State of Washington Administrative Office of the Courts

State of Washington Administrative Office of the Courts Review and Validation of Statewide Judicial Information System (JIS) Strategy Project Planning Meeting Engagement: 221051040 August 24, 2005 consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 1

Purpose of this Presentation n Present an overview of Gartner’s engagement methodology, project team, and draft project plan for this engagement. n Solicit input on the draft project plan n Review a high-level draft of the final report table of contents n Agree on near term next steps and schedule activities n Documents for Review n Interviews n Focus Groups n Workshops consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 2

Presentation Agenda n Background n Objective of the engagement n Gartner’s Project Team n Assessment Approach and Methodology n Specific Engagement Activities n High Level Final Report Table of Contents n Draft Project Work Plan n Near Term Next Steps consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 3

Background n The Judicial Information System (JIS) is the statewide information system, and was formed in 1976 upon recommendation by a task force comprised of Supreme Court justices, trial court judges and legislators. It supports automation in juvenile, municipal, district, superior, and appellate courts and over 10, 000 users access data in the JIS, including judges, court staff, attorneys, law enforcement, and private sector businesses. n Governance of the JIS is delegated to the JIS Committee (JISC). The JISC developed a JIS Migration Plan to guide the transition from the current legacy systems to an integrated, service oriented system that will deliver intuitive tools for performing court functions, to increase access to data across all court levels and to improve court processes and business practices. The Migration Plan specifies the priority in which systems will be replaced, and provides the basis for project plans, schedules and budgets over the three biennia from FY 2002 through FY 2007. n The project is faced with questions and issues similar to many large IT projects, including scope, schedule and budget concerns. The AOC has therefore decided to conduct a review of its overall strategy for JIS and current capabilities to implement the JIS Migration Plan. consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 4

Objective of this engagement There are four key objectives for this engagement: 1. Business Case Validation — validate and update the business case for the JIS and provide a strategy for validating overall requirements for the entire court system as required. 2. Current Capability Validation — complete a comprehensive review of JIS resources in order to determine capabilities and readiness. 3. Plan Validation — validate planning assumptions through an assessment of the project scope, governance model, communications plan and budget and make recommendations for improvement. 4. Review of other States’ Applications — assist the AOC in planning visits to other states that have undertaken or are currently completing a development cycle similar to JIS. Report conclusions will be presented to the State’s JIS Committee on September 29, 2005. consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 5

Project Team n Engagement Manager/Project Executive. Provides executive leadership and direction to the project team, including the framework for project approach and deliverables. Has responsibility for success of the Gartner engagement, including review of deliverables. Coordinates with the client’s project executive sponsor(s). n Project Manager. Responsible for day‑to‑day project operations, ensuring timely completion of work plan tasks and deliverables with the highest quality. Ensures that the appropriate Gartner resources are utilized in the most effective manner to meet client needs and commitments. Coordinates with the client’s project manager or coordinator. n Quality Reviewer. Ensures overall quality of deliverables and client satisfaction. Conducts internal review of key client deliverables with Gartner project team prior to delivery to client. n Project Consultant. Works closely with client to complete work plan tasks and high‑quality deliverables. Conducts data collection and analysis, and assists in development of deliverables. n Subject Matter Expert. Provides depth and breadth of expertise in specific areas to support the development of client deliverables. As appropriate, assists in facilitating client workshops to build consensus around specific strategy areas. consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 6

Assessment Methodology Gartner’s Project Assessment methodology encompasses a multi‑step process that drives both the business and technical issues, and supporting mitigation strategies that must be addressed to successfully implement the project objectives of the State. consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 7

Specific Engagement Activities Step 1 Project Planning and Initiation (Today’s Activity) n Ensure our overall understanding of the team’s roles, responsibilities and key activities associated with this engagement. n Review the draft project plan and approach, discuss roles and responsibilities, discuss key dates and milestones, and organize any additional project logistics. n Based on the above, prepare an updated project work plan and schedule, which will include tasks, duration, work efforts and assignments. consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 8

Specific Engagement Activities Step 2 Document Business Case and Strategy n Gartner will conduct 10‑ 15 one‑hour interviews with key business and IT stakeholders to obtain a comprehensive understanding of the project’s overall objectives, as well as to obtain an understanding of any issues and limitations associated with the current approach. In addition, we will use these interview sessions to validate key stakeholder expectations for the JIS Migration Plan both from a business as well as technology perspective. n Secondly, Gartner will focus its efforts on obtaining a detailed understanding of the current and target environment for the planned migration and replacement of existing court information systems. This activity will be accomplished through 4 four‑hour focus groups sessions with key business and technology staff associated with the JIS Project. n Finally, Gartner will conduct a four‑hour Business Case workshop with key AOC business and technology thought leaders in order to develop consensus on the business objectives, high level business requirements, expected benefits and measurable outcomes (financial measures, performance outcomes, etc. ) for the JIS Project. The output of the Business Case workshop will provide the “criteria” by which the JIS Project will be assessed in later steps. consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 9

Specific Engagement Activities Step 3 Best Practices and Technology Trends n During this step Gartner will leverage our research team to review and assess current technology trends and best practices that are relevant to the State’s JIS Project. Areas of focus will include: q Systems integration approaches and critical success factors q Replacement and migration approaches and critical success factors q Service oriented architecture (SOA) capabilities and limitations q Implementation best practices n Gartner will present our findings in a four‑hour Best Practices and Technology Trends workshop with State stakeholders and project team members. The intent of the workshop will be to provide a technology foundation and set of best practices that all parties agree will form the foundation for our technical assessment activities going forward. consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 10

