Kentucky Marriage Certificate Template by gdy65554

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									Innovations in Intake - Ohio
                        EJC 2008

       Ron Staudt
       Rachel Medina
       Center for Access to Justice & Technology
       Chicago-Kent College of Law

       John Mayer
       Center for Computer Assisted Instruction

       Cynthia Vaughn
       Ohio Legal Assistance Foundation

                                                   November 21, 2008
     Innovations in Intake
A2J Author® enables new models
   Origins of A2J Author®—Ron Staudt
       Listen to the customer
       Meet the customers’ needs
       Keep it simple and make it fun
       Educating the client community, empowering pro se actions,
        bringing e-filing to the public and making online intake a reality.
   Technical Insights—John Mayer
       Advanced tools
       Open and flexible programming techniques
       Rapid development and nimble prototyping
   Making the tools work– Rachel Medina
       A2J Author® partnerships and projects
       Web 2.0 and learning communities
       Manuals, training and telephone support
   Project-in-Process – Cynthia Vaughn
       An Ohio example
                                                                              2
Center for Access to
Justice & Technology

   Curriculum: Public Interest Certificate

   Research: Meeting the Needs of Self Represented
    Litigants w/ NCSC & Institute of Design

   Access to Justice:
       A2J Author® Project w/ CALI
       Self Help Web Center w/Cook County Circuit Court &
        Clerk
       A2J Author® Student Editorial Board
                                                      3
         Meeting the Needs of Self Represented
         Litigants: A Consumer Based Approach


•Identify the major barriers to
access to justice by litigants
without lawyers
   •Ethnographic research in 5
   courts, California, Delaware,
   Colorado & Illinois

•Employ the latest in system
design methodology to redesign
the process
   •Design Factors, Function
   Structure, Information Structure,
   Solution Elements, System
   Structure                                     4
          The Prototype:
Joint Simplified Dissolution of Marriage




                                           5
         Meeting the Needs of Self-Represented
         Litigants: A Consumer Based Approach



   Prototype Lessons Learned:
       The Interface works!

       Custom development requires expensive
        technical expertise

   Solution
                                                 6
                         (2004…present)


   A2J Author® - a factory or a software
    machine to make hundreds of these front-
    ends for court forms, at a very low cost.

   A2J Author® capitalizes on the front-end
    interface developed in the JSDM Prototype,
    while providing tools for authors to create
    guided interviews on their own.
                                                  7
             Connecting the Public
to the Courts and the Legal System via the Web
                                          8
Contributors




               9
      A2J Author®:
Document assembly front-end



                      Petition for a
                      Protection Order




                                         10
                  A2J Author®:
                    Website Guide



What’s the next step?
  Where do I go?
 Who do I need to
      contact?




                                    11
                      A2J Author®
                E-Filing Public Interface


LEXISNEXIS                          PDF
     HotDocs
     OnLine                         XML
                                            CM/ECF
           Customer Data
                                            E-Filing




   XML



                           A2J                     12
                                                 A2J Author®
                                      Online Intake Interface


            A2J Guided Interview™ for Intake (.a2j files)




                                                                Case Management System




                                                                 Answer File Data Now
                                                               Available For Review in the
                                                                   Case Management
Interview                                                              System….
Answers               XSL                       Transformed         ….conflicts check
  (.anx            Transform                    Answer Files       ….attorney review
   File)                                                              ….processing




                                                                                             13
             Questions?

        Contact Information:
           Ronald W. Staudt
Chicago-Kent College of Law
     Phone: (312) 906-5326
Email: rstaudt@kentlaw.edu
                               14
                                                 A2J Author®
                                      Online Intake Interface


            A2J Guided Interview™ for Intake (.a2j files)




                                                                Case Management System




                                                                 Answer File Data Now
                                                               Available For Review in the
                                                                   Case Management
Interview                                                              System….
Answers               XSL                       Transformed         ….conflicts check
  (.anx            Transform                    Answer Files       ….attorney review
   File)                                                              ….processing




                                                                                             15
.ANX




       16
.ANX




       17
.ANX




       18
 .ANX

<Answer name="OP HOME_ADDRESS1">
    <RptValue>
         <TextValue>234234</TextValue>
         <TextValue>asdasd</TextValue>
         <TextValue>345345</TextValue>
    </RptValue>
</Answer>
                                     19
                                                 A2J Author®
                                      Online Intake Interface


            A2J Guided Interview™ for Intake (.a2j files)




                                                                Case Management System




                                                                 Answer File Data Now
                                                               Available For Review in the
                                                                   Case Management
Interview                                                              System….
Answers               XSL                       Transformed         ….conflicts check
  (.anx            Transform                    Answer Files       ….attorney review
   File)                                                              ….processing




