ࡱ> 352wM  &bjbj== "RWWt!l0000jjj88;hNdLr" :::::::$< >6:LP":00:40::668B *gj j(78;08;7:??80000Summary InformationUCP Number: 18 UCP Description: Statewide Case Numbering SchemeLine of Business: AllUrgency: HighStatus: Approved 09-19-03Contact: Nancy CrandallBusiness IssueDetermine statewide numbering scheme to be used in MNCISProcess ChangeThe new case numbering scheme will contain the following elements: jurisdiction, case type, filing year and sequential number as follows: Jurisdiction: The two-digit county number will indicate jurisdiction. In those jurisdictions with multiple court locations, a two-character indicator will follow the county number. Case Types: The following case types will be used: CV = Civil CR = Mandatory appearance cases JV = Juvenile VB = Non-mandatory appearance cases CO = Conciliation PR = Probate FA = Family Year: Two digit year code Sequence: The numbering sequence will start at number one (1) for each case type or grouping of case types in each jurisdiction on an annual basis. Note with the inclusion of a satellite indicator in the jurisdiction, the need to use a range of numbers to indicate a satellite location is eliminated.Examples 10 CR 03 1 represents the first criminal case filed in Carver County in 2003. 19 AV CR 03 1 represents the first criminal case filed in Dakota County, at the Apple Valley satellite location, in 2003.Research ConductedThe Court Executive Team Best Practices Workgroup was consulted in making the recommendation for a new statewide case numbering scheme. Representatives on this workgroup also consulted other administrators within their judicial districts and forwarded their comments. This recommendation represents the majority opinion of the feedback collected from these court professionals. For example, there was strong support from those counties responding with multiple court locations to include a court location indicator in the jurisdiction number. In addition, Tyler Technologies provided information and rationale based on their extensive experience with other court customers nationwide and the knowledge of the flexibility and options currently available in the application. The objective was to incorporate the case number elements necessary to meet our business needs now and into the future. Options ConsideredThis analysis was conducted by first determining which case number elements provide business value to the courts. This was then compared with the current TCIS case numbering scheme. It was determined that all of the elements of the current case numbering scheme still meet a business need for unique identification of a case as well as the other identifying information currently needed, primarily to shelve the physical file. The structure of the new case management system also influenced the new case numbering scheme.RationaleCase numbering schemes have typically evolved from manual filing systems. They were originally intended to uniquely identify a case, maintain a count of number of cases filed and to enable court staff to quickly obtain certain characteristics of the case from the number (e.g. type of case, year filed) and as a means to store the files so that they can be easily retrieved. The statewide implementation of MNCIS provides an opportunity to consider several options. The primary purpose of the case number in the electronic world is to simply uniquely identify a case. Our challenge was to decide on a case numbering scheme that will serve our needs as we move toward a paper on demand court. The reality is, this transition will take years and we will continue to have a need to store physical case files in the interim. Therefore, the case numbering scheme that we adopt for MNCIS today must still contain many of the same elements as our current case numbering system (jurisdiction, case type, year filed and sequential number). Impact Within Judicial BranchThis recommendation may require some courts to alter their current file storage arrangement.Impact On Other AgenciesOther agencies and stakeholders need to be informed and become familiar with the new case numbering scheme. Case type