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Kansas District Courts
Workload Assessment
Time Study Data Collection Training
January, 2011
National Center for State Courts
Court Consulting Services
707 Seventeenth Street,
Suite 2900
Denver, CO 80202
800-466-3063
WWW.NCSCONLINE.ORG
1
National Center For State Courts
Technology
Government Relations
International Programs
Education
Research
Consulting
Information Service
WWW.NCSCONLINE.ORG
Association Services
2
NCSC Project Team
• Suzanne Tallarico, Consultant, National Center
for State Courts
• John Douglas, Consultant, National Center for
State Courts
• Steve Grieb, Project Liaison, Kansas Supreme
Court
• Sue Macfee, Project Liaison Kansas Supreme
Court
• Steve Berndsen Project Liaison, OJA
• David Sigmon, Project Liaison, OJA
WWW.NCSCONLINE.ORG
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Purpose of Study
Identify and measure the work
performed by the district court judges in
Kansas
Goal is to address the following questions:
• How much time does it take to perform
case-related and non-case related work?
• How many judges are needed to handle to
work?
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What is a
Weighted Caseload Study?
A process of converting measures of
CASELOAD into WORKLOAD
A method for identifying the typical amount of
time that is actually spent on case processing
from initial filing through post-adjudication
for each identified type of case .
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A Workload Assessment is NOT…
• It is NOT an individual performance
review.
• Data will NOT be attributed to an
individual District Court Judge
• Individual times will NOT be shared.
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Example of Reported Data
userID|ent_num|minutes|location|date|casetype|activity|submit total|dsDate|IP_Addr
judgetest2|1|5|22042|02/01/2010|2|3|85|Sun Jan 10 23:50:36 2010|97.118.176.124
judgetest2|2|60|22042|02/01/2010|99|10|85|Sun Jan 10 23:50:36 2010|97.118.176.124
judgetest2|3|20|22042|02/01/2010|3|6|85|Sun Jan 10 23:50:36 2010|97.118.176.124
judgetest1|1|130|06056|02/05/2010|1|3|310|Tue Jan 19 14:43:49 2010|216.160.154.42
judgetest1|2|180|06056|02/05/2010|6|3|310|Tue Jan 19 14:43:49 2010|216.160.154.42
judgetest1|3|130|05010|02/01/2010|1|2|630|Wed Jan 20 14:21:56 2010|207.242.75.2
judgetest1|4|140|05010|02/01/2010|4|2|630|Wed Jan 20 14:21:56 2010|207.242.75.2
judgetest1|5|360|05010|02/01/2010|99|11|630|Wed Jan 20 14:21:56 2010|207.242.75.2
judgetest1|6|145|06056|02/03/2010|99|12|145|Wed Jan 20 14:32:40 2010|216.160.154.42
judgetest1|7|60|05010|02/01/2010|6|3|375|Thu Jan 21 14:42:50 2010|97.150.184.92
judgetest1|8|75|05010|02/01/2010|9|1|375|Thu Jan 21 14:42:50 2010|97.150.184.92
judgetest1|9|240|05010|02/05/2010|99|10|375|Thu Jan 21 14:42:50 2010|97.150.184.92
judgetest5|1|200|11047|02/06/2010|2|1|200|Thu Jan 21 14:44:07 2010|216.160.154.42
judgetest5|2|250|12040|02/04/2010|4|2|310|Mon Jan 25 14:49:10 2010|216.160.154.42
judgetest5|3|60|12040|02/04/2010|99|11|310|Mon Jan 25 14:49:10 2010|216.160.154.42
judgetest4|1|60|21039|02/01/2010|6|3|495|Tue Jan 26 14:39:21 2010|207.242.75.2
judgetest4|2|75|21039|02/01/2010|9|1|495|Tue Jan 26 14:39:21 2010|207.242.75.2
judgetest4|3|120|21039|02/01/2010|4|3|495|Tue Jan 26 14:39:21 2010|207.242.75.2
judgetest4|4|240|21039|02/01/2010|99|10|495|Tue Jan 26 14:39:21 2010|207.242.75.2
judgetest5|4|320|15050|02/05/2010|6|4|455|Tue Jan 26 14:42:36 2010|216.160.154.42
judgetest5|5|135|15050|02/05/2010|8|1|455|Tue Jan 26 14:42:36 2010|216.160.154.42
judgetest3|1|60|01030|02/01/2010|8|3|555|Wed Jan 27 14:38:48 2010|207.242.75.2
judgetest3|2|135|01030|02/01/2010|6|4|555|Wed Jan 27 14:38:48 2010|207.242.75.2
judgetest3|3|360|01030|02/01/2010|99|10|555|Wed Jan 27 14:38:48 2010|207.242.75.2
judgetest3|4|480|01030|02/01/2010|99|12|480|Wed Jan 27 14:40:28 2010|207.242.75.2
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Time Study Components
• Tracking Work Time by District Judge
– Case-Related Activities by Case Types
– Non-Case-Related Activities
• Calculation of the Weighted Caseload Formula
– Judge Year Value
– New Cases
– Recorded time during data collection
• Adjustments to Account for Quality of Justice/Best Practices
– Adequacy of Time Survey
– Advisory Committee
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Adequacy of Time Survey
Goal: Understand Judge’s perspective on the adequacy
of the available time to hear cases.
