Supreme Court of Canada Cour suprême du Canada Modernization Project Update September 2009

What is the SCC Modernization About Initiated in 2006 Scope increased from “Courtroom only” to “Court-wide” Treasury Board project funding secured in the Fall of ’06, no additional ongoing funding Areas targeted by the project: Much needed upgrades to the 15 year old AV system Introduction of technology in the Courtroom and tight integration with the new digital AV system (all in the context of a Heritage room and building) “ Power up” the new E-Courtroom with Enterprise systems built on a strong Information Management Infrastructure Increase the number of E-Filed documents Project closed in March ’09 … and we’re just starting!

Initiated in 2006

Scope increased from “Courtroom only” to “Court-wide”

Treasury Board project funding secured in the Fall of ’06, no additional ongoing funding

Areas targeted by the project:

Much needed upgrades to the 15 year old AV system

Introduction of technology in the Courtroom and tight integration with the new digital AV system (all in the context of a Heritage room and building)

“ Power up” the new E-Courtroom with Enterprise systems built on a strong Information Management Infrastructure

Increase the number of E-Filed documents

Project closed in March ’09 … and we’re just starting!

The Vision The new SCC E-Access to electronic information policy as a key driver Modernization had to mean specific benefits in the context of the SCC reality: Balance the reality of a conservative culture with a need to be more modern (avoid using a hard approach) Important focus on an increased capacity for legal research and enhanced flexibility when working with documents internally (Judges and staff lawyers), which warranted a srong IM approach Results of modernization had to be sustainable and manageable with existing internal resources (IT support and operational staff) From an IT perspective, the tools and solutions chosen needed to be flexible enough to support a myriad of needs and provide Value for Money

The new SCC E-Access to electronic information policy as a key driver

Modernization had to mean specific benefits in the context of the SCC reality:

Balance the reality of a conservative culture with a need to be more modern (avoid using a hard approach)

Important focus on an increased capacity for legal research and enhanced flexibility when working with documents internally (Judges and staff lawyers), which warranted a srong IM approach

Results of modernization had to be sustainable and manageable with existing internal resources (IT support and operational staff)

From an IT perspective, the tools and solutions chosen needed to be flexible enough to support a myriad of needs and provide Value for Money

3 Years Later – The Results New Digital Audio-Visual system in the Courtroom Crestron technology which controls all systems (AV, translation, accessible podium, lights, etc.) and which is manageable remotely Broadcast quality cameras, enhanced security features, videoconferencing capacity Enhancements for media representatives (better access, quality) Triple redundancy and portability Webcasting of live SCC Hearings (not subject to a publication ban) Benefits extending beyond the actual Courtroom

New Digital Audio-Visual system in the Courtroom

Crestron technology which controls all systems (AV, translation, accessible podium, lights, etc.) and which is manageable remotely

Broadcast quality cameras, enhanced security features, videoconferencing capacity

Enhancements for media representatives (better access, quality)

Triple redundancy and portability

Webcasting of live SCC Hearings (not subject to a publication ban)

Benefits extending beyond the actual Courtroom

3 Years Later… (cont’d) Courtroom IT 50 laptops – Embedded in the furniture to preserve the Heritage aspects (includes Judges’ bench) New “Courtroom Documents Display Tool” application New features used by Judges (messaging, internet research, secure note-taking) Wireless Internet access for Counsel (access point controlled by SCC) Secure, dedicated network for the Courtroom

Courtroom IT

50 laptops – Embedded in the furniture to preserve the Heritage aspects (includes Judges’ bench)

New “Courtroom Documents Display Tool” application

New features used by Judges (messaging, internet research, secure note-taking)

Wireless Internet access for Counsel (access point controlled by SCC)

