examine and consider a relaxation of current mandatory requirements to allow the Administrative Director of the AOC and/or court executive officers greater discretion and flexibility in utilizing their workforces during times of budget constraints.

Timeline
RUPRO to propose a timeline to return to the council to present its recommendations.

Status
In Progress

Status Updates
In March 2013, RUPRO appointed a small working group of its own members to consider this recommendation.

Directive #80

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to evaluate the efficiencies identified by the working group reviewing all education for new judges to ensure that education is provided in the most effective and efficient way possible.

SEC Recommendation
The Education Division’s current staffing level is one of the highest in the AOC and should be reduced. To achieve the reduction, the following areas should be reviewed and considered, and appropriate actions taken: (a) A workgroup has been formed to review all education for new judges to ensure that it is being provided in the most effective and efficient way possible. The efficiencies identified by this working group may present opportunities for reductions.

Timeline
Administrative Director of the Courts to provide report that evaluates education for new judges at the June 2013 council meeting.

Status
In Progress

The final report on new judge education was submitted to the CJER Governing Committee at its 11/6 meeting. The Governing Committee will discuss and vote on the report’s recommendations at its next meeting in February, 2013.

Directive #81

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐20(b), taking into account the results of the classification and compensation studies to be completed.

(b) There are in excess of a dozen attorney positions in the Education Division in units such as Design and Consulting, and Publications and Resources, in addition to the Judicial Education unit. All attorney position allocations should be reviewed with a goal of reducing their numbers and/or reallocating them to nonattorney classifications. In particular, education specialist positions are staffed by attorneys, a staffing practice that appears unnecessary.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #82

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7‐20(c) with no further action, as the positions and activities related to the Court Case Management System in the Education Division have been eliminated, through the AOC’s initiatives to reduce costs and downsize its workforce and operations.

SEC Recommendation
The Education Division’s current staffing level is one of the highest in the AOC and should be reduced. To achieve the reduction, the following areas should be reviewed and considered, and appropriate actions taken:

(c) The Court Case Management System training unit and any other positions engaged in CCMS‐related activities should be eliminated in light of the Judicial Council’s decision to cancel the full deployment of the CCMS system.

Timeline
Completed

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #83

(d) The Production, Delivery and Educational Technologies unit has grown to more than 25 positions plus several temporary staff. The number of staff in this unit should be reduced in light of the difficult fiscal environment.

Timeline
ADOC to report to council with recommendations at the June 2013 council meeting.

Status
Completed

CJER is compiling the data on staff reductions in this unit, including layoffs, voluntary separations, attrition, and the resultant decrease in services. After the AOC restructure in August, 2012 when ASU was dissolved, some of the remaining staff in ASU was moved into the PDET unit, which resulted in a net increase in staffing levels. CJER is putting together information on the current staffing levels, the reductions in staffing and services that have already been made, and the reduction in services that would result if further staff reductions were made.

Directive #84

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to evaluate and consider reducing the positions assigned to develop training for AOC Staff in the Curriculum and Course Development Unit, especially if training requirements are relaxed.

(e) The Curriculum and Course Development unit includes several positions assigned to develop training for AOC staff. This activity should be evaluated and reduced, especially if training requirements are relaxed.

Timeline
ADOC to report to council with recommendations following recommendations from RUPRO on training requirements.

Status
In progress

CJER staff is compiling the data regarding staff reductions and have made an initial assessment of the recommendations from RUPRO on staff assigned to AOC Education. With a reduction in the number of AOC offerings we have been able to consolidate two separate areas of responsibility into a single person. At the same time, staff is working on additional training opportunities for AOC supervisors and managers. This analysis is currently ongoing.

Directive #85

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to evaluate the impacts of a reduction in the size of the Administrative Services Unit and the reduction in services that would result, and provide the findings and recommendations to the Judicial Council.

SEC Recommendation
The Education Division’s current staffing level is one of the highest in the AOC and should be reduced. To achieve the reduction, the following areas should be reviewed and considered, and appropriate actions taken:

(f) The Administrative Services unit contains more than 20 staff engaged in support activities such as records management, printing and copying, scheduling and planning training delivery, and coordinating logistics for all AOC events. The number of staff in this unit should be evaluated and reduced commensurate with the reduction in the number of live programs and events, and reflecting a reduction in the number of employees AOC‐wide.

Timeline
ADOC to report to council with recommendations at the June 2013 council meeting.

Status
In progress

Status Updates
CJER is compiling the data regarding staff reductions in this unit. Over the past few months since this recommendation was adopted, ASU has been divided and departments moved to the Office of Education/CJER and to the Administrative Services Office. Prior to that reorganization, staffing levels had been reduced due to voluntary separations and layoffs. This analysis is currently ongoing.

Directive #86

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts that the Education Division should conduct true cost benefit analyses in determining the types of training and education it provides for new judicial officers and others, and to report to the council on the results. Analyses should include types, lengths, locations of programs, delivery methods, and the costs to courts.