                                                                                             20
  LS-XML
<ClientIdentification>
       <ClientIdentifier>1</ClientIdentifier>
       <PersonInformation PersonID="4" PersonIDRef="Client1">
         <PersonName>
            <NamePrefix></NamePrefix>
            <FirstName>Harry</FirstName>
            <MiddleName>Fred</MiddleName>

          <LastName>Client1</LastName>
          <NameSuffix>Jr.</NameSuffix>
          <FullName>Happy Freakn Client1</FullName>
        </PersonName>
        <Address>
          <AddressLine>192 Harrisburg Ln.</AddressLine>
          <AddressLine>Suite 213</AddressLine>
          <City>Cleveland</City>                                21

          <County>Cuyahoga</County>
                                                 A2J Author®
                                      Online Intake Interface


            A2J Guided Interview™ for Intake (.a2j files)




                                                                Case Management System




                                                                 Answer File Data Now
                                                               Available For Review in the
                                                                   Case Management
Interview                                                              System….
Answers               XSL                       Transformed         ….conflicts check
  (.anx            Transform                    Answer Files       ….attorney review
   File)                                                              ….processing




                                                                                             22
         XSLT
<xsl:element name="ClientIntake">
             <xsl:element name="ClientIdentification">
                          <xsl:element name="ClientIdentifier">
                                       <xsl:text></xsl:text>
                          </xsl:element>

             <xsl:element name="PersonInformation">
                          <xsl:variable name="userfirstname" select="//Answer[@name='User First Name TE']"/>
                          <xsl:variable name="usermiddlename" select="//Answer[@name='User Middle Name TE']"/>
                          <xsl:variable name="userlastname" select="//Answer[@name='User Last Name TE']"/>

                          <xsl:element name="PersonName">
                                        <xsl:element name="NamePrefix">
                                        </xsl:element>
                                        <xsl:element name="FirstName">
                               <xsl:value-of select="$userfirstname"/>
                                        </xsl:element>
                                        <xsl:element name="MiddleName">
                               <xsl:value-of select="$usermiddlename"/>
                                        </xsl:element>
                                        <xsl:element name="LastName">
                                                      <xsl:value-of select="$userlastname"/>
                                        </xsl:element>
                                                                                                             23
            A2J Author®                                        Does Not Have
   Online Intake Interface
                                                                to be XML!!
            A2J Guided Interview™ for Intake (.a2j files)




                                                                     Case Management System
                                                                    -HTML
                                                                    -Comma delimited
                                                                       Answer File Data Now
                                                                    -CSV For Review in the
                                                                     Available
                                                                         Case ole’ text
                                                                    -Plain Management
Interview                                                                    System….
Answers               XSL                       Transformed         -SQL INSERTs
                                                                          ….conflicts check
  (.anx            Transform                    Answer Files             ….attorney review
   File)
                                                                             etc.
                                                                    -etc,….processing



                                                                                              24
        A2J Author®
   Online Intake Interface
                                                            Every transform is unique
                                                            to ...
            A2J Guided Interview™ for Intake (.a2j files)


                                                            -The interview
                                                                     Case Management System
                                                            -The destination database

                                                                        Answer File Data Now
                                                                      Available For Review in the
                                                                          Case Management
Interview                                                                     System….
Answers               XSL                       Transformed                ….conflicts check
  (.anx            Transform                    Answer Files              ….attorney review
   File)                                                                     ….processing




                                                                                                    25
  Create, Store & Serve A2J Guided
  Interviews® for Online Intake
CREATE                 STORE              SERVE

              National Public Automated
                  Documents Online
                       (NPADO)
                  “National Server”
               A2J Guided Interview
                  for Online Intake


                 OR

               Your Own Local Server

               A2J Guided Interview
                 for Online Intake
Capturing the Data Collected in
A2J Guided Interviews®
            Client name TE

            Client DOB DA

           Client address TE

            Client county TE




                               A2J Author Answer File (.anx
Send, Translate, and
Import Data
   SEND
                             Local Server
    National Server
       (NPADO)
          OR          TRANSLATE         IMPORT
     Local Server

                         XSL
                      Transform      Transformed
                                     Answer Files
     A2J Author
     Answer File
     (.anx)
                                      -Conflict
                                        Check
                                      -CMS File
        Questions?

