Kansas District Courts Workload Assessment

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Time Study Data Collection TrainingJanuary, 2011

National Center for State CourtsCourt Consulting Services

707 Seventeenth Street,

Suite 2900

Denver, CO 80202

800-466-3063

Kansas District Courts Workload Assessment

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Education Consulting

Technology

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Association Services

National Center For State Courts

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NCSC Project Team• Suzanne Tallarico, Consultant, National Center

for State Courts • John Douglas, Consultant, National Center for

State Courts • Steve Grieb, Project Liaison, Kansas Supreme

Court• Sue Macfee, Project Liaison Kansas Supreme

Court• Steve Berndsen Project Liaison, OJA

• David Sigmon, Project Liaison, OJA

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Purpose of Study

Identify and measure the work performed by the district court judges in Kansas

Goal is to address the following questions:• How much time does it take to perform

case-related and non-case related work? • How many judges are needed to handle to

work?

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What is a Weighted Caseload Study?

A process of converting measures of

CASELOAD into WORKLOAD

A method for identifying the typical amount of time that is actually spent on case processing from initial filing through post-adjudication

for each identified type of case .

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A Workload Assessment is NOT…

• It is NOT an individual performance review.

• Data will NOT be attributed to an individual District Court Judge

• Individual times will NOT be shared.

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Example of Reported DatauserID|ent_num|minutes|location|date|casetype|activity|submit total|dsDate|IP_Addr judgetest2|1|5|22042|02/01/2010|2|3|85|Sun Jan 10 23:50:36 2010|97.118.176.124 judgetest2|2|60|22042|02/01/2010|99|10|85|Sun Jan 10 23:50:36 2010|97.118.176.124 judgetest2|3|20|22042|02/01/2010|3|6|85|Sun Jan 10 23:50:36 2010|97.118.176.124 judgetest1|1|130|06056|02/05/2010|1|3|310|Tue Jan 19 14:43:49 2010|216.160.154.42 judgetest1|2|180|06056|02/05/2010|6|3|310|Tue Jan 19 14:43:49 2010|216.160.154.42 judgetest1|3|130|05010|02/01/2010|1|2|630|Wed Jan 20 14:21:56 2010|207.242.75.2 judgetest1|4|140|05010|02/01/2010|4|2|630|Wed Jan 20 14:21:56 2010|207.242.75.2 judgetest1|5|360|05010|02/01/2010|99|11|630|Wed Jan 20 14:21:56 2010|207.242.75.2 judgetest1|6|145|06056|02/03/2010|99|12|145|Wed Jan 20 14:32:40 2010|216.160.154.42 judgetest1|7|60|05010|02/01/2010|6|3|375|Thu Jan 21 14:42:50 2010|97.150.184.92 judgetest1|8|75|05010|02/01/2010|9|1|375|Thu Jan 21 14:42:50 2010|97.150.184.92 judgetest1|9|240|05010|02/05/2010|99|10|375|Thu Jan 21 14:42:50 2010|97.150.184.92 judgetest5|1|200|11047|02/06/2010|2|1|200|Thu Jan 21 14:44:07 2010|216.160.154.42 judgetest5|2|250|12040|02/04/2010|4|2|310|Mon Jan 25 14:49:10 2010|216.160.154.42 judgetest5|3|60|12040|02/04/2010|99|11|310|Mon Jan 25 14:49:10 2010|216.160.154.42 judgetest4|1|60|21039|02/01/2010|6|3|495|Tue Jan 26 14:39:21 2010|207.242.75.2 judgetest4|2|75|21039|02/01/2010|9|1|495|Tue Jan 26 14:39:21 2010|207.242.75.2 judgetest4|3|120|21039|02/01/2010|4|3|495|Tue Jan 26 14:39:21 2010|207.242.75.2 judgetest4|4|240|21039|02/01/2010|99|10|495|Tue Jan 26 14:39:21 2010|207.242.75.2 judgetest5|4|320|15050|02/05/2010|6|4|455|Tue Jan 26 14:42:36 2010|216.160.154.42 judgetest5|5|135|15050|02/05/2010|8|1|455|Tue Jan 26 14:42:36 2010|216.160.154.42 judgetest3|1|60|01030|02/01/2010|8|3|555|Wed Jan 27 14:38:48 2010|207.242.75.2 judgetest3|2|135|01030|02/01/2010|6|4|555|Wed Jan 27 14:38:48 2010|207.242.75.2 judgetest3|3|360|01030|02/01/2010|99|10|555|Wed Jan 27 14:38:48 2010|207.242.75.2 judgetest3|4|480|01030|02/01/2010|99|12|480|Wed Jan 27 14:40:28 2010|207.242.75.2

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Time Study Components• Tracking Work Time by District Judge

– Case-Related Activities by Case Types

– Non-Case-Related Activities

• Calculation of the Weighted Caseload Formula

– Judge Year Value

– New Cases

– Recorded time during data collection

• Adjustments to Account for Quality of Justice/Best Practices

– Adequacy of Time Survey

– Advisory Committee

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Adequacy of Time Survey

Goal: Understand Judge’s perspective on the adequacy of the available time to hear cases.

Judges will be asked, “I generally have enough time….”

….to do the following tasks without feeling rushed or working overtime:

Case type

Activity

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Who is participating?Who is participating?

All District Court Judges are participating

Data will be collected in two 4 week data collection periods

Reporting Period #1:

January 31 through February 25, 2011 Reporting Period #2:

April 18 through May 13, 2011

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How will you record your time?How will you record your time?

Track and Log Your Work 1. Manual Daily Time Log 2. Enter Time on Internet-Based Form

Instruments constructed around 3 elements

1. Case Type

2. Case-Specific Event/Non-Case Specific Activity 3. Time

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Case Types

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Case Types

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Case Specific Events

H. Problem Solving Court Activities

G. Case-Related Administration

A. Pretrial In-Court ActivitiesCA

SE S

PECI

FIC E

VENT

S

C. Jury Trial Activities

B. Pretrial Out-of-Court Activities

D. Bench Trial Activities

E. Post-Trial In-Court Activities

F. Post-Trial Out-of-Court Activity

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Non Case-Related Activities

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Tracking Your Work

Using the Daily Time Log

Daily Time Log

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Instructions on How to Record Your Time

Daily Time LogUtilize daily time log provided or Utilize individually crafted data collection form

Internet-Based Data Collection Instrument

http://ncscsurveys.org/KS_DC/time_login.php

Enter daily activities into Internet page using your individual User ID and Password

General Rules(see page 5 of instruction document)

• Waiting time• Multiple case types in one case file• Multiple activities on a single case• Multi-tasking• Interruptions• Holiday/Other Time Off

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QUESTIONS OR CORRECTIONS

DURING THE TIME STUDY:

click on the

“Contact Help Desk”

button

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Reminder

Start recording your time on  

Reporting Period #1:

• January 31 through February 25, 2011 

Reporting Period #2:

• April 18 through May 13, 2011http://ncscsurveys.org/KS_DC/time_login.php

Dedicated Web Site

Kansas District Court

Workload Assessment study

http://www.kscourts.org/Judicial-Branch-Review/

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