SEC Recommendation
The Education Division should conduct true cost‐benefit analyses — and not rely only on its own preferences — in determining the types of training and education it provides, including types, lengths, and locations of programs, delivery methods, and the costs to courts. This type of analysis should apply to training and education programs for new judicial officers.

Timeline
ADOC to provide recommendations on the process at 12/14/12, council meeting with a final report at the April 2013 meeting.

Status
In progress

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26,2013, Judicial Council Meeting.
Activity Reporting and Proposal Form submitted to the Judicial Council for the December 14, 2012, Judicial Council Meeting.

Directive #87

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts that the AOC should support and provide requested assistance to those courts that collaborate with other regional courts in providing judicial education and staff training or that request support in providing their own programs.

SEC Recommendation
The Education Division should support and provide requested assistance to those courts that collaborate with other regional courts in providing judicial education and staff training or that request support in providing their own programs.

Timeline
Ongoing

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #88

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to report to the council on a review of the content of training courses offered to AOC managers, supervisors, and employees, the number and location of courses offered, and the means by which courses and training are delivered. Training opportunities should include greater orientation and development of understanding of court functions.

SEC Recommendation
As to training currently required of AOC managers, supervisors, and employees, the Administrative Director should order a review of the content of training courses offered, the number and location of courses offered, and the means by which courses and training are delivered. Training opportunities should include greater orientation and development of understanding of court functions.

Timeline
ADOC report to the council at the 12/14/12, council meeting.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the December 14, 2012, Judicial Council Meeting.

Fiscal Services Office

formerly Finance Division

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Directive #89

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐25 and implement the necessary organizational and staffing changes, contingent upon the council’s approval of an organizational structure for the AOC.

SEC Recommendation
The functions performed by the Finance Division should be placed in the Judicial and Court Administrative Services Division. The Finance Division should be renamed the Fiscal Services Office, reporting to the Chief Administrative Officer. The Fiscal Services Office Manager position should be at the Senior Manager level.

Status
In Progress

Directive #90

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐26 and implement the necessary organizational and staffing changes, taking into account the results of the classification and compensation studies to be completed

SEC Recommendation
The number of managers and supervisors should be reduced.

Status
In Progress

The classification and compensation study will provide for the analysis of all manager and supervisor classifications within the organization. A report of available options regarding the study’s implementation will be submitted to the Judicial Council for their consideration in February.

Directive #91

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to ensure through the budget and fiscal management measures implemented by the AOC that the AOC’s Finance Division is involved in all phases of fiscal planning and budgeting, especially with regard to large‐scale or branch‐wide projects or initiatives.

SEC Recommendation
The AOC must improve its fiscal decision making processes. The AOC must make a commitment to involve the Fiscal Services Office in all phases of fiscal planning and budgeting, especially with regard to large‐scale or branch‐wide projects or initiatives.

Timeline
ADOC interim report to the council at the February 2013 council meeting and final report at the meeting in June 2013.

Status
Not Started

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #92

SEC Recommendation
The budgeting process must become more transparent. Budget information must be readily available to the public, including online. Budget documents must provide understandable explanations and detail concerning revenue sources, fund transfers, and expenditures.

Timeline
ADOC interim report to the council at the February 2013 meeting and final report at the June 2013 meeting.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #93

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to ensure that the budget and fiscal management measures implemented by the AOC enable the Finance Division to improve the timeliness of processing contracts to better serve courts, contractors, vendors, and others.

SEC Recommendation
This division must make a commitment to processing contracts in more timely fashion, with an eye toward better serving courts, contractors, vendors, and others.

Timeline
Interim report to the council on the changes in progress by the February 2013 council meeting. Final report on measures taken to implement a new approach to the budget process, by June 2013 council meeting.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #94

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts that the Finance Division must assess its workload needs, especially in light of legislation on court security and auditing functions being assumed by the State Controller’s Office, so that any necessary adjustments in staffing positions can be made.

SEC Recommendation
The Finance Division must assess its workload needs, especially in light of legislation on court security and auditing functions being assumed by the State Controller’s Office, so that any necessary adjustments in staffing positions can be made.

Timeline
ADOC to report to the council at the June 2013 council meeting.

Status
In Progress

Assessments underway. Some staffing adjustments have already occurred in the budget unit of the Fiscal Services Office to better align resources with workload.

Directive #95

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7‐31 with no further action as the unit has been eliminated through the AOC’s initiatives to reduce costs and downsize its workforce and operations.

SEC Recommendation
The need for a Strategic Policy, Communication, and Administration Unit should be reevaluated by the Chief Administrative Officer and, most likely, be eliminated.

Timeline
Completed

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Human Resources Services Office

formerly Human Resouces Division

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Directive #96

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐32 and implement the necessary organizational and staffing changes, contingent upon the council’s approval of an organizational structure for the AOC.

SEC Recommendation
Consistent with recent consolidation of this division, the HR function should no longer be assigned stand‐alone division status in the AOC organizational structure and should be combined with other administrative functions, reporting to the Chief Administrative Officer in the AOC’s Administrative Services Division.

