1 Berny Schiff CPA, Collections Financial Analyst Sandra Mabbett, Judicial Information Analyst
Jan 19, 2016
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Berny Schiff CPA, Collections Financial Analyst
Sandra Mabbett, Judicial Information Analyst
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
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
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.
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
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
Cynthia Montes
Using Your CCRS DataUsing Your CCRS Data(Court Collection Reporting System)(Court Collection Reporting System)
Court Collection Reporting SystemCourt Collection Reporting System
((CCRSCCRS))
10www.collections.courts.state.tx.us/loginwww.collections.courts.state.tx.us/login
Internet Explorer
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
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
OCA OCA MonthlyMonthly Collections Report Collections Report (cont.)(cont.)
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Court Costs and Fees
OCA OCA MonthlyMonthly Collections Report Collections Report (cont.)(cont.)
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Court Costs and Fees: Adjustments
OCA OCA MonthlyMonthly Collections Report Collections Report (cont.)(cont.)
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Court Costs and Fees: Aging Schedule
AnnualAnnual Financial Information Report Financial Information Report
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Employee Information
AnnualAnnual Financial Information Report Financial Information Report
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Other Information
AnnualAnnual Financial Information Report Financial Information Report
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Jail Information
CCRSCCRS
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“Telling a Story”
Information
The “Right” Data
CCRSCCRS
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•Correct Data (Data Entry and Computations)
•Definition (Includes and Excludes)
•Usage (Footnoting Differences)
The “Right” Data
CCRSCCRS
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•Dictionary: Knowledge communicated or received concerning a particular fact or circumstance
Information
CCRSCCRS
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CCRSCCRS
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CCRS Data / Information
++Institutional Knowledge
“Telling a Story”
Institutional KnowledgeInstitutional Knowledge
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•Find the knowledgeable staff member(s)
•Ask the “right” question(s)
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.”
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.”
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.
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
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%)
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)
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
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.
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
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
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
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
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