Orange County Law & Justice
How does OC manage 145,000 subpoenas/year?
In 2007 Orange County entered a joint venture agreement with 23 member agencies including the sheriff’s office, probation department, DA, court, city managers and public defender to form the ILJAOC (Integrated Law & Justice Association of Orange County). In 2009 the ILAOC implemented InTime for scheduling across all member agencies. Following overwhelming positive feedback, InTime developed an end-to-end subpoena management solution for the county.
Police Department
Superior Court
Probation Department
Sheriff's Department
EMPLOYEES
MEMBER AGENCIES
SUBPOENAS PROCESSED/YEAR
ORANGE COUNTY’S CHALLENGES
COURT-RELATED SCHEDULING CONFLICTS
Court clerks had to go back and forth over phone to see if officer’s acting as witnesses were available for court
STAND ALONE COURT SYSTEM
Before InTime, scheduling and subpoenas were managed in two different systems. If someone wanted to take a leave, supervisors needed to cross reference the two systems.
HIGH OVERTIME COSTS
Tons of money was being spent on witnesses being on-call and never being cancelled because it was too difficult to manage for one person.
LACK OF COMMUNICATION WITH WITNESSES
Changes to court appearances, trailing or cancellations were rarely communicated in time and witnesses would show up to court regardless of being cancelled or not.
THE SOLUTION
Following positive feedback for InTime’s scheduling system across the county, InTime was contracted to build an end-to-end subpoena management solution. The solution enables the following:
THE RESULTS WITH INTIME
Mike James, Executive Director and Bob Cotes, Project Coordinator for ILJAOC gave a talk at the InTime Annual User Conference on the efficiencies their county have gained since InTime’s implementation.
TRANSPARENT WITNESS AVAILABILITY
Courts in OC can see if an officer is available without having to call a court liaison. The court can see what percentage of witnesses are available, so they don’t have to worry about the court seeing each individual person’s schedule.
The value of our court liaison has just gone through the roof. Their ability to manage things all in one location is huge
If you are concerned about volume, just to give you an idea we push 145,000 subpoenas through the system every year
SUBPOENAS INTEGRATED WITH SCHEDULE
Subpoena’s come directly to the InTime schedule and officers get notified immediately. They no longer need to cross-reference with another system.
SUBPOENAS INTEGRATED WITH SCHEDULE
Subpoena’s come directly to the InTime schedule and officers get notified immediately. They no longer need to cross-reference with another system.
If you are concerned about volume, just to give you an idea we push 145,000 subpoenas through the system every year
IMPROVED COMMUNICATION WITH WITNESSES’
Right from the schedule the court liaison can simply reschedule court dates. It will immediately send a notification to the officer via email, text and/or through the app, ensuring officer’s don’t show up to court when they don’t have to.
The ability to inform officers instantly via SMS text messaging — if a court date has been continued or dispositioned — saves Member Agencies significant time and money
The other half is the amount of information we can report on; we run a monthly report that shows us the amount of time the officers spend in court, the amount of time they spend on-call, testify, etc.
REDUCTION IN COURT OVERTIME
Overtime reduction was a result of both notifying staff on time of court cancellations, but also due to InTime’s advanced reporting. They used hard data to help drive change at the DA’s office by showing they were sending on average 5 witnesses to court, but only one on average would testify.
REDUCTION IN COURT OVERTIME
Overtime reduction was a result of both notifying staff on time of court cancellations, but also due to InTime’s advanced reporting. They used hard data to help drive change at the DA’s office by showing they were sending on average 5 witnesses to court, but only one on average would testify.
The other half is the amount of information we can report on; we run a monthly report that shows us the amount of time the officers spend in court, the amount of time they spend on-call, testify, etc.