Timeline
Interim and incoming ADOC to present organizational proposal the council at the 8/31/12, meeting.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #97

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐34 and implement the necessary organizational and staffing changes, contingent upon the council’s approval of an organizational structure for the AOC and taking into account the results of the classification and compensation studies to be completed.

SEC Recommendation
The current number of higher‐level positions in the HR Division should be reduced, as follows:

(b) The number of manager positions should be reduced from five to three, with some of the resulting resources allocated to line HR functions.

Timeline
ADOC to make a proposal based on the classification and compensation study.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #97.1

(c) One of the three Senior Manager positions is vacant, a vacancy that should be made permanent by reallocating managerial responsibilities to the two filled Senior Manager positions.

Timeline
Completed. This Division has 2 senior manager positions.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #97.2

Directive #98

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to report back on the progress and results of staffing changes being implemented in the Human Resources unit as part of the AOC’s internal restructuring process.

SEC Recommendation
The current number of higher‐level positions in the HR Division should be reduced, as follows:

(d) With the elimination of the positions discussed above, consideration should be given to redirecting the resources from those positions to support vacant HR analyst positions that can be assigned work needed to help reestablish effective HR policies and practices in the AOC.

Timeline
ADOC to report to the council on the results and status of AOC restructuring at the February 2013 council meeting.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #99

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7‐42 with no further action, as the issues have been resolved.

SEC Recommendation
The Administrative Director should resolve any remaining issues that have existed between the HR Division and Office of General Counsel, including by redefining respective roles relating to employee discipline or other HR functions.

Timeline
Completed

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Information and Technology Services Office

formerly Information Services Division

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Directive #100

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐43 and implement the necessary organizational and staffing changes, contingent upon the council’s approval of an organizational structure for the AOC.

SEC Recommendation
The committee recommends that the functions of this division be placed under a unit titled Information and Technology Services Office, combined with any remaining functions of CCMS. The office should report to the Chief Administrative Officer of the Judicial and Court Administrative Services Division. The IS Manager position should be compensated at its current level.

Status
In Progress

Directive #101

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7‐44 and direct the council’s Technology Committee to reexamine technology policies in the judicial branch to formulate any new branch‐wide technology policies or standards, based on the input, needs, and experiences of the courts and court users, and including cost‐benefit analysis.

SEC Recommendation
A reexamination of technology policies in the judicial branch must occur now that CCMS does not represent the technology vision for all courts. Formulation of any new branch‐wide technology policies or standards must be based on the input, needs, and experiences of the courts, and including cost‐benefit analysis.

Timeline
The Technology Committee to propose a timeline to return to the council to present its recommendations.

Status
In Progress

The Technology Committee hosted a Technology Summit in Partnership with the courts on October 23, 2012. Participants included members of the Court Technology Advisory Committee (CTAC), the Judicial Branch Technology Initiatives Working Group, and other stakeholders. Participants agreed on the importance of technology to improve business practices, achieve cost savings, and to “keep the electronic courthouse doors open.” Mary Winkley, Assistant Secretary, Program & Portfolio Management, California Technology Agency, facilitated a discussion on technology planning. Key points included the importance of governance; need for a business plan; local versus branch funding; and the need for a long-term, unified plan and approach to achieve funding stability. The Judicial Branch Technology Initiatives Working Group met on October 24, 2012. Four workstreams, including the Technology Roadmap, V2/V3 case management system maintenance and support, E-filing, and the Case Management System Request for Proposal, reported and made recommendations. The Appellate E-filing working group, Sustain User Group, and CTAC also provided updates. The Technology Committee met on October 24, 2012, to discuss policy issues, including eCitation, the California Courts Protective Order Registry, Judicial Council recommendations on the AOC realignment, and the technology budget. A small group was formed to provide a recommendation on how to align the structure of committees, subcommittees, working groups, and workstreams, between the Technology Committee and Court Technology Advisory Committee, to become most effective and most efficient. As a follow-up, a core group of the Technology Committee met on October 30 to discuss the next steps.

Directive #102

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7‐45(a) with no further action, as the recommended staff reductions have occurred through the AOC’s initiatives to reduce costs and downsize its workforce and operations.

SEC Recommendation
Especially with CCMS not being fully deployed, staff reductions in this division are in order, including:

(a) Unnecessary CCMS positions should be eliminated.

Timeline
Completed

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #103

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐45(b) and implement the necessary organizational and staffing changes, contingent upon the council’s approval of an organizational structure for the AOC and taking into account the results of the classification and compensation studies to be completed.

SEC Recommendation
Especially with CCMS not being fully deployed, staff reductions in this division are in order, including:

(b) The total number of senior managers should be reduced.

Timeline
ADOC to make a proposal based on the classification and compensation study.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #104

Judicial Council Directive
E&P recommends that the Judicial Council direct that the Administrative Director of the Courts should review and reduce accordingly the use of temporary employees, consultants, and contractors.

SEC Recommendation
Especially with CCMS not being fully deployed, staff reductions in this division are in order, including:

Timeline
ADOC to report to the council at the June 2013 council mtg.

