ENDORSED 2BBREN DON D. WOODS FILED Public Defender ALAMEDA CO 1401 Lakeside Drive UNTY Oakland, California 94612 JAN 3 2017 (510) 272-6600 Charles M. Denton Assistant Public Defender CLERK OF THE SUPERIOR COURT By BRENDA HIVE-S Deputy California State Bar No. 107720 Attorney For Defendants PATRICIA SMITH ERIC CRUZ SUPERIOR COURT OF CALIFORNIA, COUNTY OF ALAMEDA RENE C. DAVIDSON COURTHOUSE The People of the State Dept. o. 1 of California, I . DocketNo. anOl, Plaintiff, V. DECLARATION OF TRACY R. WELLENKAMP PATRICIA SMITH IN SUPPORT OF MOTION TO ERIC CRUZ.- COMPEL AN ACCURATE AND CON TEMPORAN EOUS Defendant RECORD OF COURT PROCEEDINGS I, Tracy R. Wellenkamp, declare: 1. I have worked in the clerk?s office of the Alameda County Superior Court for 23 years. I am currently the Division Director of Criminal Operations. 2. All facts set forth below are personally known to me to be true, except those which are set forth upon information and belief, and, as to those facts -- which are based upon court files and computer records - I am informed and believe, and thereupon allege, that they are true. 3. I am informed and believe that the Alameda County Superior Court?s new case management system [hereafter "Odyssey"] was fully implemented on or about August 1, 2016. 1 Declaration of Tracy R. We?enkamp The Division Director of Criminal Operations, I received training from the system?s vendor, Tyler Technologies [hereafter ?Tyler?] on the operations of Odyssey and I continue to deal with the system?s problems and limitations on a daily basis. . I also served directly as a member of the Odyssey implementation and configuration team for many months in 2015 and 2016. . In the run-up to the system?s rollout, was assigned to work with Tyler during the initial configuration sprints. On March 24, 2015 during the Case Processing Sprint, I asked the Tyler Implementation Specialist to demonstrate to the group how real-time updating worked. I played a training video of a judge imposing terms and conditions of probation. The Tyler Implementation Specialist was unable to capture any of the minute order entries or otherwise demonstrate that the system could be updated in real-time in a courtroom setting. . Soon after the initial deployment, it became clear that the Odyssey system was not an efficient case management tool for a court of our size, with the volume of criminal cases that we process on a daily basis. The many reasons why Odyssey is not an efficient tool for our needs include, but are not limited to, the following: Interface for recalling mm: Under the previous criminal data management system, CORPUS, the process for recalling a warrant was relatively straightforward. The Clerk would call up the appropriate screen, input the proper "event code,? strike out the warrant amount, and vacate the warrant control date. Under Odyssey the process is much more cumbersome and time consuming. The clerk is required to navigate to at least two different screens. One 2 Declmation of Tracy R. Wellenkamp event code has to be entered on a particular tab, while the recall date and warrant amount must be input on a different tab. Unlike in the CORPUS system?4n which just the act of entering in the event code would have the effect of recalling the warrant?in Odyssey the warrant will not be recalled unless the clerk moves between these tabs and completes all of the requisite tasks. Thus, if a clerk forgets or, relying on prior CORPUS training, only inputs the event code, the warrant will not be recalled. This has actually occurred in a significant number of cases; Changes in assigned judge: Odyssey also creates a significant amount of work for staff in a relatively common situation, namely where a matter is heard by a different judge than the judge who presided over the prior hearing, such as happens when judges are assigned to new departments. In such an instance, the clerk is required to enter the system and input the name of the new bench officer. Unfortunately, however, the Odyssey system then changes all prior hearings to re?ect the name of the new judge, in effect rewriting the history of the case. The only way to correct this is to manually correct the name of the judge for each hearing; Conversion issues: Odyssey is not properly configured to handle ?legacy? cases that were converted into Odyssey. Rather, both the training and the current processes were designed with an toward cases that originate within Odyssey, cases post-dating our implementation of Odyssey in about August 2016. For converted cases, a clerk must first identify and correct any invalid offense codes that may have arisen as part of the conversion. Because of the design 3 Declaration of Tracy R. Wellenkamp the Odyssey system, the process for cleaning up these old codes is extremely time-consuming, and involves nearly 50 separate steps. The slow process for addressing old codes leads to overall delay in getting the data in Odyssey completely up-to-date; Lack of calendar ?sort? ?mction: The "Case Manager? portion of the Odyssey system displays the calendar for each criminal department for each court day. Our Court?s criminal calendar departments handle over 100 cases per day. Unfortunately, the Case Manager portion of the system does not contain any functionality for alphabetizing the list of cases. Thus, clerks in our calendar departments are required to scroll through a non-organized list in order to try to find Whichever case is being called at a given moment. The only solution to this issue is to export the calendars into a separate portion of the program in a new window; again, having to take this step results in a decrease in efficiency. 8. We have raised the above and other concerns with Tyler. I am also informed and believe that other courts have raised similar concerns about the "fit" of the Odyssey system in a busy California criminal courtroom. . In part because of the loss of efficiency that we have experienced through our deployment of OdySsey in our criminal courtrooms, I am informed and believe that the Court made the decision not to proceed with deploying Odyssey in family, probate, or civil case types. 10. The rollout of the Odyssey case management system has placed a tremendous strain upon the court?s staff. We have worked very hard to try to work around its systemic problems and make it work efficiently. But Without a significant interface redesign to allow true real-time data entry, or 4 Declaration of Tracy R. Wellenkamp Without a significant in?ux in funding that would allow us to hire more staff, i ,0 ,k we will be unable to provide a I fully accurate record of proceedings 7 I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Executed this day of January, 2017, at Oakland, California. 114 K. L?weaclp Tracyh. Wellenkamp 5 Declaration of Tracy R. Wellenkamp