  Contact Information:
           John Mayer
                 CALI
Phone: (312) 906-5307
Email: jmayer@cali.org
                         29
                                  Activity Nationwide
                                       Partners & Statistics
                                                                     Chicago-Kent College of Law
   States with A2J Guided Interviews                         ®
                                                                      / Student Editorial Board
       (according to NPADO server statistics thru 7/1/08)
                                                                              Projects
           21 States, U.S. Virgin Islands &                              Ventura County, California
                  Ontario (Canada)                                       (various interviews in process)
Alabama, Arizona, Arkansas, California, Idaho, Illinois, Kentucky,
   Louisiana, Maryland, Massachusetts, Minnesota, Mississippi,             Illinois Legal Aid Online
 Montana, Nebraska, New York, Ohio, Oklahoma, Pennsylvania,           (multiple interviews, either live or in
    Texas, U.S. Virgin Islands, Vermont, Washington, Ontario                      development)
                             (Canada)
                                                                       E-Filing System Projects
  Registered Users of A2J Author® 2.0
            (per registration statistics thru 10/1/08)                     U.S. District Courts,
                                                                             Eastern Missouri
              33 States, D.C., Guam,
                                                                     Manatee County Clerk of the Circuit
        Ontario (Canada), N.S.W. (Australia)
      Alabama, Arizona, Arkansas, California, Connecticut,
                                                                              Court, Florida
Washington, D.C., Florida, Georgia, Guam, Iowa, Idaho, Illinois,      (pilot project for the state of Florida)
   Kansas, Kentucky, Louisiana, Maryland, Maine, Michigan,              Clerk of Kane County, Illinois
   Minnesota, Missouri, Montana, Nebraska, New York, North
Carolina, New Hampshire, New Mexico, N.S.W. (Australia), Ohio,
  Oklahoma, Ontario (Canada), Oregon, Pennsylvania, Rhode             Case Management System
     Island, South Carolina, Virginia, Vermont, Washington
                                                                        Integration Projects
 As of July 1: 1219 active A2J Guided Interviews®                              Iowa Legal Aid      30
 34,042 A2J Guided Interviews® completed in 2008                         Legal Aid of Western Ohio
                           Training & Support

   Quarterly Trainings (announced on A2J Author Blog and docassembly listserv)
        New User
        Advanced
   Developer Calls
        Updates to the software
        Opportunity for input on software development
   Telephone Support
    (Center for Access to Justice & Technology, Chicago-Kent College of Law: 312-906-5331)
        Guidance on use of web materials
        General questions on use and implementation of interviews
        Assistance with troubleshooting as time permits
   Community Support
        Website: www.a2jauthor.org
        A2J Author blog: http://a2j_author_blog.classcaster.org/blog/
        Listserv: Hotdocs listserv managed by ProBono.Net and LSNTAP
         recently changed its name to the ―docassembly‖ listserv to
         incorporate A2J Author community                                                    31
     A2J Author® Community Support
           www.a2jauthor.org

   ―Online
    Guide‖
   Blog
   Bug Reports
   Feature
    Requests
   Community
    Forums
                                     32
             A2J Author®
              Starter Kit

   Web supported
    training materials
    (the ―online‖ guide)
   Each section of the
    online guide is
    subdivided:
       Tutorials
       Modules
       Demonstrations
                            33
                   A2J Author® Starter Kit

   Web-supported training materials
       Video Demonstrations (5)
           The Interview Tab
           Functions:
               Date & Today
               Age
           Importing
            Variables
           Organizing Steps
            & Questions
                                             34
              A2J Author® Starter Kit

   A2J Authoring Manual
       12 chapters
       4 appendices
       over 180 pages of
        training material
       special icons to indicate
        location of helpful tools:


                                        35
               A2J Author® Starter Kit:
                      Starter Interviews

1) Review script (―Report‖)
                2) Modify Interview
                             3) Test Interview/Create Answer File

               4) Create XSL transform to map
                   interview variables to CMS




                                                            36
                           Questions?

                      Contact Information:
                        Rachel R. Medina
Center for Access to Justice & Technology
             Chicago-Kent College of Law
                   Phone: (312) 906-5331
            Email: rmedina@kentlaw.edu
                                             37
An Ohio Example

   What is Ohio currently using for online
    intake

   New development using the A2J
    Author® Tool

   Integration with Pika Case
    Management
                                              38
         Legal Aid of Western Ohio
       (LAWO) Current Intake System

   Walk-in

   Hotline

   Web-based


                                      39
        Legal Aid of Western Ohio (LAWO)
          Current Intake System (continued…)


   Nearly 9,000
    online
    applications in
    2007
   Web makes up
    approximately
    30% of all intake
    traffic

                                               40
        LAWO’s A2J Author® Intake TIG

   Legal Aid of Western Ohio (LAWO) submitted a $30,000 TIG
    application in 2007 in order to:

       Provide the opportunity for all providers to ―share‖ in the
        intellectual capital and investment made by Iowa and
        LSC;

       Provide Ohio’s legal services providers with 24/7 online
        intake capabilities via a link through the LAWO website,
        as well as the Ohio Legal Services statewide website;

       Provide people in need with the ability to contact legal aid
        at all hours of the day and night.
                                                                      41
Ohio’s Replication of Iowa’s
A2J Author® Intake Template




                               42
                The ―Script‖…

   The script from Iowa’s initiative was used as the
    ―starting point‖ for the Ohio intake initiative.

