IT System Audits and Gap Analysis

IT System Audits and Gap Analysis

The Justice Management Institute (JMI) provides IT system audits and gap analyses for courts and other justice systems.  System audits are rooted in best practices and functional and technical requirements of the owner.  They are often conducted during or after the completion of functional and technical requirements.  They are intended to answer the following questions:

  • What is not working well in the current IT environment?
  • What are the expectations from professionals and users for how an IT system should function and perform?
  • How do organizations address and prioritize IT improvements or changes to meet their needs?
  • What are the security and privacy weaknesses of existing network architecture and applications?
  • In targeted application development, what are the customization needs of off the shelf software (COTS)?

Technical Assistance

IT System Audits and Gap Analysis. Engagements typically include the following steps:

  • Document existing IT network and user hardware and software
  • Establish a requirements traceability matrix
  • Execute performance testing of existing network bandwidth and application and database responsiveness
  • Analyze of business process bottlenecks
  • Document needed improvements
  • Provide a cost benefit analysis

Security and Privacy Audits. Typically, a security and privacy audit will assess the following:

  • Firewalls
  • DMZs and shared databases
  • Data repositories
  • access and security protocols
  • public-facing web-based channels, including
  • web applications
  • web sites
  • e-filing
  • e-commerce
  • social media

Project Highlights

Franklin County, OH Domestic Relations and Juvenile Court Justice Information System Requirements

JMI developed juvenile justice system functional requirements for a new case management system that included juvenile court, juvenile detention center, juvenile probation, and electronic monitoring. The work included building workflows and requirements for each area. Functional areas included cross-agency systems integration including e-filing, unified juvenile record, core workflow requirements, document management, and structured business intelligence and management information tools.

Sacramento, CA Sheriff’s Civil Bureau Enterprise Assessment and RFP Requirements

Project lead for an assessment of civil bureau enforcement case management to build requirements for a new enterprise system with web-based channels and services to the public, companies, and attorneys.  A key centerpiece of the project is online registration of creditors and debtors for eFiling, ePayments, case management, and electronic disbursements.

Abu Dhabi Judiciary Department (ADJD) Case Management Phase IV, United Arab Emirates

Tim Dibble, JMI Vice President, provided analysis and development of automated case management for alternative dispute resolution, first instance, appellate, and cassation courts and enforcement tribunal (civil enforcement functions) dispatch and service of process (noticing); and integration with the Public Prosecutor and AMANAT deposit accounting system. Scope of analysis includes core case and trial processes, management information, electronic filing, and document management. Development of automation is built on analysis of judge and clerical staff needs for processing cases and reaching fair and timely decisions on civil, commercial, labor, administrative, family, inheritance, and criminal cases.

Maryland Judiciary Caseflow Assessment Application

Tim Dibble, JMI Vice President, provided design, development, rollout, and hosting of browser-based statewide assessment (business intelligence) application for all Maryland trial courts and case types. The application extracts data from 17 different case management systems in order to measure performance against Maryland caseflow time standards. Functionality includes quality control forms to match and correct data with hardcopy case files for 11 case types. The application has been in continuous use since 2002. Version 3.0 was turned over to the Maryland Judiciary for hosting in 2005.

Hawaii Judiciary Integrated Case Management Requirements Definition

Tim Dibble, JMI Vice President, led a ten person team, developed operational, functional, and technical requirements for traffic, district and circuit courts, and courts of appeal in four circuits for the entire judiciary statewide. The study included workflow analysis, process reengineering, phasing, funding, existing and proposed network architectures, hardware and software requirements, and database sizing. Case types included appellate, civil, criminal, family (juvenile), and traffic courts. Family Court is moving toward a one family – one judge assignment approach. Report CD available upon request.

Aimee WickmanIT System Audits and Gap Analysis