Midland's Digital Pathway to Improved Judicial Efficiency
- Client Profile: Midland County, Texas
- Population: 134,066
- Department Spotlight: Pretrial Services
- TEA Award Category: Data & Transparency
In the vast expanses of Midland County, Texas, known for its rich oil history that fuels its economy, a culture of innovation paints the landscape of community and governance. This spirit of innovation earned Midland County a 2024 Tyler Excellence Award for Data & Transparency, honoring its dedication to improving community services through digital transformation. At the forefront is the Midland County Pretrial Services Department, adopting an advanced case management system designed to enhance efficiency.
The Challenge
The Midland County Pretrial Services Department grappled with a case management system rife with discontinuations and lacking automation and essential updates, affecting public service delivery. "Our previous case management was a lot of manual processes," said Justin Stephenson, Midland County’s IT project and Infrastructure manager. Stephenson saw this challenge as an opportunity to implement a software solution that not only improved capabilities but also integrated everything into a single system. "We needed a more robust, user-friendly, and data-driven solution," Stephenson shared, pointing out the former system's shortcomings such as insufficient platform and database features, difficult outcome tracking, and its looming obsolescence. The outdated system hindered essential integrations with courts, jails, and associated agencies, highlighting the critical need for an overhaul.
Integration
Determined to enhance operations, Midland County spearheaded a strategy to transform its case management system using Tyler Technologies' Enterprise Supervision, a comprehensive suite designed to streamline case management processes. This wasn't just an update — it was a strategic move to future-proof their technology and streamline processes across judicial operations.
This shift involved automating workflows, which fundamentally changed how cases are managed. "Tyler did a great job of helping us define business processes," noted Stephenson. However, it was the county’s proactive approach and detailed planning in collaboration with technology partners that ensured the project's success — not just the software itself.
Midland County's transition to this platform was not just an upgrade but a pivotal opportunity to enhance its operational capabilities. “[Software] can improve the workflow of your department and have a lot more functionality than just being a digital version of paper,” Stephenson says. “The new system has helped us streamline some of the processes in the department, get a better picture of cases out there, and brought everything into a single pane of glass so we can manage the entire office from one piece of software.”
From implementing e-signatures to enabling remote reporting, the integration phase took Midland's pretrial operations to new heights. "I think a lot of times we look at software to just be a digital version of the paper, and I think when you're evaluating software, consider what else it can do for you," said Stephenson. The department now boasts enhanced documentation accuracy, efficient task management, and seamless court operations — a testament to the thorough and collaborative integration process.
“We didn't realize at the time though, that working in parallel with all these projects, that we're able to come to a crossroads and create this integration. And that's going to be a huge win for us because now it's going to benefit all the departments of having everything, the data flow automatically instead of a manual process which creates errors," Stephenson stated when discussing cross-departmental benefits.
And that's going to be a huge win for us because now it's going to benefit all the departments of having everything, the data flow automatically instead of a manual process which creates errors.
Justin Stephenson
IT Project & Infrastructure Manager, Midland County, Texas
Results
The benefits of this digital transformation are evident in the numbers and improved operational efficiency. Once managing a caseload of around 700 defendants monthly in 2012, Midland County now efficiently supervises over 2,000 defendants, addressing a staggering average caseload of 3,274. "We've seen a significant improvement in our ability to manage, monitor, and report on staff tasks, defendant activities, and operational outcomes," Stephenson highlighted. This scale of management efficiency was previously unimaginable and marks a significant milestone in Midland County's judicial administration.
The initiative resulted in a significant reduction in manual entries, creating a more dynamic and responsive system. Streamlined processes now allow for quicker document generation and better management of pretrial services, benefiting staff and residents alike. From reducing jail times through efficient processing to improving record accuracy, Midland County’s efforts are making a tangible difference.
The Future
Looking forward, Midland County remains committed to pioneering innovations that bolster the efficiency and effectiveness of its judiciary system. Its journey stands as a beacon of inspiration for other communities facing comparable challenges, demonstrating that determination paired with strategic initiatives can lead to meaningful transformations.
Offering advice to other counties, Stephenson emphasizes collaboration and a holistic approach: “Work together in partnership and look at the big picture, not just solve the immediate problem. Then look at how you can leverage the most out of what [the software] has to offer.”
Midland County's proactive approach to technology adoption and its strategic implementation demonstrate how a forward-thinking vision can drive significant improvements and positively impact the wider community. By developing a strong and flexible technology infrastructure, the county is well-equipped to meet future challenges and seize opportunities for continued progress and enhancement.