1 berny schiff cpa, collections financial analyst sandra mabbett, judicial information analyst
TRANSCRIPT
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Berny Schiff CPA, Collections Financial Analyst
Sandra Mabbett, Judicial Information Analyst
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Today’s SessionToday’s Session
• What is OCA?
• Collection Improvement Program
• Court Collection Reporting System– Collecting Data– Using the Data
• Other Justice Court Data on Website
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Today’s SessionToday’s Session
• Judicial Council - Monthly Court Activity Reports
• Judicial System Directory
• Running Justice Court Activity Reports
• Changes in Case Categories
• Form Changes 09/01/13
• Q & A3
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Texas Office of Court Texas Office of Court AdministrationAdministration
• State Agency• Created in 1977• Chief Justice - Texas Supreme
Court• Provides Administrative &
Technical Support• Serves Approximately 2,700
Courts in the State• (512) 463-1625
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Collection Improvement ProgramCollection Improvement Program
• Set of Principles and Processes designed to assist cities and counties with collecting court costs, fees, and fines when payment is not made immediately.
• Assist with compliance
of court orders.
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Collection Improvement ProgramCollection Improvement Program“Program Classifications”
• Mandatory (Texas CCP Article 103.0033)– County Pop 50K, City Pop 100K– 90 Implemented
• Voluntary– 66 Cities and 23 counties fully or partially
implemented
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Collection Improvement ProgramCollection Improvement Program“Program Training”
• Developing and designing a program• The application/contact information process• Conducting an effective interview• Determining the appropriate payment schedule• Defendant communication
– Face to face communications– Phone techniques– Effective notices– Dealing with difficult defendants– Skip tracing strategies and techniques
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Cynthia Montes
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Using Your CCRS DataUsing Your CCRS Data(Court Collection Reporting System)(Court Collection Reporting System)
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Court Collection Reporting SystemCourt Collection Reporting System
((CCRSCCRS))
10www.collections.courts.state.tx.us/loginwww.collections.courts.state.tx.us/login
Internet Explorer
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What is being reported in the What is being reported in the CCRS?CCRS?
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Two Required Reports:
• OCA Monthly Collections Report – gathers revenue data related to collections
• Annual Financial Information Report – gathers expenses related to the Collection Improvement Program
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What is being reported in the CCRS?What is being reported in the CCRS?OCA OCA MonthlyMonthly Collections Report Collections Report
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Number of New Cases
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OCA OCA MonthlyMonthly Collections Report Collections Report (cont.)(cont.)
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Court Costs and Fees
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OCA OCA MonthlyMonthly Collections Report Collections Report (cont.)(cont.)
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Court Costs and Fees: Adjustments
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OCA OCA MonthlyMonthly Collections Report Collections Report (cont.)(cont.)
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Court Costs and Fees: Aging Schedule
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AnnualAnnual Financial Information Report Financial Information Report
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Employee Information
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AnnualAnnual Financial Information Report Financial Information Report
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Other Information
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AnnualAnnual Financial Information Report Financial Information Report
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Jail Information
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CCRSCCRS
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“Telling a Story”
Information
The “Right” Data
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CCRSCCRS
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•Correct Data (Data Entry and Computations)
•Definition (Includes and Excludes)
•Usage (Footnoting Differences)
The “Right” Data
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CCRSCCRS
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•Dictionary: Knowledge communicated or received concerning a particular fact or circumstance
Information
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CCRSCCRS
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CCRSCCRS
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CCRS Data / Information
++Institutional Knowledge
“Telling a Story”
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Institutional KnowledgeInstitutional Knowledge
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•Find the knowledgeable staff member(s)
•Ask the “right” question(s)
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Institutional KnowledgeInstitutional Knowledge
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• From the Judge:“The citations that were coming from the toll road are no longer coming to my court.”
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CCRSCCRS
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Institutional KnowledgeInstitutional Knowledge
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•From the Collector:“We are getting a large number of defendants with multiple cases.”
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CCRSCCRS
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Return On Return On ExpenditureExpenditure (ROE) (ROE)
What is the Return on Expenditure?
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• It is a cost/benefit analysis provided to demonstrate the value of the collection process and the Collection Improvement Program
• It uses the jurisdiction’s own data to show that the costs do not exceed the benefit
• Collections - Dollars paid by defendants; it does not include jail credits, community service credits, and waivers.
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Return On Return On ExpenditureExpenditure (ROE) (ROE)
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FY 2012Column1
Total Collections $226,643.06Less Amount Collected Immediately (Est. 27.2%) $61,646.91Payment Plan Collections $164,996.15*Less Estimated to State (Est. 58% of Court Costs & Fees) $39,873.95 Net Payment Plan Collections to Jurisdiction $125,122.20 Collection Expenditures $26,433.49Return on Expenditure (ROE) $4.73* Additional calculations not shown
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Return On Return On ExpenditureExpenditure (ROE) (ROE)
How does our jurisdiction compare with others?
