When organizations decide to change technologies, or decide to upgrade to the latest and greatest solution, it can be stressful. Users will generally fall into two groups, one where they want to continue using the same process (because that is how it has always been done) and one with users who will push to process improvement. During our recent implementation of ProsecutorNexus, our team encountered this issue and was tasked with driving this technological innovation.
During our discovery process, we uncovered that the office had several ways of capturing data and the case management system in place was housing data in different applications. For a user to find information about a case and an investigation, this user would have to login to two seemingly separate systems (if they had security rights to both). To the employee, these systems were separate and “secure”, however this was not the case. In reality, all of the data that needed to be secured was housed outside of their CMS.
On multiple occasions , this separation of data not only caused for end-users to believe their data needed to be secure and separate from the rest of the office, but caused for inefficiencies when gathering data for a case. For example, if an attorney needed to have information about the investigation attached to their case, they would have to go to an investigator and request all the information be manually printed and handed to the attorney. In some cases, the data needed to be separated in order to safeguard sensitive information, however the clear majority of data should be easily accessible and shared throughout for a whole view of the case, person, or investigation in the system.
For many of these users, the cumbersome processes in place were to work around limitations from within the system. In a world that is seemingly going paperless, we wanted to follow suit and provide a way for employees of the DA’s Office to have a comprehensive insight into their cases without all the paper. Prior to the new system, attorneys would bring all their potential paper case files with them to court. By providing an easily accessible solution that is browser-based, attorneys now have the option of bringing their tablets or laptops, and making changes directly in the CMS, thus reducing data entry time and potential duplication.
With this being said, when shopping around for new technologies, organizations should consider evaluating their internal processes. This process evaluation will provide insight into any potential technological inefficiencies and place higher priority on them, so they can be swiftly remediated when it comes time for a change.