indicators are more intuitive and easier to understand.Communication Strategy This information will be posted on the MNCIS website on the Uniform Court Practice (UCP) page. Also, this information will be reviewed with each county as part of implementation preparation. Criminal justice agencies and other agencies will be notified of the new case numbering scheme.Implementation PlanMNCIS will be configured to accommodate the statewide case numbering scheme as described. Additional InformationMNCIS will not require the user to enter dashes when entering a case number into the system. It also does not require the use of leading zeros in the number. MNCIS has a file label feature that will allow courts to print labels for file jackets. Courts may choose to use this feature instead of or in addition to ordering pre-printed file jackets. The MNCIS Site Coordinators will assist Court Administrators to prepare for the transition to the MNCIS case numbering scheme as part of the MNCIS implementation. The attached document contains some of the key points that the Site Coordinators and Court Administrators will be reviewing and discussing: . EMBED Outlook.FileAttach November 16, 2004 - ADDENDUM The MNCIS Steering Committee reviewed this UCP in response to feedback provided regarding the impact of this uniform court practice as it relates to the VB and CR case type indicators. Members of the Steering Committee understand the practical problems some courts are experiencing or will experience with the change brought about by this UCP in the traffic and criminal areas in particular. This issue continues to be evaluated and assessed to determine whether additional system functionality will serve to alleviate the concerns expressed. In the meantime however, please be advised that UCP 18 as it currently stands has been adopted as an approved Uniform Court Practice. All courts should follow it as they implement MNCIS. Since this UCP was approved, new features have been added to the system. The design for these features was based on the use of case type indicators as prescribed in UCP 18. Please be advised that some of these features may be compromised in courts not following this UCP and certain risks and liability may be assumed. Known issues include: Pay or Appear Final Notices to work most effectively, this batch process is dependent on only payable offenses being added to the VB case type. Currently a citation added in this case type requires an appear by date be entered and is not intended for a mandatory appearance charge. Pay or Appear notices are generated and the case is automatically updated to reflect that a notice was sent. Cases requiring a mandatory appearance but entered as VB could be updated inaccurately through the automated Pay or Appear process if not caught by court staff. Auto Close Feature to work most effectively, this feature is also based on the premise that only payable cases are added to the VB case type. The streamlined case updating of this feature will automatically: Cancel any scheduled hearings with a reason of waived and paid without appearance, resulting in no credit for the hearing occurring Add a disposition of convicted to all counts Changes case status to closed Automatically certify to DVS (if a certifiable charge) If the Auto Close Feature was used on a mandatory appearance charge it could result in inaccurate convictions if not carefully evaluated by court staff Please be advised that the integration (pass) that occurs with other agencies such as DPS and BCA works differently with MNCIS than as did previously with TCIS. Most notably, the integration occurs real time and not in batch at the end of the day. It is important to be aware that a change or correction made to a case - even on the same day, may not get to the agency as intended. For example, the configuration of certain offenses in the MNCIS statute table prompts a pass to DPS when a disposition of Convicted is applied to that charge. Dispositions of Dismissed DO NOT pass to DPS. When Auto Close is used on a mandatory appearance case that has multiple certifiable charges, all charges will pass as a conviction. If one or more of those charges were actually dismissed, and even if the disposition is immediately modified to reflect dismissed, the erroneous conviction would have already been delivered to DPS.  