Court case management system for adjd
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Court Case Management System for ADJD. Agenda. Overview of CMS Project Scope Business Process & Requirements Role of HCL Timelines Challenges faced. Overview of Project.

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Court Case Management System for ADJD

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Court case management system for adjd

Court Case Management System for ADJD


Agenda

Agenda

  • Overview of CMS Project

  • Scope

  • Business Process & Requirements

  • Role of HCL

  • Timelines

  • Challenges faced


Overview of project

Overview of Project

  • The Abu Dhabi Judiciary Department is well underway in a restructuring effort that is resulting in a more efficient, open, and modern judiciary for the Emirate

  • The goal is to provide world-class service to court users while creating a productive, merit-based, and rewarding work environment for all Department staff

  • Reduction in the time staff members spend looking for and processing case files, allowing them to be more effective and productive in their primary job functions

  • Need for a reliable and secure repository of case file documentation and data, to augment current paper based system and manual processes

  • Authorized users and Judges will be able to create, process, manage, and close case files in the case management system using web browsers on the existing IT infrastructure


Overview cont

Overview Cont..

  • This project is divided in to 3 phases

  • Phase 1:

    • Civil Major Cases

  • Phase 2:

    • Notary Public

    • Civil Minor

    • Family Affairs

  • Phase 3:

    • Criminal Cases


  • In scope

    In Scope

    • CMS in English and Arabic language

    • Pre-Registration Process

      • Create a Registrations (Complaints) using CMS

      • Scan and upload the documents to the CMS

      • Assess fees (Automatic Fee Calculation)

    • Registration Processes

      • Create a Case from the Registration (Complaint)

      • CMS assigns the Judge/Panel of Judges to the case based on the Case Type, Jurisdiction and Case Category

      • Assign the case to the Head Clerk/Asst Head Clerk

      • Ability to schedule the First Trial hearing using the Siebel Calendar

      • Correspondence for Notification

      • Activities for meetings, court proceedings, motions and follow-ups


    In scope cont

    In Scope Cont..

    • Trial Processes

      • Scheduling the Trial and Informing the Judge

      • Capability to capture Trial notes

      • Ability to store Judgment date and capture Judgment

      • Provision for storing the signed Judgment copy and other related documents as attachments to the case

      • Ability to send request for notification of Judgment to litigants if they are unavailable during the Judgment

    • Motions

      • In-Trial Motions

      • Post Trial Motions


    Out of scope

    Out of Scope

    • Digital Signatures

    • SMS/IVR

    • Pre-Registration Process

      • Plaintiff/ Attorney Access to CMS

    • ADR / Reconciliation Processes

      • Automation of assigning ADR Judges and Translators

      • Scheduling the ADR hearings

      • Notification of ADR Hearings to the Litigants (Court Staff, Plaintiff, Defendant etc)

      • Online Calendaring options for Litigants

      • Alert / Reminder notifications to Court Staff

      • Inclusion of Settlement Agreement Template in ADR Success scenario

      • Inclusion of Standard Template in ADR Failure scenario

      • Integration with Microsoft Outlook

      • Sending Emails from CMS

    • Registration Processes

      • Online Fee Payment

      • Assigning the Translator to the Case automatically

    • Trial Processes

      • Automatic Notifications to litigants about the Court Judgment

    • Execution Processes (after Judgment is rendered in First Instance Court)


    Case management business process flow

    Case Management – Business Process flow

    • Pre-Registration

      • Complaint Creation

    • ADR (Settlement)

    • Registration

      • Fee Payment

      • Case Registration, Assignment and Scheduling

      • Case Tracking Number

      • Notification

    • Trial

    • Motions

      • In-Trial Motions

      • Post Trail Motions


    Pre registration business process

    Pre-Registration Business Process


    Pre registration cont

    Pre-Registration cont…


    Registration process

    Registration Process


    Trial process

    Trial Process


    In trial motions

    In-Trial Motions


    Post trial motions

    Post Trial Motions


    Pre registration business process1

    Pre Registration – Business Process

    • Plaintiff wishes to Register a Complaint and goes to the Case Registration desk at the courthouse

