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  • 1. 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
  • 2. Innovations in Intake A2J Author® enables new models ! Origins of A2J Author®—Ron Staudt quot; Listen to the customer quot; Meet the customers’ needs quot; Keep it simple and make it fun quot; Educating the client community, empowering pro se actions, bringing e-filing to the public and making online intake a reality. ! Technical Insights—John Mayer quot; Advanced tools quot; Open and flexible programming techniques quot; Rapid development and nimble prototyping ! Making the tools work– Rachel Medina quot; A2J Author® partnerships and projects quot; Web 2.0 and learning communities quot; Manuals, training and telephone support ! Project-in-Process – Cynthia Vaughn quot; An Ohio example 2
  • 3. Center for Access to Justice & Technology quot; Curriculum: Public Interest Certificate quot; Research: Meeting the Needs of Self Represented Litigants w/ NCSC & Institute of Design quot; Access to Justice: ! A2J Author® Project w/ CALI ! Self Help Web Center w/Cook County Circuit Court & Clerk ! A2J Author® Student Editorial Board 3
  • 4. 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
  • 5. The Prototype: Joint Simplified Dissolution of Marriage 5
  • 6. Meeting the Needs of Self-Represented Litigants: A Consumer Based Approach ! Prototype Lessons Learned: quot; The Interface works! quot; Custom development requires expensive technical expertise ! Solution 6
  • 7. (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
  • 8. Connecting the Public to the Courts and the Legal System via the Web 8
  • 9. Contributors 9
  • 10. A2J Author®: Document assembly front-end Petition for aa Petition for Protection Order Protection Order 10
  • 11. A2J Author®: Website Guide What’s the next step? Where do I go? Who do I need to contact? 11
  • 12. A2J Author® E-Filing Public Interface LEXISNEXIS PDF HotDocs OnLine XML CM/ECF Customer Data E-Filing XML A2J 12
  • 13. 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
  • 14. Questions? Contact Information: Ronald W. Staudt Chicago-Kent College of Law Phone: (312) 906-5326 Email: rstaudt@kentlaw.edu 14
  • 15. 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
  • 16. .ANX 16
  • 17. .ANX 17
  • 18. .ANX 18
  • 19. .ANX <Answer name=quot;OP HOME_ADDRESS1quot;> <RptValue> <TextValue>234234</TextValue> <TextValue>asdasd</TextValue> <TextValue>345345</TextValue> </RptValue> </Answer> 19
  • 20. 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
  • 21. LS-XML <ClientIdentification> <ClientIdentifier>1</ClientIdentifier> <PersonInformation PersonID=quot;4quot; PersonIDRef=quot;Client1quot;> <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>
  • 22. 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
  • 23. XSLT <xsl:element name=quot;ClientIntakequot;> <xsl:element name=quot;ClientIdentificationquot;> <xsl:element name=quot;ClientIdentifierquot;> <xsl:text></xsl:text> </xsl:element> <xsl:element name=quot;PersonInformationquot;> <xsl:variable name=quot;userfirstnamequot; select=quot;//Answer[@name='User First Name TE']quot;/> <xsl:variable name=quot;usermiddlenamequot; select=quot;//Answer[@name='User Middle Name TE']quot;/> <xsl:variable name=quot;userlastnamequot; select=quot;//Answer[@name='User Last Name TE']quot;/> <xsl:element name=quot;PersonNamequot;> <xsl:element name=quot;NamePrefixquot;> </xsl:element> <xsl:element name=quot;FirstNamequot;> <xsl:value-of select=quot;$userfirstnamequot;/> </xsl:element> <xsl:element name=quot;MiddleNamequot;> <xsl:value-of select=quot;$usermiddlenamequot;/> </xsl:element> <xsl:element name=quot;LastNamequot;> <xsl:value-of select=quot;$userlastnamequot;/> </xsl:element> 23
  • 24. A2J Author® Does Not Have Online Intake Interface to be XML!! A2J Guided Interview™ for Intake (.a2j files) Case Management System -HTML -Comma delimited -CSV For Review in the Answer File Data Now Available -Plain Management Case ole’ text Interview System…. Answers XSL Transformed -SQL INSERTs ….conflicts check (.anx File) Transform Answer Files -etc,….processing etc. ….attorney review 24
  • 25. A2J Author® Online Intake Interface Every transform is unique to ... A2J Guided Interview™ for Intake (.a2j files) -The interview -The destination database 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 25