Judges will be asked, “I generally have enough
time….”
….to do the following tasks without feeling rushed or working
overtime:
Case type
Activity
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Who is participating?
All District Court Judges are participating
Data will be collected in two 4 week data
collection periods
Reporting Period #1:
January 31 through February 25, 2011
Reporting Period #2:
April 18 through May 13, 2011
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How will you record your time?
Track and Log Your Work
1. Manual Daily Time Log
2. Enter Time on Internet-Based Form
Instruments constructed around 3 elements
1. Case Type
2. Case-Specific Event/Non-Case Specific Activity
3. Time
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Case Types
PROBATE
1. Adoption
2. Decedent Estate/Determination of Descent
3. Care and Treatment/Sexually Violent Predator
4. Guardianship/Conservatorship/Trusteeship
CIVIL
6. Mortgage Foreclosures
LIMITED
8. Small Claims
DOMESTIC
5. Other Probate Cases
10. Protection from Abuse/Protection from Stalking (PFA/PFS)
7. All Other Regular CV
9. All Other LM Cases
11. All Other DM (including RC)
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TRAFFIC
CRIMINAL (incl.
expungement)
MISC
CIVIL
Case Types
12. Marriage Licenses
13. Statutory Bond/Statutory Lien/State Tax/Misc. Civil/Property Tax
14. Felony Off-Grid/Capital Crimes
15. All Other Felony (do not include Felony DUI/do include Felony Traffic)
16. Misdemeanors
17. Other Criminal/Miscellaneous Criminal
18. DUI (Felony & Misdemeanor -- Traffic & Criminal)
19. Misdemeanor Traffic (not including Misdemeanor DUI)
20. Infractions (includes juvenile tobacco)
JUVENILE
21. CINC
22. Juvenile Offender (includes expungement)
23. All Problem Solving Courts (created under Supreme Court Rule
109A)
24. Non-case Specific Work
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Case Specific Events
CASE SPECIFIC EVENTS
A. Pretrial In-Court Activities
B. Pretrial Out-of-Court Activities
C. Jury Trial Activities
D. Bench Trial Activities
E. Post-Trial In-Court Activities
F. Post-Trial Out-of-Court Activity
G. Case-Related Administration
H. Problem Solving Court Activities
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Non Case-Related Activities
NON-CASE SPECIFIC EVENTS
1.Non-Case Related Administration
2. Judicial education & training
3. Community activities, providing education, speaking
engagements
4. Committees, other meetings, related time
5. Case-Related Travel time
6. Non-Case Related Travel time
7. Vacation/Illness/Military Leave
8. Other
9. NCSC Project time
WWW.NCSCONLINE.ORG
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Tracking Your Work
Using the Daily Time Log
WWW.NCSC.ORG
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Daily Time Log
KANSAS DISTRICT COURT JUDICIAL WORKLOAD STUDY CODE SHEET
JUV
CASE SPECIFIC EVENT CODES
CASE SPECIFIC EVENTS
1. Adoption
2. Decedent Estate/Determination of Descent
3. Care and Treatment/Sexually Violent Predator
4. Guardianship/Conservatorship/Trusteeship
5. Other Probate Cases
6. Mortgage Foreclosures
7. All Other Regular CV
8. Small Claims
A. Pretrial In-Court Activities
B. Pretrial Out-of-Court Activities
C. Jury Trial Activities
D. Bench Trial Activities
E. Post-Trial In-Court Activities
F. Post-Trial Out-of-Court Activity
G. Case-Related Administration
H. Problem Solving Court Activities
9. All Other LM Cases
1.Non-Case Related Administration
10. Protection from Abuse/Protection from Stalking (PFA/PFS)
2. Judicial education & training
3. Community activities, providing education,
speaking engagements
4. Committees, other meetings, related time
11. All Other DM (including RC)
12. Marriage Licenses
13. Statutory Bond/Statutory Lien/State Tax/Misc. Civil/Property
Tax
14. Felony Off-Grid/Capital
Crimes
15. All Other Felony (do not include Felony DUI/do include Felony
Traffic)
16. Misdemeanors
17. Other Criminal/Miscellaneous Criminal
18. DUI (Felony & Misdemeanor -- Traffic & Criminal)
19. Misdemeanor Traffic (not including Misdemeanor DUI)
20. Infractions (includes juvenile tobacco)
21. CINC
22. Juvenile Offender (includes expungement)
23. All Problem Solving Courts (created under Supreme Court Rule
109A)
24. Non-case Specific Work
NON-CASE SPECIFIC EVENTS
TRAFFIC
CRIMINAL (incl.