MNCIS Uniform Court Practice (UCP)   DATE \@ "M/d/yyyy" 12/2/2004 @  TIME \@ "h:mm AM/PM" 9:28 PM Page  PAGE 3 of  NUMPAGES 3 "%&(8Yjpx~ Q[+5|[d3 F  +Tl" ƹƩơ^JaJ5\^JaJjC OJQJUV^JaJjOJQJU^JaJOJQJ^JaJ 6]^J5B*\^Jph5B*\^Jph B*^Jph ^JmH sH  5\^J^J=%'L$If^`f$$Ifl*#*# @ 01#64 lae$Ift%&&'(9Ykopy~ d{{$If$If^`p$$Ifl0*#Z01#64 lae @.f$$Ifs##*# @ 01#64 sae$If^`]$$Ifl*#*#01#64 lae  @.< f$$Ifs##*# @ 01#64 sae$If^`]$$Ifs##*#01#64 saePQ]*+5Z  !$If$If & F$If$If^`Z[de(.8($Iff$$Ifs##*# @ 01#64 sae$If^`]$$Ifs##*#01#64 sae2 3 F P]$$Ifs##*#01#64 sae$If^`$IfF G $.P<]$$Ifs##*#01#64 sae$If^`f$$Ifs##*# @ 01#64 sae ,.<f$$Ifs##*# @ 01#64 sae]$$Ifs##*#01#64 sae$If^`  +,|.xf$$Ifs##*# @ 01#64 sae]$$Ifs##*#01#64 sae$If^`,Sh.f$$Ifs##*# @ 01#64 sae]$$Ifs##*#01#64 sae$If^`STlmd.Tf$$Ifs##*# @ 01#64 sae$If^`]$$Ifs##*#01#64 saep.`]$$Ifs##*#01#64 saef$$Ifs##*# @ 01#64 sae$If^`u l=nnnnnnn !h$If^h`h$If^h` & F$Iff$$Ifs##*# @ 01#64 sae O# .!!!o%p%q%r%$If^` !h$If^h` & F !$If & F $If & F $If & F $If & F !$If " .!p%s%t%%%%%%%%%%%%%%%%%%%%%%%%%%%%%& &0JCJmHnHuj0JCJU0JCJjUmHnHu 5\^J5CJ\^J^J^JaJ"r%s%t%%%%&&&&&&&rp  ^`  !$ &dP ^`]$$Ifs##*#01#64 sae &&& & ^` 1h/ =!"#x$x%Dde0  # A26l"RU/ӻ@D`! l"RU/ӻ@ `K xV;OA;FZ(111DmLlyH@CO7Ujia";TLnݽ#A 7B€CizLOC"ޘ;K,t2Z[E&(Ӹ͑F;@8Gl"nhS8E fS4رm7_^ᣍVqb8勆$$$8 1yq(.V>BL^"ag…^!s\/`:7;pOQMEq<uׇ(VOqVe2x~`]ߏf0Ǖd X űW+kxtʏYD[o?;&;̖,4b DrBVyɱLI-w]X\$Hv^ʹBR`֐5cUkRp<"[}߶  !"#$%&'()+,-./01478t9:;<=u?@ABCDEFGHIJKLMNOPQRSTUVWXYZ[\]^_`abcdefghijklmnopqrsvyz{|}~Root Entry F c? 6Data *WordDocument "RObjectPoolg(g/g_11256885441Fg(gg(gOle CompObjvObjInfo  !"#$%&'()*+,-./0456789:;I=>?@ABCDEFH 1FOutlook File AttachmentOutlook.FileAttachOutlook.FileAttach9qCase Numbering Worksheet.docCase Numbering Worksheet.doc CASENU~1.DOC.doczl?!A Ff ( n:n:n:n:n:n:n:n:n:n:n:n:n:                       & IconOnly Tahomaw@ jbwbw0-.2 $0`KCase Numbering 2 10 `KWorksheet.docg. nOh+'0<X lx    18 MummSCaummlThis is the template used for writing up Proposed Uniform Court ࡱ> 130M @ bjbj== "WW# l    $8 $!2      c!e!e!e!e!e!e!$# 6%! ' | !    !   (   c! c!  |Jc!  \$| 4g c!!0!y % %c! $$    Elements of Case Number per UCP 18:  Jurisdiction: County number (satellites will include an additional two-character indicator) 10- Case Type: A two-letter indication of the major case areas. Civil = CV Criminal = CR (mandatory appearance cases) Violations Bureau = VB (non-mandatory cases) Juvenile = JV Conciliation = CO Probate = PR  Family = FA 10-FA  Year: A two-digit year code 10-FA-03  Sequence: Annually, the sequence will start at one (1) for each case type in each jurisdiction. 10-FA-03-1 Points of Clarification: When implementing mid-year, the county may start over with number 1 or begin with a sequential number (estimated and higher than last TCIS case entered). A county may choose to have MNCIS assign CV, CR, PR, and FA cases using the same number pool or separate numbering. Counties currently have case numbers assigned by TCIS by one of two methods*: 1. C, K, F, and P cases beginning with 1 annually in the same case numbering sequence. (T and S cases beginning with 1 in separate case numbering sequences.) 2. All cases (C, K, F, P, T, or S) beginning with 1 annually in separate case numbering sequences. File Folders: If a county chooses to follow their TCIS numbering sequence (by estimating a TCIS end number) and method* in MNCIS, there will be less impact on their pre-numbered file order. There will be a greater number of cases generated in the Criminal case category as it will now include the TCIS traffic cases that have mandatory appearance. There is a need for different (or additional) letter stickers. (For the year of implementation, it is probably acceptable to handwrite the new letter digits. For the future, the stickers should also be available in CV, PR, CR, VB, JV, CO, and FA.) Courts may choose to use the MNCIS file label feature. 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