Specific Engagement Activities Step 4 Assess Project Management Plans and Deliverables n During this step, our activities will be focused on an assessment of the JIS Project in two key areas: 1) the project’s Project Planning and Management Approach; and 2) a review of Project Deliverables that have been completed to date. n Our Project Planning and Management Approach assessment will focus on the following critical areas: The above review process will include 6‑ 8 interviews with project management and information technology staff and other key stakeholders as appropriate. consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 11

Specific Engagement Activities Step 5 Assess Proposed Technology Environment n Gartner will conduct a high level review of the proposed JIS technology environment and identify other alternatives that also meet business objectives in order to validate the current approach as a viable alternative. The objective of this step is twofold: q First, to validate candidate JIS technology alternatives(s) being considered, and q Secondly, confirm whether the current technology approach is a viable alternative in comparison to other approaches n Gartner will assess the alternatives by performing a high level gap analysis between the AOC business objectives and the alternative approaches in a four‑hour workshop with AOC business and technology stakeholders. Other criteria could include: q Long‑term viability of the support and maintenance impacts of the JIS technologies q Ease of integration with both internal and external systems q Implementation viability and risk q Relative cost of different approaches consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 12

Specific Engagement Activities Step 6 Perform Risk and Readiness Assessment n In this Step, Gartner team will analyze the risks, benefits and issues associated with the JIS Project and how this initiative will meet both the business objectives and business requirements of the State. n Based on our research and experience, we will conduct an assessment of the risks associated with the overall JIS Migration Plan and develop strategic recommendations to mitigate these risks. n Gartner will provide recommendations on key performance metrics, which allow tracking of project completion against milestones set by the State. Key risk areas to be addressed include: q Business Benefit q Budget and Schedule Risk q Operational Risk q Organizational Risk q External Risk consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 13

Risk Assessment Format n Gartner will perform an assessment of risk and readiness around five key project areas: n Business Benefit n Budget and Schedule Risk n Operational Risk n Organizational Risk n External Risk For each of the above areas, Gartner describes the approach adopted by the project, provides a rating of that approach and provides recommendations as appropriate. n Gartner uses a “red light/yellow light/green light/blue light” reporting strategy relative to the current phase of the project. n “Blue Light” (Exceeding Project Schedule and Quality Standards): The approach exceeds “Best Practices” project standards. The approach has enhanced system delivery success. “Green Light” (Acceptable to Excellent, i. e. , “Low Risk”): The approach meets or exceeds solid project management standards. To receive this ranking, the approach must present no significant risks to the project. “Yellow Light” (Caution, i. e. , “Medium Risk”): The approach is not clearly defined, and/or presents a risk to the project. Recommendations for risk areas assigned this rating are important to ensure optimal project operation. “Red Light” (Risk Alert, i. e. , “High Risk”): The approach presents serious risks to the project and requires immediate attention. Recommendations for risk areas assigned this rating are essential for mitigating project risk. consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 14

Risk Assessment Format consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 15

Risk Assessment Format consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 16

Specific Engagement Activities Step 7 Validate Business Case and Strategy n As a result of the analysis conducted during the preceding steps, Gartner will validate whether the JIS Project’s overall strategic implementation approach will provide the expected benefits and meet the AOC’s business objectives. n Gartner will document findings in the final report and provide AOC with our expert opinion based on the State’s business criteria and the facts revealed during the discovery process. consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 17

Specific Engagement Activities Step 8 Develop Final Report and Conduct Presentation n Based on the analysis conducted in the preceding steps, we will assess the overall performance of the State with regard to the JIS Project. This deliverable will comprise an assessment of the key areas defined in the above tasks. n Gartner will present our findings and recommendations to JIS Committee on September 29 th. n Based on any additional information obtained during the review and feedback process, we will make modifications to our draft findings and develop final report for submission on October 30 th. n Gartner understands that AOC plans to conduct site visits to other states involved in or having recently completed a development cycle similar to the JIS. Gartner will prepare a separate deliverable that provides AOC with an agenda, schedule, discussion topics and other planning support for these visits. consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 18

Final Report Draft High Level Table of Contents n Executive Summary n Section 1 - Engagement Overview n Section 2 - Current System Environment and Rationale for Replacement n Section 3 - Strategy and Proposed Solution n Section 4 - Assessment of the Proposed Solution n Section 5 - Implementation Readiness and Risk Assessment n Section 6 - Recommended Implementation Strategy n Section 7 - Summary and Recommended Next Steps consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 19

High Level Project Schedule consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 20

Near Term Next Steps n Schedule Interviews for the Week of 08/22 n Collect Requested Documentation for Review n Define Focus Groups and Schedule Interviews n Define Workshop Participants and Schedule Workshops consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 21

x Questions or Comments? consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 22

Engagement Manager Richard Flowerree Office: 619 - 542 - 4815 Mobile: 619 - 517 - 1500 email: richard. flowerree@gartner. com Project Manager Steven Shum Office: 909 -396 -5838 Mobile: 951 -201 -4764 email: steven. shum@gartner. com Gartner consulting State of Washington Administrative Office of the Courts JIS Strategy Review and Validation – Project Planning Meeting Gartner is a trademark of Gartner, Inc. or its affiliates. © 2005 Gartner, Inc. and/or its affiliates. All rights reserved. Page 23