Status
In Progress

For the month of December 2012, Information Technology Services has reduced all 5 temporary staff and reduced 0 contractor staff. As of January 1, 2013, Information Technology Services Office has 53.1 contractor staff, and continues to look for opportunities to reduce contractor staffing where possible.

Directive #105

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7-46 and direct the Administrative Director of the Courts, as part of AOC long-term planning, to conduct a review and audit of all technology currently used at the AOC and to return to the Judicial Council with a progress report on the findings, including efficiencies and potential cost savings.

SEC Recommendation
Different divisions in AOC operate from different technology platforms, including SAP used for the Phoenix system, Oracle, and CCMS. As part of a long range plan for the use of technology in AOC operations, the AOC should conduct a review and audit of all technology currently used in the AOC. Efficiencies and cost savings could result from the use of a single platform.

Timeline
ADOC interim report to the council by the December 2013 council meeting.

Status
In Progress

The project team, assembled to evaluate the potential options for consolidation of the SAP, Oracle Financials, and PeopleSoft HR systems, documented the proposed approach along with milestones, timeframes, and other key information in a project charter for review with the project stakeholders in January. The team also continued to document the functions and processes that are currently implemented across the systems. The enterprise architecture team posted the approved technology standards for AOC-hosted applications and will use them in upcoming roadmap reviews with each application to identify compliance and mediation strategies. The roadmaps support ongoing planning efforts and optimize utilization of technology resources for the standard enterprise applications.

Legal Services Office

formerly Office of the General Counsel

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Directive #106

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7-71 and implement the necessary organizational and staffing changes, contingent upon the council’s approval of an organizational structure for the AOC.

SEC Recommendation
The Office of General Counsel should be renamed Legal Services Office, consistent with its past designation, and should be a stand-alone office reporting to the Administrative Director of the Courts. The Legal Services Office manager position should be compensated at its current level. The Legal Services Office should not be at the same divisional level as the Judicial and Court Operations Services Division or the Judicial and Court Administrative Services Division. The Chief Counsel, manager of the Legal Services Office, should not be a member of the Executive Leadership Team.

Status
In Progress

Directive #107

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐72(a) and implement the necessary organizational and staffing changes, contingent upon the council’s approval of an organizational structure for the AOC and taking into account the results of the classification and compensation studies to be completed.

SEC Recommendation
The Legal Services Office’s current level of approximately 75 positions, including more than 50 attorney positions, should be reduced. To achieve the reduction, the following areas should be reviewed and considered, and appropriate actions taken:

(a) In addition to the General Counsel, there are nine management level attorney positions in the Legal Services Office, including the Assistant General Counsel, three Managing Attorneys, and five Supervising Attorneys. This is an excessive number of management positions, which should be reduced. The position of Assistant General Counsel position could be eliminated. One managing attorney could be assigned to manage each of the two major functional components of the division, house counsel, and Judicial Council services, with each managing attorney reporting directly to the Chief Counsel.

Status
In Progress

Directive #108

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7‐72(b) and direct the Administrative Director of the Courts to direct implementation of fundamental management practices to address underperformance of staff members and provide better supervision and allocation of work.

(b) Despite the large number of management positions, management systems and processes are particularly lacking in the Legal Services Office. Implementing fundamental management practices to address the underperformance of staff members and provide better supervision and allocation of work should produce efficiencies that can result in reductions.

Timeline
ADOC interim report to the council on the changes in progress by the February 2013 council meeting.

Status
Completed

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26,2013, Judicial Council Meeting.

Directive #109

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐72(c) and implement the necessary organizational and staffing changes, contingent upon the council’s approval of an organizational structure for the AOC and taking into account the results of the classification and compensation studies to be completed.

(c) A large number of Legal Services Office positions are dedicated to supporting the Judicial Council and its various committees and task forces. Assigning responsibility for coordinating the AOC’s Judicial Council support activities to the Executive Office under the direction of the Chief of Staff will lead to efficiencies that should result in reductions of Legal Services Office positions dedicated to these activities.

Timeline
Interim and incoming ADOC organizational proposal to be presented to the council at the 8/31/12, meeting.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #110

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7‐72(d) and direct the Administrative Director of the Courts to report to the council on measures to streamline and improve the AOC’s contracting processes and reduce contract‐related work performed by this office.

(d) Implementation of the recommendations designed to streamline and improve the AOC’s contracting processes should reduce contract‐related work performed by the Legal Services Office.

Timeline
Final report to the council at June 2013 meeting.

Status
In Progress

This directive is being addressed through the AOC’s ongoing contract process improvement efforts.

Directive #111

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐72 (e) and implement the necessary organizational and staffing changes, contingent upon the council’s approval of an organizational structure for the AOC and taking into account the results of the classification and compensation studies to be completed

(e) The Legal Services Office has promoted and contributed to the “lawyerizing” of numerous activities and functions in the AOC. There are opportunities for work currently performed by attorneys in the Rules and Projects, Transactions and Business Operations, Real Estate, and Labor and Employment units to be performed by nonattorneys, resulting in efficiencies and possible staff reductions.