    • Court Registrar logs into CMS and enters the mandatory Complaint information:

      • Court Name, Case type, Sub Type, ADR Required, Notification period

      • Description of Complaint

      • Plaintiff information, Defendant information

      • Fee Details with Request Type, Request Amount

    • Court Registrar scans and uploads into CMS any important documents (e.g. contracts, evidence, photographs, etc) relevant to the case

    • Submits the Complaint into CMS and provides the unique Complaint # to the Plaintiff


    Pre registration requirements

    Pre-Registration Requirements

    • Ability to collect general information and generate unique Complaint Number to be provided to Plaintiff for using across case life cycle

    • Ability to add parties (Plaintiff, Defendant, Attorneys, witness etc) to the Registration

    • Ability to add attachments to the Registration

    • Ability to capture ADR Services required or not

    • Ability to submit the complaint into CMS to formally accept the complaint

    • Ability to store fee information

    • Ability to create a Case from the Complaint


    Registering a new complaint

    Registering a new Complaint


    Adding attachments

    Adding attachments


    Adr process

    ADR Process

    • The Registrar will send the physical file manually to the ADR Judge/Committee

    • Assign the complaint to ADR Judge automatically

    • ADR Judge Conduct the settlement discussions with both the parties

    • Captures the ADR Judge comments in CMS

    • Mark in CMS that the settlement is success or failure.


    Adr process requirements

    ADR Process - Requirements

    • ADR Judge should be able to access the complaint from CMS

    • Each ADR complaint should have its own sequence numbering

    • ADR Judge should be able capture his comments in CMS against the complaint

    • Should be able to capture the settlement status and settlement date

    • The ADR judge comments should not be visible to the Trial Judge

    • There should be a provision for the Court President to grant access to the Trial Judge to see the ADR Judge comments


    Adr screen capturing settlement details

    ADR Screen – Capturing settlement details


    Registration business process

    Registration – Business Process

    • ADR is failed and Plaintiff wants to file a Case

    • Registrar reviews the complaint and captures the additional information if required

    • Registrar captures the fee details and collects the fee from the plaintiff

    • Create a Case from the Registration/Complaint

    • Assign the Case automatically to the Panel of Judges

    • Set the First Trial Date automatically

    • Notification Team creates the Notification fro Defendant


    Fee payment

    Fee Payment

    • CMS automatically calculates the Fee Amount based on the Request Type, Request Amount and Unknown Amount.

    • If the request Amount <100,000, then Fee Amount =4% of Request Amount and If the Request Amount > 100,000, then Fee Amount = 4% *100000 + 5% (Request Amount – 100000)

    • If the Request Amount is unknown, the Fee Amount = Dh 3000

    • Registrar can override the fee amount calculated by the system

    • CMS creates invoice to show important case information (e.g. Plaintiff name, case category, Unique ID number), and the fee amount Plaintiff must pay. Court Registrar prints invoice and gives to the Plaintiff

    • Plaintiff takes invoice to court Cashiers Office and makes cash payment

    • Cashiers Office generates receipt and gives to Plaintiff

    • Plaintiff takes receipt to Registrar; Registrar marks “fees paid” in CMS

    • Court Registrar scans and uploads copy of receipt into CMS

    • Court Registrar creates a case


    Fee details requirements

    Fee Details - Requirements

    • Ability to collect Motion and Case Registration fees

    • Ability for the Plaintiff to pay partial fee / have the fee waived

    • Ability to capture the remarks for partial / deferred fee payment

    • Ability to generate invoice for the payment


    Fee details screen

    Fee Details Screen


    Case registration assignment and scheduling

    Case Registration, Assignment and Scheduling

    Assignment to Panel and Judges:

    • Each Panel has 2-3 judges (1 Panel President, 2 judges)

    • CMS will assign each new case to Panel President based on Jurisdiction (Court Name), Case Type and the last digit of the Case Number (odd or even numbers or any other number convention set up in the admin screen for each panel)

    • CMS will schedule First Trial Hearing based on Notification Period in the calendar of the Panel President

