Attachment 18 - Statistical Reporting Functions.pdf

Statistical Reporting Functions

Web-Based Jury Management System Requirements

Version 1.0

Attachment 18

Contents Overview

Users and Roles Stakeholders

Race/Gender Reports (JS-12) Entire Current Source List For Processed Questionnaires For Qualified List For Non-Qualified List (2-Step Courts Only) For Specific Pool – Entire Pool For Specific Pool – Qualified Only For Specific Panel For Specific Jury Report Output

Race Section Ethnicity Section

Pool Analysis Report Report Output

JS-11 Reports JS-11 Report Test and Production Report Output

Top Pane Bottom Pane

JS-11G Report Test and Production Report Output

Top Pane Bottom Pane

Submitting the Production JS-11 Reports File Queue File Send

Online Public Access Reports Report Output - Summary Report Output - Detail

AO-12 Report (Census Information) Entering Census Information Generate the AO-12 Report (2-Step Courts) Generate the AO-12 Report (1-Step Courts)

Report Output Report Header Part I General Information Part II Sampling of Returned Questionnaires (Two-Step Courts) Part III Sampling of Qualified Jury Wheel Part IV Statistical Comparison of Jury Wheel Sample Against Citizen Population Data, Age 18 or Over, By Racial, Ethnic, and Sex Classifications

Property of the Administrative Office of the U.S. Courts Attachment 18 1

Overview

The current Jury Management System (JMS) uses old technology and is being upgraded to new server technologies as well as being upgraded to a web-based application. The look and feel of the web-based application is expected to be substantially different from the current user-driven interface.

An important function of the Jury Management System is Jury Representativeness Statistics.

The information collected is for the use of district courts to aid them in determining whether their jury wheels comply with the randomness and nondiscrimination provisions of the Jury Selection and Service Act and comparing a statistical sampling of jury wheels against general population data.

Capturing statistical data is required.

Users and Roles

Jury Administrators, Jury Clerks, and other jury-related user roles

Stakeholders

JMS users

Attachment 18 2

Race/Gender Reports (JS-12)

The Race/Gender Reports compile statistical data relative to race and gender for the entire source list as well as for pools, panels, and juries. The JS-12 Report breaks down the counts of race/gender based upon which option is selected.

The following report options are required and can be selected for a specific division or all divisions:

Entire Current Source List

This report captures race/ethnicity data for the entire source list regardless of whether the person is in a pool. If no data is known, race will be shown as ‘Unknown’ and ethnicity will show as ‘Unknown’.

For Processed Questionnaires

This report captures race/ethnicity data for all persons with a source status not equal to 96 (Judge Review), 91 (Undeliverable), 0 (Master Jury Wheel), 1 (Selected from Master Wheel), or 2 (Questionnaire issued) regardless of whether the person is in a pool.

For Qualified List

This report captures race/ethnicity data for all persons with a source status of 5 (Qualified) or 7 (Summoned), regardless of whether the person is in a pool.

For Non-Qualified List (2-Step Courts Only)

This report captures race/ethnicity data for all participants with a source status that is not equal to 5 (Qualified) or 7 (Summoned), regardless of whether the person is in a pool.

The following report options are required and can be selected for a specific pool or all pools:

For Specific Pool – Entire Pool

This report captures race/ethnicity data for all persons with an active pool record regardless of their pool status.

For Specific Pool – Qualified Only

This report captures race/ethnicity data for all persons with an active pool whose pool status is 2 (Responded), 3 (Panel), 4 (Juror), or 7 (Deferred).

The following report options are required and can be selected for a specific event or all events:

For Specific Panel

This report captures race/ethnicity data for all persons who have never been a panel member

Attachment 18 3 for a specific event regardless of the person’s current status.

For Specific Jury

This report captures race/ethnicity data for all persons who have ever been on a jury on a specific event regardless of person’s current status.

Report Output

The JS-12 Report shall include the following information and the system shall enable the user to filter by the option appropriate for each report:

• Report Header (i.e., Source List Race/Gender Report)

• Report Sub-Header (i.e., Entire Source List – Division 1)

• Report Date and Time

• Category Column

• Male % Column

• Female % Column

• Unknown % Column

• Total % Column

This report contains two sections: Race and Ethnicity.