Status
Not Started

Directive #112

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐72(f) and implement the necessary organizational and staffing changes, contingent upon the council’s approval of an organizational structure for the AOC and taking into account the results of the classification and compensation studies to be completed.

(f) Development and use of paralegal classifications, as found elsewhere in legal services throughout both the public and private sectors, could lead to the reduction of attorney positions in the Legal Services Office.

Status
In Progress

Directive #113

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7‐73 with no further action. The telecommuting status of one position has ended and, as of September 7, 2012, the telecommuting status of the second position will end.

SEC Recommendation
There currently are at least two positions in the Legal Services Office that violate the AOC’s telecommuting policy. These should be terminated immediately, resulting in reductions. Nor should telecommuting be permitted for supervising attorneys in this division.

Timeline
ADOC to report to the council with proposal for a revised policy at the 12/14/12, council meeting.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #114

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to evaluate the costs and benefits of allocating staff attorneys and resources to various advisory committees, task forces, and working groups.

SEC Recommendation
As recommended elsewhere, the Judicial Council should assess the costs and benefits of allocating staff attorneys and resources to various advisory committees, task forces, and working groups.

Status
In Progress

During this reporting period, the Administrative Office of the Court’s (AOC) Chief of Staff continued its work with the Chair and Vice‐Chair of the Executive and Planning Committee (E&P) to compile information on the numerous Judicial Council committees, task forces, and working groups including the related staffing, hours spent and associated costs for AOC to support these groups. E&P will be utilizing this information in its current review of Judicial Council committees, task forces, and working groups to determine whether the respective committees, task forces, and working groups are still necessary, whether the groups are active, the appropriate membership level, and whether any of the groups can be consolidated. E&P’s review should result in opportunities for efficiencies as well as a reduction in resource needs for AOC staff support to these committees.

Directive #115

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts, as part of the review of the AOC organizational structure, to review current responsibilities and clearly define the role of the Chief Counsel.

SEC Recommendation
The role of the Chief Counsel should be redefined to reflect the primary role of providing legal advice and services, as opposed to developing policy for the judicial branch.

Timeline
ADOC to make recommendations to the council at the February 2013 council meeting.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #116

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7‐77(a) and (d), and direct the Administrative Director of the Courts that the Office of the General Counsel should employ and emphasize a customer service model of operation, recognizing a primary goal of providing timely service and advice to its clients, including to internal clients in the AOC and to those courts that request legal advice or services from this office.

SEC Recommendation
This office must place greater emphasis on being a service provider and in improving how it provides services, including as follows:

(a) Most fundamentally, this division should employ and emphasize a customer service model of operation — recognizing a primary goal of providing timely service and advice to its clients, including to internal clients in the AOC and to those courts that request legal advice or services from this office.

Timeline
ADOC to report back to the council at the February 2013 council meeting

Status
In Progress

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #117

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to adopt an operations model whereby attorneys generally are housed at one location with flexibility to adjust as necessary to meet court needs regionally, including regional demand for additional attorney support and smaller courts that have fewer staff for research and other legal services. The location where attorneys report to work should ensure proper supervision.

SEC Recommendation
This office must place greater emphasis on being a service provider and in improving how it provides services, including as follows:

(b) This office should adopt an operations model whereby its attorneys generally are housed at one location. This would eliminate nonsupervision of some attorneys, promote better and more regular supervision of staff attorneys, and promote better utilization of available skills.

Timeline
Administrative Director of the Courts to provide an interim report at the July 2013 council meeting with a final report at a later date.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #118

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts that the Office of the General Counsel service model should emphasize that time is of the essence when it comes to delivering advice and opinions to the courts; that recommendations and advice to courts should include a full range of options available to the courts; and that there must be a greater recognition that the AOC’s interests may conflict with the specific interests of the courts. Clearer procedures should be put in place to safeguard the interests of individual courts in those instances when legitimate conflicts arise.

SEC Recommendation
This office must place greater emphasis on being a service provider and in improving how it provides services, including as follows:

(c) The service model should emphasize that time is of the essence when it comes to delivering advice and opinions to the courts; that recommendations and advice to courts should include a full range of options available to the courts; and that there must be a greater recognition that the AOC’s interests may conflict with the specific interests of the courts. Clearer procedures should be put in place to safeguard the interests of individual courts in those instances when legitimate conflicts arise.

Timeline
ADOC to report back to the council at the February 2013 council meeting.

Status
In Progress

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #119

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to place emphasis on reducing bottlenecks for advice, contracts, and other projects. More effective tickler and tracking systems for opinions, contracts, and other documents should be put in place.

SEC Recommendation
This office must place greater emphasis on being a service provider and in improving how it provides services, including as follows:

(d) Emphasis must be placed on reducing bottlenecks for advice, contracts, and other projects. More effective tickler and tracking systems for opinions, contracts, and other documents should be put in place.

Timeline
ADOC to report back to the council at the June 2013 council meeting.

Status
Completed

Legal Services Office has developed a new system for tracking workload of all legal services units and will implement the system on February 1, 2013, for a 3-month trial period. Feedback will be obtained during the 3-month period and reviewed. Further adjustments will be made as needed so that the tool is as effective and efficient to utilize as possible.