  • 26. 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
  • 27. 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
  • 28. 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
  • 29. Questions? Contact Information: John Mayer CALI Phone: (312) 906-5307 Email: jmayer@cali.org 29
  • 30. 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, Illinois Legal Aid Online Mississippi, Montana, Nebraska, New York, Ohio, Oklahoma, (multiple interviews, either live or in Pennsylvania, Texas, U.S. Virgin Islands, Vermont, Washington, development) Ontario (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
  • 31. Training & Support ! Quarterly Trainings (announced on A2J Author Blog and docassembly listserv) quot; New User quot; Advanced ! Developer Calls quot; Updates to the software quot; Opportunity for input on software development ! Telephone Support (Center for Access to Justice & Technology, Chicago-Kent College of Law: 312-906-5331) quot; Guidance on use of web materials quot; General questions on use and implementation of interviews quot; Assistance with troubleshooting as time permits ! Community Support quot; Website: www.a2jauthor.org quot; A2J Author blog: http://a2j_author_blog.classcaster.org/blog/ quot; Listserv: Hotdocs listserv managed by ProBono.Net and LSNTAP recently changed its name to the “docassembly” listserv to incorporate A2J Author community 31
  • 32. A2J Author® Community Support www.a2jauthor.org ! “Online Guide” ! Blog ! Bug Reports ! Feature Requests ! Community Forums 32
  • 33. A2J Author® Starter Kit ! Web supported training materials (the “online” guide) ! Each section of the online guide is subdivided: quot; Tutorials quot; Modules quot; Demonstrations 33
  • 34. A2J Author® Starter Kit ! Web-supported training materials quot; Video Demonstrations (5) ! The Interview Tab ! Functions: quot; Date & Today quot; Age ! Importing Variables ! Organizing Steps & Questions 34
  • 35. A2J Author® Starter Kit ! A2J Authoring Manual quot; 12 chapters quot; 4 appendices quot; over 180 pages of training material quot; special icons to indicate location of helpful tools: 35
  • 36. 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
  • 37. 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
  • 38. An Ohio Example ! What is Ohio currently using for online intake ! New development using the A2J Author® Tool ! Integration with Pika Case Management 38
  • 39. Legal Aid of Western Ohio (LAWO) Current Intake System ! Walk-in ! Hotline ! Web-based 39
  • 40. 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
  • 41. LAWO’s A2J Author® Intake TIG ! Legal Aid of Western Ohio (LAWO) submitted a $30,000 TIG application in 2007 in order to: quot; Provide the opportunity for all providers to “share” in the intellectual capital and investment made by Iowa and LSC; quot; 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; quot; Provide people in need with the ability to contact legal aid at all hours of the day and night. 41
  • 42. Ohio’s Replication of Iowa’s A2J Author® Intake Template 42
  • 43. 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
  • 44. 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
  • 45. 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). quot; Checks for conflicts and confidentiality issues. quot; Follows the same intake process as the Hotline. 45
  • 46. 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
  • 47. Ohio Web Intake
  • 48. 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
  • 49. 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
  • 50. Project Management ! Best practices in project management will be applied to all stages and phases of the Ohio A2J Author® Intake project. ! Actively using: quot; Microsoft Project quot; Issue Tracker (Kaivo tool) quot; GoToMeeting / GoToWebinar quot; Other: Poverty Law Survey Tool 50
  • 51. LAWO A2J Author® Intake Project Plan
  • 52. LAWO A2J Author® Intake Project Plan (continued…)
  • 53. 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
  • 54. Questions? Contact Information: Cynthia Vaughn Ohio Legal Assistance Foundation Phone: (614) 728-6930 Email: cvaughn@olaf.org 54
  • 55. Thank You! For Copies of This Presentation… Login to www.a2jauthor.org and select “Trainings and Presentations” or Provide Your E-Mail Address On The Attendance Sheet And We Will Send You A Copy 55