Streamline USTaxCourt EF-CMS: Minute Sheet Updates

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Hey everyone, let's dive into some awesome updates we're cooking up for the USTaxCourt EF-CMS system, specifically focusing on making those minute sheet updates smoother than ever. You know how sometimes a case pops up unexpectedly, or a party shows up wanting to be heard even if their case isn't officially on the docket? Well, we've been there, and it’s a bit of a headache when you have to dig out the old manual minute sheets because the system doesn't have a way to just add a new one on the fly. That's exactly what Aisha and Deborah have been pushing for, and we're making it happen! This update is all about giving you guys the flexibility you need to manage cases efficiently, even when things don't go exactly according to the pre-planned schedule. We want to ensure that no matter the situation, you have the tools to accurately record proceedings and keep everything tidy. This means no more scrambling for outdated paperwork; everything will be right there, accessible and editable within the EF-CMS.

Adding Flexibility: The Free-Standing Minute Sheet

So, the big enchilada here is the introduction of a free-standing minute sheet. Think of it as a universal add-on that you can attach to any case. This addresses those slightly chaotic moments when a case that wasn't on the calendar, or maybe was but the parties are there for a different reason, needs attention. Imagine Judge Smith asking, "Is there anyone here whose case wasn't called but they'd like to speak?" and someone pipes up. Traditionally, we’d have to pull out the old paper minute sheet. Not anymore, guys! With this new update, we'll be able to seamlessly add a minute sheet to any case, ensuring that even these impromptu discussions or appearances are properly documented. This capability is crucial for maintaining a comprehensive and accurate record of all court activities. It provides a safety net for those unpredictable moments, guaranteeing that no important conversation or plea is lost. The goal is to make the process so intuitive that it feels like it was always meant to be this way, allowing court staff to focus on the substance of the proceedings rather than wrestling with system limitations. We understand that courtrooms can be dynamic environments, and this feature is designed to support that reality, making your jobs just a little bit easier and a whole lot more efficient. The ability to spontaneously create and attach a minute sheet ensures that the official record reflects the full scope of judicial activity, preventing any potential gaps or omissions that could arise from unforeseen circumstances. This is a game-changer for case management and record-keeping within the USTaxCourt EF-CMS, offering unparalleled adaptability.

Seamless Additions: The '+ Add Action/Filing' Feature

Next up, we're spicing things up with a '+ Add Action/Filing' ability. You know how you can add an exhibit when you need to? Well, we're bringing that same ease and grace to adding actions or filings. This means if something needs to be inserted into the minute sheet in date order, you can now do it without a fuss. No more awkward workarounds or trying to remember to tack it on later! This feature is all about keeping your documentation chronologically sound and effortlessly organized. It mirrors the intuitive nature of adding exhibits, allowing for real-time adjustments to the record. We know how critical it is to have documents and actions in the correct sequence, especially for legal proceedings. This enhancement ensures that the minute sheet remains a pristine and accurate reflection of the case's progression. Think of it as having a magical pen that can insert notes anywhere in your timeline without smudging anything. It’s designed to save you time and reduce the mental load of trying to keep everything perfectly ordered. This intuitive addition will streamline the process of updating case files, making it easier to maintain an accurate and up-to-date record. By allowing users to insert actions and filings directly into their chronological place, we are enhancing the usability and efficiency of the EF-CMS system. The ability to add new entries seamlessly, just like adding an exhibit, means that the minute sheet can be a truly dynamic and evolving document, reflecting the real-time progress of legal proceedings. This feature is particularly valuable in fast-paced court environments where information needs to be captured and organized accurately and swiftly. It ensures that the integrity of the court record is maintained, providing clarity and order to the proceedings.

Streamlining Status Updates: 'Denied as Moot' Option

Oh, and for all you folks dealing with motions, we've got a treat! We're adding a 'Denied as Moot' option right under the 'Status' dropdown in Actions and Filings. How many times have you had to manually type this out? Too many, right? Well, those days are over! This simple addition will save you tons of repetitive typing and ensure consistency in how these statuses are recorded. It’s the little things that make a big difference, and this is definitely one of them. This move aims to reduce manual data entry errors and speed up the process of updating case statuses. Having a dedicated option for 'Denied as Moot' means that this common status will be logged accurately and efficiently every single time. It’s about making the system work for you, anticipating your needs and simplifying common tasks. This enhancement is a direct response to feedback, showing our commitment to refining the EF-CMS based on the real-world experiences of its users. By standardizing these entries, we're not just saving time; we're also improving the data quality within the system, which can be crucial for reporting and analysis. Imagine the cumulative time saved across all users over a year – it’s significant! This feature empowers court staff to manage case statuses with greater ease and precision, contributing to a more organized and effective judicial process. It’s a testament to our dedication to continuous improvement, ensuring that the EF-CMS remains a cutting-edge tool for managing court operations. The inclusion of this specific status option directly addresses a frequently encountered scenario, simplifying a previously laborious task and enhancing overall user experience.