Directive #120

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts that court users of legal services should be surveyed periodically to determine if such services are performed in a timely and satisfactory manner.

SEC Recommendation
This office must place greater emphasis on being a service provider and in improving how it provides services, including as follows:

(e) Court users of legal services should be surveyed periodically to determine if such services are performed in a timely and satisfactory manner.

Timeline
ADOC to report back to the council at the June 2013 council meeting.

Status
In Progress

The Executive Office will conduct survey activities in discharge of this directive.

Directive #121

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7‐78 with no further action, as the issues have been resolved.

SEC Recommendation
The Administrative Director should resolve issues that have existed between the HR Division and OGC, including by redefining respective roles relating to employee discipline or other HR functions.

Timeline
Completed

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #122

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to order an independent review of the Office of General Counsel’s use, selection, and management of outside legal counsel to determine whether outside counsel is being utilized in a cost effective manner. Before initiating the independent review, the Administrative Director of the Courts must provide a proposal with options for conducting the review, including the associated costs.

SEC Recommendation
The Judicial Council and/or Administrative Director should order an independent review of this office’s use, selection, and management of outside legal counsel to determine whether outside counsel is being utilized in a cost‐effective manner.

Timeline
ADOC to present a proposal with options to the council by the February 2013 council meeting, with a final report at the December 2013 meeting.

Status
In Progress

Judicial Council report presented to the Judicial Council for consideration at the February 26, 2013, Judicial Council Meeting.

Office of Communications

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Directive #123

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐52 and implement the necessary organizational changes, contingent upon the council’s approval of an organizational structure for the AOC.

SEC Recommendation
The Office of Communications should remain in the Executive Office and under the direction of a Chief of Staff. The Office of Communications manager position should be placed at the Senior Manager level.

Status
In Progress

Directive #124

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts, to the extent that resources are available, that Office of Communication resources, including the Public Information Officer, should be made more available to furnish increased media relations services to courts requesting such assistance

SEC Recommendation
The resources of this office, including the Public Information Officer, should be made more available to furnish increased media relations services to courts requesting such assistance.

Timeline
ADOC to report to the council on the restructuring changes to this office at the February 2013 council meeting.

Status
In Progress

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Office of Security

formerly Office of Emergency Response & Security

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Directive #125

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to return to the Judicial Council with an analysis, defining the necessary emergency response and security functions for the branch and a recommendation on the organizational plan for council approval.

SEC Recommendation
7‐54. There is no need for a stand‐alone Office of Emergency Response and Security. Most necessary functions performed by the office can be reassigned and absorbed by existing units in the Judicial and Court Operations Services Division.

7‐55. The functions of this office should be refocused and limited to those reasonably required by statute or by the Rules of Court, primarily including review of security plans for new and existing facilities; review of court security equipment, if requested by the courts; and review of emergency plans.

7‐56. Reductions in this office are feasible. The office cannot effectively provide branch‐wide judicial security and online protection for all judicial officers. Positions allocated for such functions should be eliminated. The Administrative Director should evaluate whether some activities undertaken by this office are cost effective, such as judicial security and online protection functions.

Timeline
Administrative Director of the Courts to provide an interim report to the council at the July 2013 council meeting with a final report at the March 2014 council meeting.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.
Judicial Council report presented to the Judicial Council for consideration at the December 14, 2012 Judicial Council Meeting.

Regional Offices

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Directive #126

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7‐84 with no further action, as the Bay Area, Northern Central, and Southern Regional Offices no longer have any direct regional office staff. The Northern Central Regional Office has been reorganized as the Trial Court Liaison Office reporting to the Executive Office.

SEC Recommendation
The regional offices should cease to exist as a separate division within AOC. The BANCRO and SRO offices should close. Advocacy and liaison services provided to the trial courts should be provided through the office of Trial Court Support and Liaison in the new Executive Office.

Timeline
Completed. ADOC to report to the council on specific actions taken.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #127

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to renegotiate or terminate, if possible, the leases for space utilized by SRO and BANCRO. To the extent AOC staff from other divisions is assigned to work at leased space at the regional offices, the need for locating such staff in currently leased space should be reevaluated.

SEC Recommendation
Leases for space utilized by SRO and BANCRO should be renegotiated or terminated, if possible, as such lease costs cannot be justified. To the extent AOC staff from other divisions is assigned to work at leased space at the regional offices, the need for locating such staff in currently leased space should be reevaluated.

Timeline
Completed. ADOC to update the council on the status of the leases at the 10/26/12, council meeting.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #128

Judicial Council Directive
E&P recommends that the Judicial Council support SEC Recommendation 7‐86 and direct the Administrative Director of the Courts to provide the council with an update on organizational changes made with the elimination of the regional office staff.

SEC Recommendation
While responsibility for essential services currently provided to courts through regional offices should be consolidated and placed under the direction of Trial Court Support and Liaison Services in the Executive Office, a physical office should be maintained in the Northern California Region area to provide some services to courts in the region.