expungement)
MISC
CIVIL
DOMESTIC LIMITED CIVIL
PROBATE
CASE TYPES
5. Case-Related Travel time
6. Non-Case Related Travel time
7. Vacation/Illness/Military Leave
8. Other
9. NCSC Project time
RECORD DATA BELOW
TOTAL TIME
CASE TYPE CODE
EVENT CODE
TICK MARKS (FOR TIME INTERVALS) OR TIME SEGMENTS
HOURS
MINUTES
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WWW.NCSC.ORG
KANSAS DISTRICT COURT JUDICIAL WORKLOAD STUDY CODE SHEET
JUV
CASE SPECIFIC EVENT CODES
CASE SPECIFIC EVENTS
1. Adoption
2. Decedent Estate/Determination of Descent
3. Care and Treatment/Sexually Violent Predator
4. Guardianship/Conservatorship/Trusteeship
5. Other Probate Cases
6. Mortgage Foreclosures
7. All Other Regular CV
8. Small Claims
A. Pretrial In-Court Activities
B. Pretrial Out-of-Court Activities
C. Jury Trial Activities
D. Bench Trial Activities
E. Post-Trial In-Court Activities
F. Post-Trial Out-of-Court Activity
g. Case-Related Administration
H. Problem Solving Court Activities
9. All Other LM Cases
1.Non-Case Related Administration
10. Protection from Abuse/Protection from Stalking (PFA/PFS)
11. All Other DM (including RC)
12. Marriage Licenses
13. Statutory Bond/Statutory Lien/State Tax/Misc. Civil/Property Tax
14. Felony Off-Grid/Capital
Crimes
15. All Other Felony (do not include Felony DUI/do include Felony Traffic)
16. Misdemeanors
17. Other Criminal/Miscellaneous Criminal
18. DUI (Felony & Misdemeanor -- Traffic & Criminal)
19. Misdemeanor Traffic (not including Misdemeanor DUI)
20. Infractions (includes juvenile tobacco)
21. CINC
22. Juvenile Offender (includes expungement)
23. All Problem Solving Courts (created under Supreme Court Rule 109A)
24. Non-case Specific Work
RECORD DATA BELOW
NON-CASE SPECIFIC EVENTS
TRAFFIC
CRIMINAL (incl. MISC
DOMESTIC LIMITED CIVIL
expungement) CIVIL
PROBATE
CASE TYPES
2. Judicial education & training
3. Community activities, providing education, speaking
engagements
4. Committees, other meetings, related time
5. Case-Related Travel time
6. Non-Case Related Travel time
7. Vacation/Illness/Military Leave
8. Other
9. NCSC Project time
TOTAL TIME
CASE TYPE CODE EVENT CODE
TICK MARKS (FOR TIME INTERVALS) OR TIME SEGMENTS
HOURS
MINUTES
15
16
A
IIII I
1
18
C
IIII IIII
2
1
G
III
45
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Instructions on How to
Record Your Time
Daily Time Log
Utilize daily time log provided or
Utilize individually crafted data collection
form
Internet-Based Data Collection
Instrument
http://ncscsurveys.org/KS_DC/time_login.php
Enter daily activities into Internet page
using your individual User ID and Password
WWW.NCSCONLINE.ORG
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General Rules
(see page 5 of instruction document)
•
•
•
•
•
•
Waiting time
Multiple case types in one case file
Multiple activities on a single case
Multi-tasking
Interruptions
Holiday/Other Time Off
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QUESTIONS OR CORRECTIONS
DURING THE TIME STUDY:
click on the
“Contact Help Desk”
button
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Reminder
Start recording your time on
Reporting Period #1:
• January 31 through February 25, 2011
Reporting Period #2:
• April 18 through May 13, 2011
http://ncscsurveys.org/KS_DC/time_login.php
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Dedicated Web Site
Kansas District Court
Workload Assessment study
http://www.kscourts.org/Judicial-Branch-Review/
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