Clarifying Headers: Trial/Hearing Revisions

Finally, let's talk about the Trial/Hearing header at the top of the minute sheet. Aisha and Deborah flagged this as potentially confusing, and we agree! We're looking at revising this to make it clearer, perhaps by separating 'Trial' and 'Hearing' into distinct headers. We might even add 'Motion Hearing' as its own category if it makes sense within a hearing section. The goal here is to eliminate ambiguity and ensure that the type of proceeding is immediately obvious. Clarity is key in legal documentation, and we want the minute sheet to be as straightforward as possible. This revision is about improving the structure and readability of the minute sheet, making it easier for everyone involved to quickly grasp the nature of the court event. We're aiming for a design that is not only functional but also intuitive, reducing the chance of misinterpretation. This could involve visual cues or a more logical categorization of hearing types. The ultimate aim is to enhance the accuracy and efficiency of record-keeping by ensuring that the relevant information is presented in the most understandable format possible. By refining these headers, we are making the minute sheet a more effective tool for documenting court proceedings. This thoughtful adjustment reflects our commitment to user feedback and our ongoing effort to optimize the EF-CMS for clarity and ease of use. It’s about making sure that the system accurately reflects the diverse types of judicial activities that take place, from full-blown trials to specific motion hearings, providing a clear and organized record for all parties involved. This attention to detail in header structure is vital for maintaining the integrity and accessibility of court records, ensuring that information is easily digestible and accurately categorized. The review and potential revision of the Trial/Hearing header is a crucial step in ensuring the minute sheet remains a relevant and user-friendly document in the evolving landscape of court proceedings.

Pre-Conditions:

  • Users must be logged into the USTaxCourt EF-CMS system.
  • The case must exist within the system to associate a minute sheet with it.

Acceptance Criteria:

  • A new, free-standing minute sheet can be created and attached to any existing case, even if the case was not initially on the calendar.
  • Users can add new actions or filings in chronological order within the minute sheet using a '+ Add Action/Filing' button, similar to how exhibits are added.
  • A 'Denied as Moot' option is available in the 'Status' dropdown under Actions and Filings.
  • The 'Trial/Hearing' header is revised for clarity, potentially separating 'Trial' and 'Hearing' and including specific options like 'Motion Hearing'.

Notes:

  • User training documentation will be updated to reflect these changes.
  • Consider the impact on existing reports that might use minute sheet data.

Tasks:

  1. Develop Free-Standing Minute Sheet Module: Design and implement the functionality to create and attach independent minute sheets to any case.
  2. Implement '+ Add Action/Filing' Feature: Integrate the ability to add actions/filings chronologically, mimicking the exhibit addition process.
  3. Add 'Denied as Moot' Status: Update the status dropdown in Actions and Filings to include the 'Denied as Moot' option.
  4. Revise Trial/Hearing Header: Analyze and redesign the 'Trial/Hearing' section for improved clarity and potentially add specific sub-categories.
  5. Testing and QA: Conduct thorough testing on all new functionalities.
  6. Documentation Update: Revise user guides and training materials.

Test Cases:

  • TC1: Create a minute sheet for a case not on the calendar and verify it attaches correctly.
  • TC2: Add a new action to a minute sheet in the middle of existing entries and confirm chronological order.
  • TC3: Select 'Denied as Moot' from the status dropdown and verify it's recorded accurately.
  • TC4: Access the minute sheet and verify the clarity of the revised Trial/Hearing headers.
  • TC5: Test adding actions/filings using the new feature across different scenarios.

Definition of Done (Updated 01-16-24):

Product Owner

Engineering

  • [ ] Automated test scripts have been written, including visual tests for newly added PDFs.
  • [ ] Field level and page level validation errors (front-end and server-side) integrated and functioning.
  • [ ] New screens have been added to cypress accessibility axe
  • [ ] All new functionality verified to work with keyboard and macOS voiceover https://www.apple.com/voiceover/info/guide/_1124.html.
  • [ ] Swagger docs have been updated if API endpoints have been added or updated.
  • [ ] UI should be touch optimized and responsive for external users.
  • [ ] Interactors should validate entities before calling persistence methods.
  • [ ] Features have been optimized where possible to reduce response times. For example, reducing api response times, parallelizing client network calls, optimizing database reads, etc.
  • [ ] Types have been added to all added and updated functions.
  • [ ] Code refactored for clarity and to remove any known technical debt.
  • [ ] Acceptance criteria for the story has been met.
  • [ ] If there are special instructions in order to deploy into the next environment, add them as a comment in the story.
  • [ ] Code that resides in the shared folder that only runs on the API or browser has been moved to either /web-client or /web-api.