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• Uses the jurisdiction’s reported information:– Annual Financial Information (for Costs/Expenditures)– OCA Monthly Collections Report (for Collections)
• The Amount Collected Immediately varies:– Uses the percentage as determined by the Post
Implementation Rate Review (Audit Section)
or– Uses the average of the Post Implementation Rate
Review percentage (Currently 27.2%)
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Return On Return On ExpenditureExpenditure (ROE) (ROE)
How does our jurisdiction compare with others?
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Differences that make ROE comparisons difficult if not impossible:• Case Type • Technology
• Volume • Program Structure
• Resources • Economy
• Salary Costs • Geography
• Fringe Benefits (Health Benefits)
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Return On Return On ExpenditureExpenditure (ROE) (ROE)
Is the ROE pre or post implementation?
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• ROE is post implementation
• ROE is a cost/benefit analysis for the latest year
• ROE compares what was spent to what was collected via payment plans
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Future: In-Depth Analysis Future: In-Depth Analysis
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• Quantitative trends: a historical examination of amounts assessed, collected, and credited.
• Age of collections: a historical examination of the age of amounts collected and importance of early payment or other satisfaction.
• Impact of satisfying assessments by credits given for: jail time served (and associated jail costs), community service performed, and waivers have on collections.
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Future: In-Depth Analysis Future: In-Depth Analysis
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Future: In-Depth Analysis Future: In-Depth Analysis
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Future: In-Depth Analysis Future: In-Depth Analysis
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Collection Improvement ProgramCollection Improvement Programwww.courts.state.tx.us/oca/collections/collectiowww.courts.state.tx.us/oca/collections/collections.aspns.asp
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Collection Improvement ProgramCollection Improvement Programwww.courts.state.tx.us/oca/collections/collectiowww.courts.state.tx.us/oca/collections/collections.aspns.asp
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Collection Program Survey FormCollection Program Survey Form
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Components - CIPComponents - CIP
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CIP Audit WebpagesCIP Audit Webpageshttp://www.courts.state.tx.us/oca/collections/cipaudithome.asp
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CIP Model FlowchartCIP Model Flowchart
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CIP Reporting RequirementsCIP Reporting Requirements
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CIP Software Providers’ Reporting CIP Software Providers’ Reporting RequirementsRequirements
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Evaluating Collections SoftwareEvaluating Collections Software
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Justice Court Convictions Court Cost ChartJustice Court Convictions Court Cost ChartCurrentCurrent
www.txcourts.gov/oca/pdf/JusticeCourtConvictiowww.txcourts.gov/oca/pdf/JusticeCourtConvictionsCourtCostChart.pdfnsCourtCostChart.pdf
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Justice Court Convictions Court Cost ChartJustice Court Convictions Court Cost ChartHistoricalHistorical
www.txcourts.gov/oca/pdf/JusticeCourtConvictiowww.txcourts.gov/oca/pdf/JusticeCourtConvictionsCourtCostChart2010.pdfnsCourtCostChart2010.pdf
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Withdrawing Funds from Inmate Trust Withdrawing Funds from Inmate Trust Accounts Accounts
www.courts.state.tx.us/oca/collections/list_instr.awww.courts.state.tx.us/oca/collections/list_instr.aspsp
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www.courts.state.tx.us
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Court Structure of TexasCourt Structure of Texaswww.courts.state.tx.uswww.courts.state.tx.us
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Precinct Maps Precinct Maps www.courts.state.tx.us/courts/jpmaps.aspwww.courts.state.tx.us/courts/jpmaps.asp
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Judicial Qualifications Judicial Qualifications www.txcourts.gov/oca/jcc/docs/JudgeQualificatiowww.txcourts.gov/oca/jcc/docs/JudgeQualifications08.pdfns08.pdf
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Judicial Ethics Judicial Ethics www.txcourts.gov/judethics/judethics-home.www.txcourts.gov/judethics/judethics-home.aspasp
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Judicial Ethics Judicial Ethics
www.txcourts.gov/judethics/judethics-home.asp
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Official Uniform Model Jury Summons Official Uniform Model Jury Summons and Questionnaire and Questionnaire
www.courts.state.tx.us/pubs/jsummons.asp
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OCA – Other Services to Justice CourtsOCA – Other Services to Justice Courts
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• Requests for Attorney General’s Opinions
• State Legislative – OCA:– Provides input for proposed legislation
affecting the Judicial Branch of State Government
– Provides input on proposed legislation to the potentially affected courts so possible feedback can be provide back to the State Legislature
– Summarizes enacted legislation and how the legislation might affect the courts
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OCA – Other Services to Justice CourtsOCA – Other Services to Justice Courts
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• Provides training on Capias Pro Fine
• Assists courts in determining records retention schedules
• Helps courts respond to requests for records, www.courts.state.tx.us/rules/openrecstate.asp
• Provides technical legal assistance when appropriate
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QuestionsQuestions
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?Manager: [email protected]@txcourts.gov, 512-936-0991
Analyst: [email protected]@txcourts.gov, 512-936-7557
North: [email protected]@txcourts.gov, 940-349-2818
Houston: [email protected]@txcourts.gov, 713-314-5778
Central: [email protected]@txcourts.gov, 512-936-7555
East: [email protected]@txcourts.gov, 903-216-4308
South: [email protected]@txcourts.gov, 956-973-7830