   Modified as needed, with input from Legal Aid
    Line intake staff and LAWO attorneys.

   The script will be reviewed by all participating
    Ohio programs and will be edited based on the
    individual intake process for each program.

                                                        43
      LAWO’s A2J Author® Intake TIG
     User will complete the interview.

     The information gathered from the interview will be
      passed to Legal Aid Line’s Pika case management
      system by utilizing a custom-written piece of code called
      a ―transform‖ that converts the .anx file to a .php file.*

     The generated data file is then ―held‖ in a Pika staging
      table for review by intake staff, then it is transferred to
      the appropriate office.

     Transforms are, and should be, customizable by
      program based on elements (variables) in Pika, and are
      based on LSXML principles.
                                                                            44
    *Transform written by John Mayer, Computer-Assisted Legal Instruction
    LAWO’s A2J Author® Intake TIG
                          (continued…)




   Intake staff can then review the case before it is
    accepted into the program’s Pika case
    management system by utilizing a piece of
    code developed by the Ohio Legal Assistance
    Foundation (Ty Acker).

       Checks for conflicts and confidentiality issues.

       Follows the same intake process as the Hotline.


                                                           45
                        Case Management System
                             Data Collection
            A2J Guided Interview for Intake (.a2j files)




                                                               Case Management System




                                                                 Answer File Data Now
                                                               Available For Review in the
                                                                   Case Management
Interview                                                              System….
Answers              XSL                        Transformed         ….conflicts check
  (.anx           Transform                     Answer Files       ….attorney review
   File)                                                              ….processing
Ohio Web Intake
    Advantage of A2J Author® Intake
            Time Savings

   It is estimated that once fully implemented, the
    A2J Intake tool will save the client information
    gathering step; thus, shortening the intake
    process by 15-20 minutes, per client.

   A2J Intake will be available 24/7, which provides
    potential clients with a way to contact legal
    services outside of regular business hours; thus,
    potentially reducing the amount of call traffic (and
    waits on hold).

                                                       48
           Access through Ohio Legal
           Services Statewide Website

   Link for LAWO
    (and other
    participating
    providers) will be
    available under
    the ―Find Ohio
    Legal Help‖
    directory section
    of the Ohio Legal
    Services website.       Click here to complete the
                                                      49
                            online intake application
           Project Management

   Best practices in project management will
    be applied to all stages and phases of the
    Ohio A2J Author® Intake project.

   Actively using:
       Microsoft Project
       Issue Tracker (Kaivo tool)
       GoToMeeting / GoToWebinar
       Other: Poverty Law Survey Tool

                                                 50
LAWO A2J Author® Intake Project Plan
LAWO A2J Author® Intake Project Plan (continued…)
     Resources Involved in the Ohio LAWO
          A2J Author® Intake Project
   Ed Marks, Litigation Director, Legal Aid of Western Ohio

   Debra Jennings, Managing Attorney, Legal Aid Line of Western Ohio

   LAWO staff and Statewide Intake Staff

   Cynthia Vaughn, Ty Acker, Jeffrey Fortkamp, Ohio Legal Assistance Foundation

   Rachel Medina, Chicago-Kent College of Law

   John Mayer, Center for Computer-Assisted Legal Instruction

   Will Shryock, Network Administrator, Advocates for Basic Legal Equality (ABLE)

   Teresa Green, Technology Support, Advocates for Basic Legal Equality (ABLE)

   Eve Ricaurte, Iowa Legal Services

   Steve Gray, Michigan Legal Services                                              53
                  Questions?

             Contact Information:
                  Cynthia Vaughn
Ohio Legal Assistance Foundation
          Phone: (614) 728-6930
       Email: cvaughn@olaf.org
                                    54
          Thank You!

For Copies of This Presentation…

     Visit www.a2jauthor.org
               or
   Provide Your E-Mail Address
    On The Attendance Sheet
  And We Will Send You A Copy
                                   55

								
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