Secure, dedicated network for the Courtroom

3 Years Later … (cont’d) Enterprise IT Backbone Systems Overhaul – Document Management and Workflows SCC chose to leverage SharePoint 2007 as a framework Configured and customized to meet the Court’s Document Management needs (C-Doc at the Enterprise level, and CDDT in the Courtroom) Lessons learned from previous E-filing projects failure: Need to build a strong internal foundation for managing e-documents before looking at a portal solution Workflows, collaboration and Portal features Initial implementation in June 2008 - Recent enhancements deployed in September ’09 Search Module Bilingual Custom Controls Phased approach to implementation (focus on business processes / documents and content types) Information Management principles drove the implementation Rich metadata standards, business rules, classification standards Took several years to build but is essential to a good end product (in line with SCC goals and vision)

Enterprise IT Backbone Systems Overhaul – Document Management and Workflows

SCC chose to leverage SharePoint 2007 as a framework

Configured and customized to meet the Court’s Document Management needs (C-Doc at the Enterprise level, and CDDT in the Courtroom)

Lessons learned from previous E-filing projects failure: Need to build a strong internal foundation for managing e-documents before looking at a portal solution

Workflows, collaboration and Portal features

Initial implementation in June 2008 - Recent enhancements deployed in September ’09

Search Module

Bilingual Custom Controls

Phased approach to implementation (focus on business processes / documents and content types)

Information Management principles drove the implementation

Rich metadata standards, business rules, classification standards

Took several years to build but is essential to a good end product (in line with SCC goals and vision)

SharePoint at the SCC

3 Years Later … (cont’d) Enterprise IT Backbone Systems Overhaul – Case Management System In-house CMS initially developed 14 years ago – Currently in its 4 th iteration Moving from Powerbuilder to .Net foundation Lots of planning and positioning, infrastructure evergreening activities The usual legacy systems challenges Big learning curve, need to change work practices Focus on “deconstructing” the system and leveraging Web Services Keep business logic intact, increase manageability and ensure sustainability of the application Integration with SharePoint / C-Doc

Enterprise IT Backbone Systems Overhaul – Case Management System

In-house CMS initially developed 14 years ago – Currently in its 4 th iteration

Moving from Powerbuilder to .Net foundation

Lots of planning and positioning, infrastructure evergreening activities

The usual legacy systems challenges

Big learning curve, need to change work practices

Focus on “deconstructing” the system and leveraging Web Services

Keep business logic intact, increase manageability and ensure sustainability of the application

Integration with SharePoint / C-Doc

3 Years Later … (cont’d) New E-Filing Guidelines (2008) Increased the number of documents that are to be E-Filed (CDROM) Focus on making the documents usable and searchable Strict naming conventions Mandatory OCR Strong QC practices at the Registry level Still paper copies (multiple…) E-copy not always the most practical to work with! Common standards in one of the areas where the SCC is looking forward to more collaboration with other jurisdictions

New E-Filing Guidelines (2008)

Increased the number of documents that are to be E-Filed (CDROM)

Focus on making the documents usable and searchable

Strict naming conventions

Mandatory OCR

Strong QC practices at the Registry level

Still paper copies (multiple…)

E-copy not always the most practical to work with!

Common standards in one of the areas where the SCC is looking forward to more collaboration with other jurisdictions

3 Years Later … And We’re Just Starting! The Business Transformation Challenges Technology is not always the biggest challenge Technology costs money Business Transformation (i.e. “thinking outside of the box” and re-thinking our approaches to be more efficient) takes time A hybrid Court operations program can be a trap if you’re not very focused on the transformation goal Need to look at entire program outcomes to evaluate performance and success When transforming business, some units will require more resources for other units to reap the benefits Bet on your own resources and build capacity Takes time but saves money in the end (although we all have day jobs) Change Management is essential (you need it throughout)

The Business Transformation Challenges

Technology is not always the biggest challenge

Technology costs money

Business Transformation (i.e. “thinking outside of the box” and re-thinking our approaches to be more efficient) takes time

A hybrid Court operations program can be a trap if you’re not very focused on the transformation goal

Need to look at entire program outcomes to evaluate performance and success

When transforming business, some units will require more resources for other units to reap the benefits

Bet on your own resources and build capacity

Takes time but saves money in the end (although we all have day jobs)

Change Management is essential (you need it throughout)