    • All the judges within a Panel, will share the same calendar and will have the same viewing rights to all cases assigned to their respective panel

    • CMS will assign a maximum of 5 new cases to each panel per day between 8:00 AM and 11:00 AM

    • Future trial dates and/or rescheduled hearings will be determined by judges and manually scheduled in the Panel calendar in CMS by the Head Clerk

    • Total caseload per day will be flexible according to judge’s preferences

      Assignment to Support Staff:

    • CMS will allocate the Head Clerk / Asst. Head Clerk based on the Panel to which the case has been assigned

    • The Head Clerk / Asst. Head Clerk will manually assign the support staffs like Court Room Clerk, Bailiff to the case to assist the Panel during the Trial hearings.


    Registration assignment and scheduling requirements

    Registration, Assignment and Scheduling - requirements

    • Register Case from Complaint

    • Case can be created only when the Complaint Stage is “ADR Failed” or “Registered”

    • Can not create a Case if the Complaint Stage is “New Registration” or “ADR Successful”

    • Automatically assign the Case to the respective Panel Judge based on the last digit of the Case Number, Case Type and Jurisdiction

    • Ability to have the support staff assigned manually

    • Ability to set the First Trial date automatically based on Notification Period

    • Generate Case Sequence number based on Case Type, Sub Type and Jurisdiction

    • Create First Trial Notification activity and assign to the Head Notifier automatically for First Trail Notification Process

    • Copy Litigants Information, Attachments and Fee Details from the Complaint Registration to the Case Record automatically


    Case screen

    Case Screen


    Case tracking number

    Case Tracking Number

    • Plaintiff will be given a Unique Complaint Number when he files a complaint. This number will be:

      • Considered the “external” number which will be given to Plaintiff

      • Will be CMS-generated, unique, alpha-numeric

      • Will remain will Plaintiff for entire case lifecycle

      • Example: JKL474

    • When case is registered, a Case Tracking Number will be assigned to the case

      • Considered the “internal” number used by the court

      • Will be linked to the Unique Complaint Number in CMS

      • Will be used to create label that will go on to the side of the paper case file

    • Example: AA-FIC-MC-2008-35


    Notification business process

    Notification Business Process

    • Once the new case has been registered in CMS, CMS creates an activity of type ‘First Trial Notification’ and assigns the activity to the Head Notifier or Notifier

    • Notifier or Head Notifier uses CMS to create a “Correspondence” in MS Word. The Correspondence will be auto-populated with all important case information.

    • Notification team will have access to case information in CMS. Notification will see all new Correspondences in their CMS queue each day and will be able to download and print out all Notification documents from CMS

    • When Notification team returns to courthouse, Notifier will mark in CMS that notification has been completed, and CMS will time-stamp the submission

    • Notification team will scan and upload signatures into CMS

    • For Notification to Third Parties (such as other government agencies, banks, Public Prosecutors Office), the Notification Team will generate a report and deliver to the Third Parties


    Notification requirements

    Notification - Requirements

    • Head Notifier or Notifier should be able to generate the notification and route to Notification team

    • Ability for the Notification team to pre populate the notification template and route to the notification queue

    • Notification team should be able to view and print the notification template.

    • Ability for the Notification team to update notification status


    Notification participants screen

    Notification – Participants Screen


    Notification screen

    Notification Screen


    Summons to defendent

    Summons to Defendent


    Trial business process

    Trial – Business Process

    First Trial Hearings

    • First Trial hearing will be automatically scheduled by CMS in the calendar of the Panel president

    • CMS assigns Head Clerk; other support staff will be assigned manually by the Head Clerk

    • Judge conducts First Trial

    • Asst. Head Clerk/Courtroom Clerk will capture trial notes during trial hearings.

