Transcript GHSA Traffic Records Presentation

Leveraging Technology for
Efficiency in Government
Council of State Governments
Innovations Award
July 29, 2011
Statewide Electronic Collision &
Ticket Online Records
The Case for Change
 Traditional paper-based systems for
processing tickets and collision reports are
inefficient and costly
 Volumes increase over time
• 1,300,000 + tickets
• 140,000 collision reports
 Redundant & costly data
entry throughout the system
Research Showed a Problem with
Accuracy and Timeliness
• 10-15% of paper tickets contain significant errors (Pitt.
Law, NY Finance Dept.)
•
•
BOTTOM
LINE:
11% of statewide paper collision reports are returned to
officers
for systems
corrections are inefficient,
Paper
Following
court disposition,
the average
delay for a
inaccurate,
and
costly
paper citation to be received & processed by DOL is 13
days
• Average length of time for a paper collision report to be
received and processed by WSDOT is over 90 days
An Example of the Burden:
Paper Tickets
Law Enforcement Agency
Local Court
Of Jurisdiction
Agency Database
Statewide Court
Database
Law Enforcement
Agency Copy
Officer’s
Copy
Court Copy
Licensing
Copy
Disposition
Violator Copy
Department of Licensing
Driver License Database
The Foundation for Change:
A Structure and Process for Success
Build
Effective
Governance
Creating the Vision
 Surveyed existing systems and technology to
innovate new systems for traffic data
 Developed 3 High-level Objectives
1) Provide law enforcement a tool to
electronically create tickets &
collision reports in-the-field
2) Develop an exchange system to
send electronic data to repositories
3) Prepare data repositories to
receive and file electronic data
Establishing the Coalition
 Conducted outreach to state and local
agencies to understand needs and foster
relationships
 Created an educational toolkit
to articulate the business case
for change and a “Concerned
Community”
The Community is Key
Developing the Roadmap
 Convened stakeholder workshops to consider
creative approaches for realizing the
community’s vision
 Identified a portfolio of
innovative strategies for
developing or acquiring
the needed functionality
and tools
A Roadmap to the Future
Objective 1
Objective 2
Prosecutors:
Create criminal
citations & review those
referred by officers
Objective 3
Transportation:
Receive & file collisions
Licensing:
Receive and file
collisions & ticket
dispositions
Officers:
Create tickets &
collision reports
Supervisors:
Review/Approve
tickets & collisions
SECTOR:
Central
Server
State IT Agency:
Distribute tickets,
collisions, &
dispositions
Courts:
Receive & process
tickets; send dispositions
Law Enforcement:
Receive & file SECTOR
documents created by
officers
Objective 1: SECTOR
 In-field application built to automate ticket &
collision report creation
 Interview-based application, features include:
• Auto populates from license and registration bar codes
• Utilizes pick lists, drop menus, & default entries
• Automates fine calculations
• Easy collision scene diagramming
Additional Features
 Report reviewer feature allows supervisors to
inspect collision reports prior to filing
 Automatically generated Driver Information
Exchange Form for citizens
 Robust back-office database, features include:
• Sophisticated reporting capabilities
• Local agency administrative control
Objective 2: SECTOR Exchange
 Statewide exchange system for disseminating
electronic data to appropriate agencies
 Washington’s first large-scale Service
Oriented Architecture project:
• SECTOR Exchange automates the routing of tickets
and collision reports
The Data Dissemination Problem:
Traditional Data Sharing Model
 Each connection is managed separately
 Changes to a one organization’s system affects
everyone connected to that organization
SECTOR Exchange:
Service Oriented Data Sharing
 Organizations develop web service applications
to send 
andSecure
receive data
 A Central
facilitates exchanges based on
 Broker
Flexible
commonly defined messaging standards
 System Changes are
Transparent to Others
Web
Services
Web
Services
Web
Services
Web
Services
Web
Services
Building Effective Governance
 Formalized a leadership structure through a
multi-agency cooperative agreement
 Two-tiered governance ensures executive
support and manager-level commitment
• Managers meet weekly
• Executive sponsors
meet bi-monthly
Managing Roles & Responsibilities
 Memorandum of Understanding outlines
individual agency responsibilities
• Each data system interfacing with SECTOR is
explicitly named
• System maintenance and support is clearly
identified
 Collective responsibilities are also
addressed
• The Governance Team developed a shared
change management, communication, and
implementation plan
Is SECTOR Effective?
 A suite of formal research studies suggests
tremendous savings:
1. Law enforcement(≈ 10,000 statewide):
•
30-35% time savings in creating
SECTOR tickets & collisions
•
15-20% time savings in the time
of a traffic stop
•
Data entry personnel save through
automatic filing in records systems
2. Court staff (≈ 1,300 statewide):
•
•
•
80% time savings processing traffic infractions
50-90% time savings for criminal citations
Ticket errors have also been reduced
Is SECTOR Effective?
3. Dept. of Transportation Coders:
•
40% time savings in processing SECTOR collision reports
•
Less than 1% of SECTOR reports returned to officers
•
75% of SECTOR reports are received within 3 days of the
collision
4. Dept. of Licensing
•
Driver records are updated more frequently and with more
accurate data
•
Financial Responsibility cases generate automatically
5. Other Efficiencies
•
Audits of tickets have been made more efficient
Why is SECTOR Unique?
 Provides a solution for two separate systems
and related business processes:
• Tickets: Courts; prosecutors; auditors
• Collision Reports: State and local transportation agencies
 Leverages the state’s first large-scale network
exchange system
 Utilizes a collaborative training program
coordinating law enforcement, courts,
prosecutors, licensing, and transportation
Why is SECTOR Unique?
 Allows prosecutors to electronically file
criminal citations
 Establishes a flexible and scalable platform for
adding additional processes and systems
 Outlines a repeatable
process for other largescale technology projects
Lessons from SECTOR:
Translating the Success to Others
 SECTOR provides a technical framework for
similar process improvement projects
•
Implementation may vary from state-to-state but the
general solutions and architecture is proven
 SECTOR shows the importance of a
representative and empowered governance
structure
• Without a formalized oversight and leadership model,
coordinating the various projects among partnering
organizations would have been impossible
Lessons from SECTOR:
Translating the Success to Others
 SECTOR demonstrates the need for largescale technology projects to:
•
Create & inspire a shared vision
•
Establish a coalition by
articulating the business case
Governance
•
Develop a clear roadmap
for success
•
Build the appropriate governance
structure
Additional Information
http://www.trafficrecords.wa.gov
Lowell Porter, Director
(360) 725-9899
[email protected]