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Court and Clerk Information
 

 

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Wha​t You Need to Know About 

Implementing ​​​MiFILE in Your Court



​"MiFILE has streamlined our process.  The convenience of receiving filings instantly rather than waiting to receive them via mail or having someo​ne have to file in-pers​on makes the court process much more efficient.  The website is very easy to navigate for all parties involved which makes it easy for novice filers."  -Annette Gattari-Ross, 37th District Court Administrator/Magistrate 
 

​​When is my Court G​oing to be ​Implemented?

When a court will be implemented is a difficult question to answer.  It depends on a number of factors. The implementation team will select courts for implementation, in part, based on the results of a statewide survey completed by the courts.  Criteria used to determine selection include a court's willingness to implement the current Standard Solution (case types and features) and the complexity of integration with the court's existing systems.   See the MiFILE Solution Overview​ for more details regarding what is currently in the MiFILE system.  


In addition, the amount of time it takes to implement a court can vary significantly from one court to another. Implementation consists of several phases, discussed in greater detail below, and includes a readiness assessment that occurs during the preplanning, court engagement, and interface discovery phases before the onboarding process can begin. While the actual onboarding process will take up to approximately nine months from kick-off to go-live, the preplanning, risk mitigation, and interface discovery phases is an unknown. Therefore, it is difficult to estimate the timeframe for the entire implementation process from start to finish. As courts move through each phase of the implementation process, the MiFILE implementation team will provide timeframe updates to aid courts with their planning needs.  

 

What Happens During the Implementation Process?

"The MiFILE implementation experience in Ottawa County (20th Circuit pilot court; Probate model court) has been a positive, collaborative process.  Technology projects are inherently challenging, but the court and county clerk employees embraced the change and the MiFILE staff have been helpful and supportive partners."  -Kevin J Bowling, Court Administrator ​

​Courts will be contacted throughout the implementation process by the MiFILE implementation team and will be guided and supported during each phase. As a court moves from one phase to another, the court's time commitments will increase. The MiFILE team will be analyzing and categorizing courts based on the information gathered from the courts during their preplanning and court engagement phases.  During that time, the implementation team may reach out to the courts to verify information and to gauge each court’s ability to move forward with interface discovery.  Once a court enters the interface discovery phase, and contracts are being secured with vendors, the implementation team will begin preparations for the court’s onboarding phase.  A court will only be moved to the onboarding phase when all known risks to that court have a mitigation plan, there is an established integration strategy, contracts are signed, and the court has the available resources and funding to support the onboarding process. The phases are detailed below.


PrePla​nning

The preplanning phase is conducted by the MiFILE implementation team and involves an analysis of the statewide survey results. Courts will be categorized based on responses provided in the survey, including their willingness to implement MiFILE with the current standard solution, as well as technical factors. Based on the implementation team’s capacity, courts meeting the criteria for implementation will be contacted to begin the Court Engagement phase.


Court Enga​gement 

During the Court Engagement phase, the MiFILE implementation team will validate information provided by the court in the statewide survey and determine whether the court has any initiativesor projects that may impact the court's resources and availability to implement MiFILE. At this phase, the court and the MiFILE implementation team will assess the courts readiness to continue on to the Interface Discovery phase.


Assessing Court Readiness includes determinin​​​​​g: 1) ​availability of court personnel, 2) ​supp​ort of court administrator and judge, 3) willingness to implement the standard solution in its current state, 4) other co​urt initiatives and projects potential complexity of integrations, 5) availability and, cooperativeness of the CMS and/or DMS vendors, 6) ability to meet technical requirements for PCs, scanners, network, and 7) if integrating with an existing DMS, availability of funding for DMS integration.


Interface ​Disc​overy 

The Interface Discovery phase is crucial in determining the level of desired integration between MiFILE and a court’s case management system (CMS). All courts require some integration with MiFILE, and the MiFILE implementation team, ImageSoft, and CMS vendor/county IT will work with the court to determine the integration approach. The State Court Administrative Office (SCAO) will pay for CMS integrations to support the implementation of MiFILE. 


During this phase, CMS vendor contracts will be finalized and signed by all parties. If a court chooses to use the MiFILE document management system (DMS), there are no additional contracts to secure.

If a court has their own DMS, a mini-discovery session will be held with the court to help secure a market estimate for the DMS configurations. This includes assessing the impact of the Standard Solution on a court’s existing DMS workflows. The SCAO will not pay for integrations for a court's DMS. It is the responsibility of the implementation team, ImageSoft, and the court's DMS vendor to provide an estimate for the court to secure the appropriate funding to support a MiFILE implementation. A court's ability to move forward with the onboarding process may be impacted by the courts ability to secure funding for the integration.

Before a court is transitioned to the Onboarding phase, the court, with the support of the MiFILE implementation team must prepare a mitigation action plan with specific details about what must be done throughout the implementation process to alleviate all identified risks. ​ 


Examples of Potential Risks include: 1) ability of the vendor to meet agreed upon dates, 2) responsiveness of vendor in communications, testing analysis, bug fixes, 3) ability of the vendor to adjust to changes in requirements, 4) ability of CMS to meet fundamental data element and processing requirements, and 5) technical infrastructure of the court.


Onbo​ardin​​g 

The number of courts that can be in the Onboarding phase is limited to the capacity of the implementation team. The Onboarding phase will be conducted virtually, with access to prerecorded presentations and materials that guide courts through the process.  A MiFILE implementation analyst will be assigned to work with the court at each stage in the process and to answer any questions and concerns the court may have.  The process includes: Kick-off, Discovery, Configuration, User Acceptance Testing, Training, Pre Go-Live, Go-Live, and Transition to Support. Click here​ for more information regarding the onboarding process.

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