      2. Follow-on Trials

    • For all follow-on trials, and/or rescheduled trials, Asst. Head Clerk/Courtroom Clerk will manually schedule next trial hearing in CMS

    • Courtroom Clerk will announce date and time to both litigants (who will be physically in courtroom)

      Requirements:

  • Trial notes can be captured in field “Court Proceedings” (free form text), or,

  • Trial notes can be captured in a MS Word document (for longer documents), and must be attached to the case activity

  • Ability to Reschedule the First Trial or Subsequent Trials


  • Court proceedings screen

    Court Proceedings screen


    Judgment business process

    Judgment – Business Process

    • When no additional trials are needed, Asst. Head Clerk / Court Room Clerk captures Judgment date in CMS as per the advice of the Judge

    • When the Judge delivers the Judgment, Asst. Head Clerk / Court Room Clerk captures Judgment in CMS in:

      • 1) Judgment tab in CMS (free form text) for short description, or

      • 2) Judgment template in MS Word document

    • Asst. Head Clerk / Court Room Clerk prints Judgment document, signs and receives signatures from Panel judges & other required personnel

    • Asst. Head Clerk / Court Room Clerk scans and uploads the signed judgment into CMS

    • If the litigants are present, both receive copy of Judgment; Asst. Head Clerk / Court Room Clerk captures hand-over date of Judgment in CMS

    • If either litigant is not present, Asst. Head Clerk / Court Room Clerk will create an activity in CMS for the Head Notifier to send notification of final judgment to the absent litigant

    • Once notification of judgment is completed, Head Notifier updates in CMS that notification is completed; CMS will populate litigant notified date


    Judgment requirements

    Judgment - Requirements

    • CMS should have the provision to capture the Judgment Date

    • CMS should have the provision to capture brief Judgment Text

    • CMS should have the provision to attach external Judgment Document

    • Ability to capture the litigants presence status and litigants notified date

    • Ability to capture the Judgment notification status


    Judgment screen

    Judgment Screen


    Calendar screen

    Calendar Screen


    Motions

    Motions

    In-Trial Motions:

    • Plaintiff wishes to file a In-Trial Motion and goes to Judge/Head Clerk

    • Judge/Head Clerk will create Motion in Case Activities Tab

    • Head Clerk assess fee payment for Motion and enters the fee amount in the “Fee” tab

    • Head Clerk creates activity in CMS for Plaintiff to pay fees

    • Plaintiff goes to Cashiers Office, makes fee payment, and returns with receipt to Head Clerk

    • Head Clerk marks fees have been paid for Motion and manually assigns motion to the Judge

    • Panel Judge President opens CMS, reviews Motion, and adjudicates

      Post-Trial Motions:

    • Plaintiff wishes to file a Post-Trial Motion and goes to Court Registrar

    • Court Registrar opens the case file in CMS

    • In the case file, Court Registrar goes to the “Motions” tab, and selects the requested Motion

    • Court Registrar follows same steps as Head Clerk above (Steps 3-7)


    In trial motions screen

    In Trial Motions Screen


    Post trial motions screen

    Post Trial Motions - Screen


    Role of hcl

    Role of HCL

    • HCL was engaged to implement the world class Court Case Management System for Abu Dhabi Judiciary Department using Siebel Public Sector 8.0

    • AS-IS Process, To-Be Process, Gap Analysis

    • Requirements gathering

    • Environment setup (Dev, Test and Production)

    • Design, Development and Testing

    • Integrated CMS (Siebel) with Documentum for documents archival and retrieval purpose

    • Documentation & User Training

    • Coordinating UAT with Al-Ain and Abu Dhabi users

    • Support & Maintenance


    Timelines

    Timelines

    Phase 1: Major Civil Cases

    • Duration: 4.5 months (April 2008 to Aug 2008)

    • Go-Live : Aug 18th 2008

      Phase 2: Minor Civil, Notary Public & Family Affairs

    • Duration: 4 Months (Sep 2008 to Dec 2008)

    • Go-Live: Dec 28th 2008

      Phase 3: Criminal Cases


    Challenges

    Challenges

    • Language barrier (Arabic)

    • Environmental Issues (Servers not available, delay in getting the production boxes)

    • Frequent Requirement changes (lack of co-ordination between Abu Dhabi and Al-Ain users)

    • Product limitations on HP-Unix Itanium

    • Unavailability of Business users

    • Lack of ownership for each business process


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