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GPS, did we reach our destination? An introduction to the Dutch CMS

GPS, did we reach our destination? An introduction to the Dutch CMS. Seminar E-justice 8-9 June 2015 Romania, Bucharest. AGENDA. The Dutch Prosecution Service Outline of our CMS. The GPS system Demonstration of the GPS system Lessons learned and the future.

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GPS, did we reach our destination? An introduction to the Dutch CMS

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  1. GPS, did we reach our destination?An introduction to the Dutch CMS Seminar E-justice 8-9 June 2015 Romania, Bucharest

  2. AGENDA • The Dutch Prosecution Service • Outline of our CMS. The GPS system • Demonstration of the GPS system • Lessons learned and the future

  3. The Dutch Prosecution Service: Openbaar Ministerie (OM). Organisation of the OM • Board of Procurators General and its staff form the national office of the OM, which sets parameters for investigation and prosecution policy together with the Minister of Security and Justice • Offices of the Public Prosecution Service at the district courts (10) • Chief Public Prosecutor • Public prosecutors • Prosecutors’ clerks and office staff • Appeal Court Public Prosecution Office • National Chief Advocate General • with four offices in the Netherlands • Chief Advocate General • Advocate General

  4. Three National Public Prosecutors’ Offices National Public Prosecutors’ Office • Serious crime notconfinedtojurisdiction of one court district or appeal court region. • Authority over National Unit National Police Financial, Environmental and Food Safety Offences Office • Centre of expertise on financial or economicoffences, social security fraud and agricultural or environmental offences • Investigationsbyspecial investigative services (e.g. FIOD, SIOD, nVWA) National Office for Traffic cases • Driving under influence, driving whitout a driver’s licence or driving uninsured. Speeding over 30 kilometers.

  5. The Dutch Prosecution Service: Openbaar Ministerie (OM) 5,000 staff including 800 public prosecutors

  6. GPS, the new Compass • COMPAS dated from the early nineties. • Only registration system, not a digital file/dossier • First outline of GPS in 2000 • Building started 2001 • First cases were entered in 2005

  7. GPS requirements • One system for all our cases, process management • It should work for the prosecution service and the courts (joint ownership) • A complete registration of data (defendant, the crime, victim, seized goods, lawyers, indictment, confiscation, interpreters, court sessions, employees, verdicts, pretrial detention, decisions, etc. etc.) • A digital file/dossier, no more paper • The system should rule out mistakes • The system should help determine the next step in the proces (proces management) • The system should generate documents with the data in the database • Monitoring of deadlines • Communication with chain partners

  8. GPS, five components • Data registration • Work Flow Management • Document Generation • Digital dossier • Communication with chain partners

  9. GPS: Registering information (1/2) Information is handled via threelayerswithin GPS. • The presentationlayer takes care of the interactionwith the user via screen or werkbak (worklist). • The processing / business logic layer takes care of handling andvalidation of the information registeredby user or messagefrom chain partner or otherapplicationusedwithin the business process. • The data storage layer takes care of the actualregistration of the information provided

  10. GPS: Digital case file GPS has a digital file option in which all documents related to the case are stored and edited by the user. Creation of documents in GPS are done via the following options: • Through the scanning process, such as an official report or incoming letters; • Through documents created within the work process; • From another application or via messages received from chain partners (uploading). Authorization has been arranged to give the proper rights to every employee.

  11. GPS: Process model / Flower The handling of a case is determinedbyusing a process flow. The process flow determineswhich step within the processshouldbeexecuted: • Presenting a screen to the user to register the information needed • Automating user actions (forexamplegenerate document) • Automatically trigger anotherprocess flow to take care of next step (forexamplesending out messagesto chain partners and processing the reply) • Waitingmoments (milestones) whichindicatesthat the case shouldbehandledafter a definedwait moment

  12. GPS, What does it look like? • Worklists / case load • Individual cases

  13. THIS IS A WORKLIST, PRESENTING THE WORK TO BE DONE TO A USER THE ACTION TO BE TAKEN THE CASES IN WHICH TO DO SO

  14. THE INDIVIDUAL FILE

  15. ALL THE RELEVANT DATA: • DEFENDANT • OFFENCE • VICTIM • DECISION • COURT SESSIONS • DETENTION • DEPARTMENT

  16. How does it work? • Example: pretrial detention. • Exception to the general rule • Demand by the prosecution, Court order • The demand contains a (preliminary) indictment and reasons (grounds) for detention.

  17. FIRST STEP: REGISTERING THE NEW CASE

  18. ENTERING DATA OF THE DEFENDANT AND THE CRIME THE POLICE REPORT IS PUT IN THE FILE

  19. AUTOMATICALLY A MESSAGE GOES TO THE JUDICIAL DOCUMENTATION CENTER AND A COPY OF THE DEFENDANT’S CRIMINAL RECORD IS PUT INTO THE FILE WE REGISTER DATE AND TIME OF THE ARREST. START OF TERMS.

  20. WE REGISTER THE TYPE OF OFFENCE, THE ARTICLE OF THE PENAL CODE. FOR INSTANCE: MURDER GPS GIVES THE VARIOUS POSSIBILITIES: MURDER, ATTEMPTED MURDER, COMPLICITY TO MURDER, MANSLAUGHTER ETC…

  21. AFTER CHOOSING THE TYPE OF OFFENCE, GPS GIVES YOU THE PROPER INDICTMENT. THE ONLY THING TO DO IS TO FILL IN SOME VARIABLES.

  22. NEXT THING TO DO IS CHOOSE THE GROUNDS FOR PRETRIAL DETENTION, E.G.: • SERIOUSNESS OF THE CRIME • INTEREST OF THE INVESTIGATION • FEAR OF REPETITION

  23. WITH THE INDICTMENT AND THE GROUNDS, GPS GENERATES THE REQUIRED DOCUMENT: THE DEMAND FOR PRETRIAL DETENTION

  24. AND GPS PUTS THE DEMAND IN THE DIGITAL FILE IN THE APPROPRIATE FOLDER IT IS NOW VISIBLE FOR THE COURT AND THE INVESTIGATING JUDGE CAN TAKE A DECISION ON THE DEMAND

  25. THE COURT CLERK ENTERS THE DECISION INTO GPS. GPS WORKS THE SAME WAY AS BEFORE: IT GENERATES THE ORDER FOR PRETRIAL DETENTION AND PUTS THE DOCUMENT IN THE FILE GPS AUTOMATICALLY REGISTERS THE TERMS OF THE PRETRIAL DETENTION AND STARTS MONITORING THE END DATE

  26. IN THE END A COMPLETE FILE WHICH IS USED BY EVERY PARTICIPANT, JUDGE, PROSECUTOR AND DEFENSE LAWYER

  27. Futuredevelopment: portals • Lawyers Portal • - Development version 2.0 • - On 3 pilot-locations digital provision of files (no paper files) • Victim Portal • Start construction from may 2015 • Testingground

  28. LESSONS LEARNED • GPS is much too complex • Performance, performance, performance • Work Flow Management • Do not integrate all components • Keep it flexible • Keep the professionals involved • Multi media

  29. GPS, Did we reach our destination? • It took 15 years and € 150.000.000,=. • We changed our views on work flow management • We handle 80% of cases with GPS • Every prosecutor is able to prepare court sessions any place, any time

  30. GPS, Did we reach our destination? • At the end of 2016 we should handle all our cases with GPS • Issues still remaining: communication with chain partners, especially the police force • Multi media

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