Timeline
Completed. ADOC to update the council on the status of the leases at the 10/26/12, council meeting.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #129

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider placing the significant special projects previously assigned to the regional offices under the direction of the Chief of Staff in the Executive Office, contingent upon council approval of the organizational structure for the AOC.

SEC Recommendation
The significant special projects previously assigned to the regional offices should be placed under the direction of the Chief of Staff in the Executive Office.

Timeline
Interim and incoming ADOC to present organizational proposal to the council at the 8/31/12, council meeting.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Trial Court Administrative Services Office

formerly Trial Court Administrative Services Division

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Directive #130

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐47 and implement the necessary organizational and staffing changes, contingent upon the council’s approval of an organizational structure for the AOC.

SEC Recommendation
TCAS should be made a unit under the Judicial and Court Administrative Services Division, reporting to the Chief Administrative Officer. The TCAS Manager position should be at the Senior Manager level.

Status
In Progress

Directive #131

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts that, subject to available resources, trial court use of the Phoenix HR/Payroll functionality should remain optional to individual trial courts.

SEC Recommendation
The Phoenix Financial System is in place in all 58 superior courts; however, trial court use of the Phoenix HR/Payroll functionality should remain optional to individual trial courts.

Timeline
Ongoing

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #132

Judicial Council Directive
E&P recommends that the Judicial Council determine whether to continue with the charge‐back model whereby courts reimburse the AOC from their Trial Court Trust Fund allocations for the courts’ use of the Phoenix financial system; and whether the Los Angeles court will be required to reimburse the AOC for use of the Phoenix financial system.

SEC Recommendation
As policy matters, it is recommended that the Judicial Council determine whether to continue with the chargeback model whereby courts reimburse the AOC from their Trial Court Trust Fund allocations for the courts’ use of the Phoenix financial system; and whether the Los Angeles court will be required to reimburse the AOC for use of the Phoenix financial system.

Timeline
Trial Court Budget Working Group to propose a timeline to return to the council to present its recommendations.

Status
In Progress

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013, Judicial Council Meeting.

Directive #133

Judicial Council Directive
E&P recommends that the Judicial Council support SEC recommendations 7-46 and 7-50 and direct the Administrative Director of the Courts, as part of AOC long-term planning, to review the information technology systems currently implemented Branch wide to support enterprise resource planning: finance, human resources, and education functional areas; to identify costs, benefits, and potential long-term savings, and the challenges of migrating support to a single IT platform; and to return to the council with a progress report on the findings.

SEC Recommendation
As with the Information Services Division, the AOC should determine whether to continue use of multiple or overlapping technologies for similar functions, as using a single technology could result in efficiencies and savings, both operationally and in personnel cost.

Timeline
ADOC interim report to the council at the December 2013 council meeting.

Status
In Progress

Directive #134

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts that the Trial Court Administrative Services division should continue to provide clear service‐level agreements with respect to services provided to the courts.

SEC Recommendation
TCAS should continue to provide clear service‐level agreements with respect to services provided to the courts.

Timeline
Immediate implementation (Ongoing)

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Judicial Branch Capital Program Office and Office of Real Estate and Facilities Management

formerly Office of Court Construction

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Directive #135

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐64 and implement the necessary organizational and staffing changes, contingent upon the council’s approval of an organizational structure for the AOC.

SEC Recommendation
The OCCM should be renamed Office of Court Construction and Facilities Management Services. The functions of this unit should be placed under the Judicial and Court Operations Services Division and reporting to the Chief Operating Officer. The manager of this unit should be compensated at the same level.

Status
In Progress

Directive #136

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to evaluate and propose an approach to evaluate cost effectiveness for the entire scope of Office of Court Construction and Management operations.

SEC Recommendation
A cost‐benefit analysis of the entire scope of OCCM operations is needed.

Timeline
ADOC interim update to the council at the June 2013 council meeting and final report at the December 2013 meeting.

Status
In Progress

Directive #137

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐66 and, once organizational changes are made as approved by the Judicial Council, evaluate and make recommendations to the council on facilities maintenance program efficiencies, including broadening courts’ responsibilities for maintenance of court facilities and for smaller scale projects.

SEC Recommendation
The current facilities maintenance program appears inefficient and unnecessarily costly. The consultant report is necessary and should be considered part of a necessary reevaluation of the program. Courts should be given the option to assume responsibility for maintenance of court facilities and for smaller‐scale projects.

Timeline
Administrative Director of the Courts interim update to the council at the October 2013 council meeting and final report at the December 2013 meeting.

Status
In Progress

Directive #138

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐67 and, once organizational changes are made as approved by the Judicial Council, evaluate and make recommendations to the Judicial Council regarding fiscal planning for facilities maintenance for new and existing facilities and revenue streams to fund increased costs for maintenance of court facilities.

SEC Recommendation
Fiscal planning for facilities maintenance for new and existing facilities needs to become an immediate priority, and revenue streams to fund increased costs for maintenance of court facilities must be identified and obtained.

Timeline
Administrative Director of the Courts interim update to the council at the October 2013 council meeting and final report at the December 2013 meeting.