Race Section

The system shall list the following categories under the Race section:

• Black/African American o Total Male o % of Male o Total Female o % of Female o Total Unknown o % of Unknown o Total of Male, Female, and Unknown o Total % of Black/African American

• White o % of Male o Total Female o % of Female o Total Unknown o % of Unknown o Total % of White

• American Indian/Alaskan Native

Attachment 18 4 o % of Male o Total Female o % of Female o Total Unknown o % of Unknown o Total % of American Indian/Alaskan Native

• Native Hawaiian/Pacific Islander o % of Male o Total Female o % of Female o Total Unknown o % of Unknown o Total % of Native Hawaiian/Pacific Islander

• Asian o % of Male o Total Female o % of Female o Total Unknown o % of Unknown o Total % of Asian

• Multi-Race o % of Male o Total Female o % of Female o Total Unknown o % of Unknown o Total % of Multi-Race

• Other o % of Male o Total Female o % of Female o Total Unknown o % of Unknown

Attachment 18 5 o Total % of Other

• Unknown o % of Male o Total Female o % of Female o Total Unknown o % of Unknown o Total % of Unknown

• Total (Grand) o Male o % of Male o Female o % of Female o Unknown o Total (grand) of Male, Female, and Unknown

Ethnicity Section

The system shall list the following categories under the Ethnicity section:

• Hispanic o % of Male o Total Female o % of Female o Total Unknown o % of Unknown o Total % of Hispanic

• Non-Hispanic o % of Male o Total Female o % of Female o Total Unknown o % of Unknown o Total % of Non-Hispanic

• Unknown

Attachment 18 6 o % of Male o Total Female o % of Female o Total Unknown o % of Unknown o Total % of Unknown

• Total (Grand) o Male o % of Male o Female o % of Female o Unknown o Total (grand) of Male, Female, and Unknown

• Page Count (Page 1 of 1, etc.)

Pool Analysis Report

This report provides pool activity detail within a date range. Because of how the report is calculated, it is only applicable for one day/one trial courts and is updated when attendances are confirmed. This report does not reflect data for multi-day voir dire.

The report shall include, at a minimum, the following categories:

• Summoned – Anyone with a return date equal to their next report date which is equal to today’s date. This total also includes anyone reassigned to the pool with a pool status.

• Responded – Anyone who has responded for that day. This total would also include anyone reassigned to that day with a responded status.

• Attended – Anyone in attendance for that day. If an attendance is deleted, it will not subtract from the attended total. Likewise, if attendances are added, they are not added to the attended total.

• Excused – Anyone who was granted an excuse for that day.

• Disqualified – Anyone who was disqualified for that day.

• Deferred – Anyone who was deferred for that day.

• Reassign – Anyone who was reassigned for that day.

• Undeliverable – Anyone who was marked as undeliverable on that day.

• Transferred – Anyone who was transferred to another division on that day.

• FTA – Anyone who has failed to appear that day.

The system shall enable the user to generate a pool analysis report by performing the following actions:

• Enter the beginning date or pick a date from the calendar icon.

• Enter the end date or pick a date from the calendar icon.

Attachment 18 7

Report Output

This report shall include, at a minimum, the following information and the user shall be able to filter the report by date range:

• Report Header

• Report Date and Time

• Date Range From/To

• Pool Activity Date

• Summoned Column

• Responded Column

• Attended Column

• Excused Column

• Disqualified Column

• Deferred Column

• Reassigned Column

• Undeliverable Column

• Transferred Column

• (FTA) Failure to Appear Column

JS-11 Reports

There are several reports that are included in this section. JS-11 Report Test, JS-11 Report Production, JS-11G Report Test, and JS-11G Report Production. The “11G” reports are used in reporting grand jury statistics.

The system shall enable users to choose from two (2) versions, Test and Production. The “Test” version shall be used to test the transmission of the reports to the Government’s Statistics Office. The “Test” version of the reports is prepared the same as the “Production” version but shall be maintained as separate menu items.

