GPT 1407S002 - COSC JUVENILE ECR ADVANCEMENT.PDF

Carmine Davis - COSCX
From: Medina, Jerri <jemedina@courts.az.gov >
Sent: Monday, September 23, 2013 7:44 AM
To: Kristen Ralston - COSCX
Cc: Carmine Davis - COSCX; Michael Jeanes - COSCX; Norman Davis - SUPCRTX; Wood,
Amy
Subject: 1407S002 Juvenile ECR Advancement FY14 APPROVED
Ms. Kristen Ralston
Financial Business Analyst
Clerk of the Superior Court Maricopa County
620 W. Jackson, Suite 3017
Phoenix, AZ 85003
RE: FY14 Local Judicial Collection Enhancement Fund (JCEF) Grant Application
Juvenile ECR Advancement
GPT#1407S002 Amount Requested: $232,500.00
Amount Approved: $232,500.00
Dear Ms. Ralston:
Congratulations! The Administrative Office of the Courts (AOC) has approved the application submitted by the Clerk of
the Superior Court Maricopa County. The approved grant, in the amount of $232,500.00 will be used to fund the Juvenile
ECT Advancement project for fiscal year 2014. The approval is contingent upon the availability of Local JCEF funds. In
the event that the court's local JCEF funds are insufficient to support the approved request, there is no obligation or
approval to provide state funds.
A final status report is required and due on August 15, 2014 or forty-five days after the project expiration date of June 30,
2014. The status report should include responses to the following measures:
Note the completion date for juvenile back scanning with a brief narrative, include the
number of files scanned.
A monthly summary of employee overtime costs expended for back scanning.
Note the completion date of file purging with a brief narrative on number of files purged;
include any road blocks that were overcome during this process or best practices used.
A summary of remodeling costs.
If you have questions, please contact me at (602) 452-3931 or send an e-mail to JeMedinacourts.az.gov
Sincerely,
Jerri Medina, Grant Specialist
Caseflow Management Unit
1501 W Washington, Phoenix, AZ 85007
602.452.3931 Fax: 602.452.3480
iemedina@courts.az.gov
Grant applications and status reports can be found at: http://supreme22/ctserv/CMU/CMU Grantfunding.htm

LOCAL :It IbicIAL COLLEC HON [TNT IANCFNIIAT FLND JUT)
APPLICATION
NOT RFOI1RED FOR EXPENDITURFS 5-00 AND UNDM
A. APPLICANT INFORMATION
1. Court Name: Maricopa County Clerk of the Superior Court
2. Contact Person: Kristen Ralston 3. Title: Financial Business Analyst
4. Address: 620 W. Jackson Street, Suite 3017, Phoenix, AZ 85003
5. Phone Number: (602) 506-3825 6. E-mail Address: ralstonk@cosc.maricopa.gov
B. BUDGET INFORMATION cc E-mail Address: davisc0 1 1@cosc.rnaricopa.gov
7. Project Title: Juvenile ECR Advancement
8. Amount Requested: $232,500.00 9_ Project Start Date: 07-01-2013 Project End Date: 06-30-2014
10. Local JCEF Balance: S2,181,412.81 As of: 07-01-2013
Local JCEF Fund Accruals: $801,995.29 CLast 12 Months (Last Fiscal Year
II. The Court's Local JCEF Funds are requested for:
067) New Request °Continue Project - Time & Money C; Extend Project - Time Only
C) Continue Project - Additional Staff
Continuation or extension:
C. PROJECT INFORMATION
12. C On-going ACAP (Support & Maintenance Costs.)
(7,', Additional or upgraded equipment not paid for by ACAP. (Attach equipment list with prices.)
ACAP Court Only, Remedy Number (Required):
Temporary staff for data entry, conversion of existing case information to the ACAP System, or case processing.
Training
C Office Equipment
C) New Collection Program
()Facility Improvement
0 Other
13. Brief description of project (Not required for13. A&B above):
The Clerk of the Superior Court is conducting a remodel of the Juvenile ECR Advancement area The remodel entails the purchase and
installation of new FF&E, fireproofing of the vault, personnel and professional labor costs as well as demolition. The project will also consist
of back scanning juvenile case files due to the removal of moveable files included in the remodel project. Relating to personnel, it is
anticipated that there will be approximately 70 hours in Clerk employee overtime relating directly to the remodel. Additionally, there is a cost
for the personnel that will be conducting the back scanning of juvenile eases that is necessary from the moveable files removal. Scanning of
the juvenile cases allows them to be more readily accessible relating to Clerk Office operations.

14. List the expected benefits of the project (not required for 13. A&B):
The benefits of the remodel of the workspace and installation of new equipment would improve court automation which would allow
employees to focus on cases with a quicker turnaround time in their processing. The removal of moveable files allows for more workspace for
Clerk employees. Fireproofing the vault ensures the contents are protected from destruction. The remodel along with the back scanning of
juvenile cases will improve, maintain and enhance the ability to collect and manage monies assessed or received by the courts.
15. List the projects performance measures:
Back Scanning Measures:
- Anticipated completion date of Juvenile back scanning: February 2015
- Back scanning cost - $100k in employee time for scanning
Remodel Measures:
- Demolition, construction, installation completion: by June 30, 2014
- Cost - approximately $130,000
- File purging overtime completion: by October 21, 2013
- Cost - approximately $2,500
D. BUDGET
Personnel: $102,500.00
Professional Services: $60,000.00
Travel:
Other Operations:
Office Equipment: $70,000.00
Computer Equipment:
Total: $232,500.00
E. SIGNATURES OF SUBMITTING PARTIES
AGRE,E Li DISAGREE 1?1<REE El DISAGREE
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Presiding hid of the Peace, Presiding Judge of the‘aperior Court
Magistrate, or Creil—Superior Court* in the applicant's County.
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