Status
In Progress

Final draft agenda for 1/31/2013 - 2/1/2013 Trial Court Facility Modification Working Group meeting allocates a significant period of time to discuss appropriate areas of active Working Group oversight. Using a dual calendar as the Judicial Council may be the most appropriate approach. One objective of the meeting is to reach consensus on criteria to assist in categorizing consent versus discussion items in future meetings. Consent items may involve dissemination of status reports and updates on noteworthy events. Policy matters would suggest an active discussion on substantive that will most likely require Working Group and Council action.

Directive #139

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts, once organizational changes are made as approved by the Judicial Council, to evaluate and make recommendations regarding staff reductions.

SEC Recommendation
Staff reductions appear feasible in light of the slowdown in new court construction and should be made accordingly. The Chief Operating Officer should be charged with implementing necessary reductions.

Timeline
Administrative Director of the Courts to provide an interim report to the council at the August 2013 council meeting.

Status
In Progress

Activity Reporting and Proposal Form submitted to the Judicial Council for the February 26, 2013 Judicial Council Meeting.

Directive #140

SEC Recommendation
The use of temporary or other staff to circumvent the hiring freeze should cease.

Timeline
Completion by June 2013

Status
In Progress

The AOC has been addressing these types of issues as part of continuing realignment efforts. The AOC is currently reviewing critical vacant positions necessary to maintain essential, core functions undertaken.

Directive #141

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to review, as part of the AOC‐wide review of its contracting processes, the contracting process utilized by the Office of Court Construction and Management.

SEC Recommendation
The contracting process utilized by OCCM needs to be improved. This process should be reviewed as part of the AOC‐wide review of its contracting processes.

Timeline
Completion by June 2013

Status
In Progress

Office of Governmental Affairs

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Directive #142

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to consider SEC Recommendation 7‐80 and implement the necessary organizational and staffing changes, contingent upon the council’s approval of an organizational structure for the AOC.

SEC Recommendation
The Office of Governmental Affairs should be placed in the Executive Office, under the direction of the Chief of Staff. The OGA Manager position should be at the Senior Manager level.

Status
In Progress

Directive #143

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts that the Office of Governmental Affairs (OGA) should represent the interests of the judicial branch on the clear direction of the Judicial Council and its Policy Coordination and Liaison Committee (PCLC), and take steps to ensure that the PCLC is apprised fully of varying viewpoints of the courts, court executive officers, and judges before determining legislation positions or proposals.

SEC Recommendation
The OGA should represent the interests of the judicial branch on the clear direction of the Judicial Council and its Policy Coordination and Liaison Committee. The Chief of Staff should take steps to ensure that the PCLC is apprised fully of varying viewpoints of the courts, court executive officers, and judges before determining legislation positions or proposals.

Timeline
Ongoing

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Directive #144

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts that attorney resources in the AOC be utilized to best leverage and draw on subject matter expertise, which may assist OGA as legislative demands may require.

SEC Recommendation
The Administrative Director should direct that attorney resources in the AOC be utilized to best leverage and draw on subject matter expertise, which may assist OGA as legislative demands may require.

Timeline
Completed. ADOC will continue to monitor the deployment of expertise.

Status
Completed

Status Updates
Activity Reporting and Proposal Form submitted to the Judicial Council for the October 26, 2012, Judicial Council Meeting.

Grants Related

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Directive #145

Judicial Council Directive
E&P recommends that the Judicial Council direct the Administrative Director of the Courts to propose to the council a process and policies for pursuing grants. The process should mandate a detailed impact analysis for every grant proposal, including consideration of all anticipated impacts on the workload and resources of the courts and the impacts to the AOC as a whole. Until a process of review and oversight is finalized, the Administrative Director of the Courts must approve the AOC’s engagement in all grant proposals and agreements.

SEC Recommendation
6‐9. The Executive Leadership Team must develop and make public a description of the AOC’s process for determining which grants to pursue. The process should mandate a detailed impact analysis for every grant proposal, including consideration of all anticipated impacts on the workload and resources of the courts and the impacts to the AOC as a whole. Only after such analysis should the Executive Leadership Team make a determination whether the AOC should pursue grant funding.

7‐5. The Judicial Council should exercise oversight to assure that grant‐funded programs are undertaken only when consistent with predetermined, branch‐wide policy and plans. The fiscal and operational impacts of grantfunded programs on the courts should be considered as part of the fiscal planning process.

7‐12. The Promising and Effective Programs Unit functions are largely discretionary and should be considered for reduction or elimination, resulting in position savings. Consideration should be given to the following. Excerpt: (f) The Fund Development Group concerns itself with training to obtain grants, seeking grants, and grant reporting. As is the case with other divisions in the AOC, grants should be sought in accordance with well-articulated AOC‐wide priorities, as established by the Judicial Council. The Administrative Director and the Judicial Council should develop written policies and guidelines that control the pursuit and acceptance of grants and other funding, including utilizing a cost‐benefit analysis.

Timeline
ADOC to recommend to the council a process and policies for pursuing appropriate grants by June 2013.

Status
In Progress