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Approve Minutes of the May 11, 2020, Judicial Council Technology Committee Meeting(S)

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Approve Minutes of the May 11, 2020, Judicial Council Technology Committee Meeting(S) www.courts.ca.gov/jctc.htm [email protected] J UDICIAL C OUNCIL T ECHNOLOGY C OMMITTEE O PEN M EETING A GENDA Open to the Public (Cal. Rules of Court, rule 10.75(c)(1)) THIS MEETING IS BEING CONDUCTED BY ELECTRONIC MEANS THIS MEETING IS BEING RECORDED Date: June 8, 2020 Time: 12:00 noon – 1:00 p.m. Connection Info: https://jcc.granicus.com/player/event/920? Meeting materials will be posted on the advisory body web page on the California Courts website at least three business days before the meeting. Agenda items are numbered for identification purposes only and will not necessarily be considered in the indicated order. I. O PEN MEETING ( C AL. R ULES OF C OURT, R ULE 10.75(C )(1)) Call to Order and Roll Call Approval of Minutes Approve minutes of the May 11, 2020, Judicial Council Technology Committee meeting(s). II. P UBLIC C OMMENT (CAL. R ULES OF C OURT, R ULE 10.75(K ) ( 1 ) ) Written Comment This meeting will be conducted by electronic means with a listen only conference line available for the public. As such, the public may submit comments for this meeting in writing. In accordance with California Rules of Court, rule 10.75(k)(1), written comments pertaining to any agenda item of a regularly noticed open meeting can be submitted up to one complete business day before the meeting. For this specific meeting, comments should be e-mailed to [email protected]. Only written comments received by 12:00 noon on Friday, June 5, 2020 will be provided to advisory body members prior to the start of the meeting. Meeting Agenda June 8, 2020 III. D ISCUSSION AND P OSSIBLE A CTION I TEMS (ITEMS 1 – 4 ) Item 1 Chair Report Provide an update on activities of or news from the Judicial Council, advisory bodies, courts, and/or other justice partners. Presenter: Hon. Kyle S. Brodie, Chair, Judicial Council Technology Committee Item 2 Update/Report on Information Technology Advisory Committee (ITAC) An update and report on ITAC will be provided; this will include the activities of the workstreams. Presenter: Hon. Sheila F. Hanson, Chair, Information Technology Advisory Committee Item 3 Futures Commission Directive: Intelligent Chat for Self Help Services – Status and Final Report (Action Requested) Review and discuss the ITAC Intelligent Chat Workstream Findings and Recommendations Report. The report explores and makes recommendations related to the use of intelligent chat technology for informational and self-help services. Consider the acceptance and submission of the report to the Judicial Council. Presenters: Hon. Michael Groch, Executive Sponsor Mr. John Yee, Enterprise Architect, Information Technology Item 4 Judicial Branch Web Template Preview (Information Only) Receive a preview of the new court website templates currently being developed by the Judicial Council. Presenter: Mr. Mark Gelade, Supervisor, Information Technology IV. A DJOURNMENT Adjourn 2 | Page Judicial Council Technology Committee www.courts.ca.gov/jctc.htm [email protected] J UDICIAL C OUNCIL T ECHNOLOGY C OMMITTEE M INUTES OF O PEN M EETING May 11, 2020 12:00 – 1:00 PM Teleconference Advisory Body Hon. Kyle S. Brodie, Chair; Hon. Hon. Todd C. Bottke, Vice-Chair; Hon. Ming Members Present: W. Chin; Hon. Jonathan B. Conklin; Hon. Rebecca Wightman; Ms. Nancy Eberhardt; and Ms. Rachel W. Hill Advisory Body Ms. Andrea K. Rohmann Members Absent: Liaison Members Hon. Sheila F. Hanson Present: Others Present: Ms. Heather L. Pettit; Mr. Mark Dusman; Mr. Andrae Randolph; Mr. Richard Blalock; Ms. Camilla Kieliger; Ms. Jamel Jones; Ms. Jessica Craven; and Ms. Jeannette Vannoy O PEN MEETING Call to Order and Roll Call The chair called the meeting to order, took roll call, and advised no public comments were received. Approval of Minutes The advisory body reviewed and approved the minutes of the March 9, 2020 open meeting and April 1, 2020 Action by Email. D ISCUSSION AND A CTION I TEMS Item 1 Chair Report Update: Hon. Kyle S. Brodie, Chair, welcomed and thanked everyone for attending. Judge Brodie discussed activities since the last meeting. Judge Brodie also reviewed the agenda topics for the meeting. Meeting Minutes │ M ay 11, 2020 Item 2 Update/Report on Information Technology Advisory Committee (ITAC) Update: Hon. Sheila F. Hanson, Chair of ITAC, provided an update and report on the activities of the advisory committee, its subcommittees, and its workstreams. Action: The committee received the report. Item 3 Technology-related Budget Change Proposals (BCPs) (Action Required) Update: Ms. Heather L. Pettit, Judicial Council Chief Information Officer, reviewed the technology- related concepts for BCP in light of the current budget situation. Action: The committee