Case Study
Washtenaw County Trial Court
Bridging the Technical Gap: A key integration solution for Michigan Courts' MiFILE initiative
- Project
- washtenaw.org
- Technologies
- MiFILE
- Odyssey Case Manager
- ImageSoft
- Industry
- Courts & Public Safety
- Expertise
- Integrations
- Data Management
- Custom Development
The Goal
- Support statewide e-Filing initiative
- Seamless integration of disparate Case Management System and Document Management Systems
- Real-time data processing ensuring immediate updates to the court's systems
- Enhance operational efficiency through automation and reduction of manual workload
- Collaboration between multiple vendors and stakeholders to create a unified solution
The Background
The Challenge
A major challenge existed, involving not only a need for technical expertise, but also the ability to work in tandem with other vendors and software systems. One of the most crucial steps in the rollout of the MiFILE initiative in Michigan is the interface process. The SCAO office recognized how challenging both the interface discovery and integrations implementation aspect were. However, the administrators at Washtenaw and at SCAO knew that Enqbator had the knowledge to help. Enqbator was tasked to bridge the technical gap between two major software systems - Tyler’s Odyssey Case Management System and the court’s electronic Documents Management System, managed by ImageSoft -- in order to deliver the final, successful e-filing process for the client. The main challenge of this project was that the two systems were working independently of each other.
And, for the entire new process to work, information needed to be shared between the systems. This was a huge undertaking that required strategy, patience, and teamwork. The teams at Enqbator, ImageSoft, and Tyler were happy to team up and work together toward a solution. The need was urgent because each day without a solution in place meant more manual work for the staff and a less efficient process. The initiative launched by the State of Michigan was vitally important and a total solution was need quickly. Enqbator, having already implemented a similar solution for the 3rd Circuit Court in Wayne County, Michigan, could contribute both historical and technical knowledge and help the team.
The Solution
After working together with the client and other vendors involved, the Enqbator team was able to provide a web service solution that would create a bridge, or integration between the courts electronic documents system and its case management software. Enqbator’s developers leveraged real-time APIs to process the case information, documents and financial data and then verify the data conformance with business rules, enabling the updating of the Odyssey system in real time. As soon as the information was approved by the court clerk it was able to come through Enqbator’s developed system where the data is massaged and then delivered seamlessly into the court’s system. Enqbator was able to make the data talk to the court’s case management system.
Case filings then end up in the court’s system as if someone physically took the hard copy documents directly to that court, or as if that person were present at the court typing in the information. The integration of these systems posed several challenges as huge volumes of data needed to be processed. Working closely together though, Enqbator and the other vendors were able to tackle the unique requirements of the clerks at the court. Aside from just hard work and creativity, the Enqbator team used their subject matter expertise and collaborative approach to accomplish the court’s goals.
1
Targeted Integrations
Tied all the data sources together to create a seamless experience.
2
Real Time Data
Leveraged real-time APIs to process case information, documents and financial data - verify the data against rules - and then update the system in real time.
3
Efficient Automation
Replaced repetitive and manual tasks with seamless system communication.
4
Collaborative, Partner-Based Approach
Enqbator worked as an extension of the team and prioritized collaboration between the Michigan State Court Administration Office (SCAO), ImageSoft, Tyler, and Washtenaw County Trial Court.
The Result
Measurable Impact
The Washtenaw County Trial Court enjoyed instant success and saw major increases in efficiency. This streamlined and more effective process changed an entire court's workflow for the better.
Client and vendor groups teaming up for a positive solution
Expanded availability for document submissions
Customer satisfaction
"Enqbator was awarded a contract on a project that was behind schedule at the time. Enqbator exceeded my expectations. They were effective in communicating clearly to multiple stakeholders and they weren't afraid to operate outside of their box to help the overall project be successful."
This project was brought to life using technologies designed to deliver optimal performance and user experience while adhering to specific requirements.
MiFILE
The Michigan judiciary’s electronic filing system for filing and serving documents online.
Odyssey Case Manager
Tyler’s Odyssey Case Manager designed to streamline case and document workflow, financial assessments and collections, calendars, and caseload management.
ImageSoft (EDMS)
Electronic Document Management System software to manage electronic documents and images by providing a central repository for storing, retrieving, and managing documents.
APIs
Seamless, real-time data exchange between systems powered by custom-built APIs that ensure accuracy, speed, and efficiency.
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