JS-11 Report Test and Production

This report shall automatically be populated by the system when a juror has attendance. When attendance is confirmed, the system shall verify attendance fees for each juror and adjust the report accordingly. Attendance with no attendance fee shall not be counted on the JS-11 Report except for government employees who are counted, regardless.

Described below is the functionality used to populate the JS-11 Report.

1. Day 1 or Orientation Day – when jurors are attended on Day 1, Columns B and E2 are populated.

2. After jurors are placed on the panel, Column E1 is populated.

3. At the time of empanelment:

a. Columns C and D are populated.

b. Column C displays those jurors marked as Juror/Alternate.

c. Column D displays those jurors marked as Challenge for Cause, Peremptory

Defendant or Peremptory Pros/Plaintiff.

Attachment 18 8

d. Jurors Not Used are placed in Column E1.

e. Column A is populated according to event type.

NOTE: Jurors will always remain in their greatest column for the day. For example, if a juror was placed on two (2) panels for one (1) day, and on panel 1 he was Challenged, but on panel 2 he was Not Used, the juror will display under Column D for that day.

4. Column F – jurors in attendance and marked as Travel will be removed from all other counts and are only displayed under Column F.

5. Day 2 – Jury Attendance

a. Columns G & H are populated.

b. Column G indicates how many events have had jury attendance.

c. Column H indicates how many jurors/alternates have attended.

6. Continued Trials (Multi-Day Voir Dire) Column H

When voir dire takes multiple days:

a. Panel results must be entered for each day (refer to Attachment 7: Panel

Functions for Web-Based JMS Requirements (Jury Empanelment)) in order to populate the fields on the JS-11 Report correctly.

b. Enter the date juror attended in the panel results.

c. Confirm attendance. Attendance can be confirmed before or after the panel results are entered for a given date.

NOTE: Once a panel member has a result assigned, their status CANNOT be changed during the jury empanelment process. If a result must be changed, the new reason should be entered in the panel results PRIOR to jury empanelment.

Once empanelment has occurred, edits must be made to the JS-11 Report manually.

Report Output

The JS-11 Report is a pre-formatted report. The report displays the following information in a columnar format. The system shall enable the user to perform the following actions on the report:

• Apply a filter by date range (month and year).

• Apply a filter by court location.

Top Pane

The system shall enable the user to edit the daily totals for Columns A-H and shall automatically calculate the grand totals.

• Report Header

• Date Range (From/To)

• Court Location

• JURORS PRESENT FOR VOIR DIRE OR ORIENTATION

o Column A – The number of events empaneled against each date by Civil and

Attachment 18 9

Criminal (system generated).

o Column B – Jurors in attendance with an attendance fee, including jurors added through edit attendance (system generated).

o Column C – Persons selected as jurors or alternates (system generated).

o Column D – Jurors marked as challenged (cause or peremptory) during either panel results or empanelment (system generated).

o Column E1 – Jurors marked as not used with empanelment or panel results, even though checked in to attendance and selected as a panel member (system generated).

o Column E2 – Jurors in attendance that were not selected as panel members (system generated).

• TRAVEL

o Column F – Jurors in attendance and marked as travel, regardless of status

(system generated).

• CONTINUED TRIALS

o Column G – The number of trials continuing subsequent to the empanelment date (system generated).

o Column H – Seated jurors attended through jury attend only (system generated).

• COMMENT

o Column I – Free form text

Bottom Pane

• 1 = Month Selected

• 2 = Year Selected

• 3 = District Name (system generated)

• 4 = District Code (system generated)

• 5 = Office Name (system generated)

• 6 = Office Code (system generated)

• 7 = Name of Person Completing the Form

• 8 = Phone Number and Extension of Person Completing the Form

• J = JURY COSTS ASSESSED

o Column 1 = TOTAL COSTS ASSESSED (completed by court) o Column 2 = TOTAL NUMBER OF JURORS (completed by court) o Column 3 = NUMBER OF JURORS REUSED (completed by court)

• K = NUMBER OF TRIALS CANCELLED AFTER JURORS REPORTED (OPTIONAL)

o Column 1 = TOTAL (completed by court) o Column 2 = After settlement (completed by court) o Column 3 = After Change of Plea (completed by court) o Column 4 = Other

Editing the JS-11 Report

The system generated data under Columns A-H may be edited on this report before submission. The row must be unlocked before editing and for the system to automatically re-calculate the data. Once the data has been updated, the row must be locked as the data in all locked rows is saved when exiting the report.