reviewed and discussed the proposed concepts, asked questions, and then reprioritized the topics for potential technology-related BCPs based upon the current budget situation. The committee unanimously determined that Security and Virtual Courthouse were the two budget concepts to be submitted to the Budget Committee. Included in the Virtual courthouse are: Remote appearances, digital evidence, data- driven forms and workflow, and statewide case index. Judicial Council Information Technology staff was directed to prepare the new budget change concepts and submit to the Budget Committee for its consideration. Item 4 IT Community Development Workstream – Status and Final Report (Action Requested) Update: Ms. Jeannette Vannoy presented the findings and final report from the IT Community Development Workstream. The workstream focused on the people-side of technology advancement and adoption for the judicial branch. Their study included leveraging technical staff resources to implement and support technology; what staff and judges need to know in order to use new technology; and how collaboration tools can be used to share experiences and promote innovation. The report details nine recommendations across four categories: overarching, resource sharing, education, and collaboration tools. Action: The committee reviewed the report, asked questions, and then unanimously approved formally sunsetting the workstream. The Committee requested that the ITAC Chair report on future efforts including the enactment of the recommendations, as appropriate. A DJOURNMENT There being no further business, the meeting was adjourned. 2 | Page Judicial Council Technology Committee Intelligent Chat Workstream Findings & Recommendations Report Executive Summary 1.0 OVERVIEW Courts directly serve members of the public, who range in court experience from first- time self-represented individuals to seasoned attorneys. Given this broad spectrum of court users, a multilevel customer service approach is well suited and necessary to address court customers’ varying needs, expectations, and access to justice. Consequently, Chief Justice Tani G. Cantil-Sakauye directed the Judicial Council Information Technology Advisory Committee (ITAC) to explore and make recommendations related to the use of intelligent chat technology to facilitate informational and self-help services to the public. Intelligent chat technology includes both (1) live chat, where a customer would interact with a live person through a website; and (2) chatbot technology, where a person would interact with an automated system on a website to ask questions and receive information. The Chief Justice’s directive followed the recommendation of the Commission on the Future of California’s Court System, which urged the use of intelligent chat technology to enhance judicial branch service by efficiently, consistently, and reliably answering frequently asked questions. In July 2018, ITAC convened the Intelligent Chat Workstream with the following goals: • Identify and prioritize self-help content appropriate for intelligent chat (in the form of user scenarios) that would provide court customers with the most value. • Identify policies that either currently inhibit, or would enable, intelligent chat implementation and adoption, including legislative, internal, or other policies. • Assess and recommend intelligent chat technologies for further exploration. Building on earlier court efforts related to chat services, the workstream explored evolving developments in the field and now proposes delivering chatbots to meet public need for access to the courts. Executive Summary: Intelligent Chat Workstream–Findings & Recommendations Report 2 2.0 STAKEHOLDER ENGAGEMENT & WORKSTREAM ACTIVITIES The multidisciplinary Intelligent Chat Workstream included participants from throughout the courts and Judicial Council staff. Members represented input from a wide range of stakeholders including judicial officers, court executive officers (CEOs), court information officers (CIOs), and technical and operational subject matter experts. The workstream was organized into three tracks: (1) Business and Court Operations, (2) Technology, and (3) Policy and Legislative. Each track met regularly to discuss assigned issues, and leads held regular cross-track meetings with the Executive Sponsor and staff. Workstream members researched a variety of topics, including referencing online self- help center content to identify the topics most often accessed by the public, analyzing chatbot vendor products and services, and researching privacy policies and legislation pertaining to the use of chatbots by public agencies. Workstream members invested considerable time consulting with technology industry experts, and incorporating learning and insight from subject matter experts. Furthermore, the workstream incorporated three key activities
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