JS-11G Report Test and Production

Attachment 18 10

The JS-11G Report is automatically populated by the JMS when a juror has at least one jury attendance. Grand jury members are given jury attendance when all members are selected on the panel and all are empaneled as jurors.

NOTE: Before the JS-11G Report is generated, it is assumed that the grand jury event as well as the panel has been created.

Described below is the functionality used to populate the JS-11G Report.

• All panel members are empaneled as jurors or alternates on orientation day (even if not selected)

• Each panel member is given Jury Attendance for orientation day, and assigned a Grand

Jury Code In Session:

o A = Serving

Not in Session:

o B = Jurors selected as alternates on a day other than empanelment day.

o C = Replacement jurors selected and sworn on a day other than empanelment day.

o D = Jurors reported to court to read transcripts.

o E = Person reporting to court for official business (not in convened session).

Not Serving in Convened Session:

o F = Not selected during empanelment.

o G = Jurors reporting were not notified of session cancellation.

o H = Jurors who reported for service when less than a quorum of 16 appeared.

o I = Paid jurors in travel status before or following juror service.

o J = Other than above categories.

• Return all panel members that were not selected as jurors or alternates.

Report Output

The JS-11G Report is a pre-formatted report. The report displays the following information in a columnar format and will be filtered by the date range (month and year) and grand jury selected for the report.

Top Pane

• 1 = Month Selected

• 2 = Year Selected

• 3 = District Name (system generated)

• 4 = District Code (system generated)

• 5 = Office Name (system generated)

• 6 = Office Code (system generated)

• 7 = Name of Person Completing the Form

• 8 = Phone Number and Extension of Person Completing the Form

• 9 = Grand Jury Activity (Y/N)

Attachment 18 11

• 10 = Grand Jury Number

• 11 = Type – Special (checked), Regular (unchecked)

• 12 = Empanelment Date (MM/DD/YYYY)

• 13 = Extension Date (MM/DD/YYYY)

• 14 = Discharge Date (MM/DD/YYYY)

Bottom Pane

Each day of the month the grand jury was in session is displayed under the day of month column. Totals for each of the attendance categories are listed under their respective Columns A-J (see above).

In addition, totals under Columns A-J are displayed as well as total jurors and the hours in session.

Editing the JS-11G Report

The system generated data under Columns A-J may be edited on this report before submission.

Rows must be unlocked before editing and for the system to automatically re-calculate the data.

Once the data has been updated, the row must be locked as the data in all locked rows is saved when exiting the report.

Submitting the Production JS-11 Reports

After the data has been thoroughly reviewed, the JS-11 and JS-11G Production Reports are ready for submission to the Statistics office. The steps listed below create the file for submission:

File Queue

• Select the month and year for the report.

• Select the court location (JS-11).

• Select queue file.

When queue file is selected, the system saves the file in the JMS directory on the local workstation. A copy of the file is saved in two folders, JS_11 BAK, and JS-11_SEND. The file names have a day/month timestamp.

File Send

• Select Send File.

• File is transferred from the JS-11_SEND directory to the FTP site.

• File is removed from the JS-11_SEND directory.

• JS-11_BAK directory retains all submitted reports.

After the report has been transmitted, the following JS-11G transmission errors may occur.

Column A: If fewer than 16 jurors were reported in Column A, the system will display an error and the row must be edited. The jurors must be moved to one of the other columns, or the total in Column A changed.

Attachment 18 12

Column 19: Hours in session should be completed only on those days when a quorum of 16 or more grand jurors is in attendance in Column A. Column A should not be blank or zero. Hours in session should not be completed for any other activity and should never be more than 13. The system will display an error message if the hours are greater than 13.

Online Public Access Reports

The Online Public Access Reports provide both summary and detail information of activities performed online. Summary reports can be selected by pool or by date. The Detail reports can be selected by pool or by date in addition to the type of action listed below (L.I., etc.).

Summary Reports:

• Enter a beginning date.

• Enter an end date.

OR

• Select a beginning date from the calendar icon.

• Select an end date from the calendar icon.

• Enter a pool number.

• Pick a pool number from the list.

Report Output - Summary

• Report Title (Online Public Access Summary Report)

• Sub-title (This is either the date range or pool number selected.)

• Report Date and Time

• Report Columns:

o Date o Pool Number

L.I P.I Comp Q/J.1 Card Q Auto Disq Q Req Disq Q Auto Exc Q Req Exc Q Auto Exempt Q Req Exempt A.P.

R.P.

A.E.

R.E.

R.P.E

• Grand Totals for Each Column

Attachment 18 13

Summary Reports Column Data

Date Date of Action Pool No. Pool number of the participant.

L.I. Number of participants who logged in.

P.I. Number of participants who changed their personal information Comp Q/ Card Number of participants who completed their questionnaire and juror information form (card).

Q Auto Disq Number of participants who were auto disqualified per court rules during completion of questionnaire/juror information form (JIF).

Q Req Disq Number of participants whose disqualification was a request only per court rules during completion of questionnaire/juror information form (JIF).

Q Auto Exc Number of participants who were auto excused per court rules during completion of questionnaire/juror information form (JIF).

Q Req Exc Number of participants whose excusal was a request only per court rules during completion of questionnaire/juror information form

(JIF).

Q Auto Exempt Number of participants who were auto exempt per court rules during completion of questionnaire/juror information form (JIF).

Q Req Exempt Number of participants whose exemption was a request only per court rules during completion of questionnaire/juror information form (JIF).

Comp J.I. Card Two-Step Courts ONLY – Number of participants who completed the juror information form (JIF).

A.P. Number of participants auto postponed as per court rules.

R.P. Number of participants whose postponement was a request as per court rules.

A.E. Number of participants auto excused per court rules during a subsequent login.

R.E. Number of participants whose excusal was a request only as per court rules during a subsequent login.

R.P.E. Number of participants who requested a partial excusal during a subsequent login.

Detail Reports

• Enter a beginning date.

• Enter an end date.

• Select a beginning date from the calendar icon.

• Select an end date from the calendar icon.

• Select a category (L.I., etc., as described above) or all categories.

Attachment 18 14

• Enter a pool number.

• Pick a pool number from the list.

Report Output - Detail

• Report Title (Online Public Access Detail Report – category selected)

• Sub-title (This is either the date range or pool number selected.)

• Report Date and Time

• Report Columns:

o Date o Juror ID Number o Pool Number o Name Address o Telephone Number o Division Number

AO-12 Report (Census Information)

The information provided periodically to the court from the Census Bureau is entered into the system and it populates Part IV of the AO-12 form. This information is stored in the JMS and is used when the AO-12 Report is generated.

The process consists of two parts – entering the Census information and generating the AO-12 Report itself.

Entering Census Information

• Pick a division code from the list or select district wide.

• Select retrieve.

NOTE: When the AO-12 Census information is initially accessed for a specific division or all divisions (district wide), no information will be retrieved. The last updated, update by, racial, ethnic and sex information are blank.

District wide census information does not automatically populate based on the census data entered in the individual census screens. The data for district wide must be entered separately.

Selecting retrieve activates the edit function. Once the data is retrieved, the user may update the racial, ethnic and sex census percentage information. Those fields do not become enabled until the edit button is highlighted.

The information entered updates Part IV of the AO-12 Report (Statistical Comparison of Jury Wheel Sample Against Citizen Population Data, Age 18 or Over, By Racial, Ethnic, and Sex Classifications).

Generate the AO-12 Report (2-Step Courts)

• Select the division code.

• Select the source of names used in the wheel.

o Voter’s Registration

Attachment 18 15 o List of Actual Voters o Other (specify)

• Enter the supplier of the names for the wheel (i.e., MVD).

• Enter the date the initial mailing was completed.

o Enter the date.

o Pick a date from the calendar icon.

• Enter the number of questionnaire forms mailed.

• Enter the name of the person preparing the form.

• Enter the name of the United States district court clerk.

Generate the AO-12 Report (1-Step Courts)

• Select the division code.

• Select the source of names used in the wheel o Voter’s Registration o List of Actual Voters o Other (specify)

• Enter the supplier of the names for the wheel: (i.e., MVD).

• Which option below reflects the statistical information used for the AO-12 Report?

o Persons returning questionnaires.

o Persons qualified as jurors.

• Enter the name of the person preparing the form.

• Enter the name of the United States district court clerk.

After the information above has been submitted, the pre-formatted form is populated with data automatically generated from the JMS along with the data entered manually. Census information from the database is displayed on the form as well.

Report Output

The AO-12 Report itself is separated into distinct Parts: Report Header, Part I, Part II, Part III, and Part IV. In each part, there are fields that are manually updated, and fields that are automatically populated.

Report Header

• District – The district name is automatically populated from the Court Location table (Configurations > Court Location).

• Division – The division selected.

• If Master Wheel is Maintained for District at Large, Check here – The system leaves this checkbox blank for courts with more than one division.

• District Number – Automatically populated from the Cost Organization Code field in the

Court Location table (Configurations > Court Location).

• Date Completed – The date the report is updated and accepted.

Part I General Information

• 1. This master jury wheel was last filled – The date in this field is extracted from Wheel Maintenance table (Configurations > Wheel Maintenance), and is the date the wheel was loaded in the system.

• 2. The number of names then placed in the wheel was – The system count of the number of actual records in the default wheel within the wheel boundaries.

Attachment 18 16

• 3. Source of names was – This is a manual selection.

• 4. Supplied by – This is the source of supplied names (i.e., MVD).

• 5. No. of jury divisions established in district by Jury Selection Plan – The number of records in the Division Table (Configurations > Divisions)

Part II Sampling of Returned Questionnaires (Two-Step Courts)

• A.1. Date of drawing from the master wheel – A distinct date extracted from the DateSelected2 field of the voter’s table for the current wheel. Each time records are added to Qualified Wheel, DateSelected2 updates for the randomly selected records.

o If only one distinct date is found, that date displays.

o If more than one distinct date is found, “Multiple” displays in this field. Each distinct date in the current wheel prints in Part IV of the form (above the signatures).

• A.2. Number of names drawn - The total number of records of each distinct DateSelected2 found within the current wheel.

• A.3. Dates on which initial mailing complete – This is manually updated.

• A.4. No. of forms mailed – This is manually updated.

• B.5. Date of sampling of from returned forms – This field is populated based on the rules of the current jury management race/gender report for processed questionnaires report.

• B.6. Completed and returned (qualification forms) – This field contains the total number of forms processed based on the rules of race/gender for processed questionnaires report.

• B.7. Returned undeliverable by P.O. – The total number of records in the current wheel that have a status of undeliverable.

• B.8. Not yet returned – The total number questionnaires issued for today’s date based on the rules of the wheel status report.

• B.9. Total no. of forms in sample – The total is defaulted from B.6.

The Race, Ethnicity, and Gender statistical information displayed in Part II of the form is automatically populated based on the rules of the race/gender report for processed questionnaires.

Part III Sampling of Qualified Jury Wheel

• 1. Date sample was taken – This is today’s date.

• 2. Number of names in the wheel – This is the total number of qualified records based on the rules of the race/gender report for qualified list.

• 3. Analysis of sample

• Total no. of names in sample – The total is defaulted from Part III, number 2.

The race, ethnicity, and gender statistical information displayed in Part III of the form is automatically populated based on the rules of the race/gender report for processed questionnaires.

Part IV Statistical Comparison of Jury Wheel Sample Against Citizen Population Data, Age 18 or Over, By Racial, Ethnic, and Sex Classifications

• Percent his class is found in citizen population of the:

o District: If “District Wide” is selected in the Header Section of the form, the

District checkbox is selected.

Attachment 18 17 o Jury Division: If “District Wide” is not selected in the Header Section, the Jury Division check box is selected.

The Race, Ethnicity, and Gender statistical information displayed for male, female and unknown in Part III of the form is automatically populated in Part IV based on the rules of the race/gender report for processed questionnaires when the option for ‘persons returning questionnaires’ is selected from the user interface. in addition, the information is automatically populated based on the rules of the race/gender report for qualified list when the option ‘persons qualified as juror’ is chosen from the user interface.