The Abu Dhabi Judicial Department Integrated Justice System

Transcription

1 The Abu Dhabi Judiciary Department Integrated Justice System An Oracle White Paper September 2013 The Abu Dhabi Judicial Department Integrated Justice System

2 The Abu Dhabi Judiciary Department Integrated Justice System Executive Summary... 3 About the Projects... 3 The Oracle Solution... 4 Integrated Justice System... 4 Siebel Public Sector Case Management... 4 The Life-Cycle of Civil & Criminal Court Cases... 6 The Life-Cycle of Prosecution Criminal Cases... 8 The Life-Cycle of Judicial Services... 9 The Oracle Solution Footprint... 10

3 Executive Summary The Abu Dhabi Judicial Department is undergoing a restructuring initiative aimed at implementing a more efficient, open, and modern judiciary for the Emirate of Abu Dhabi. As part of the restructuring initiative, Abu Dhabi Judicial Department has automated its Courts, Prosecution and Notary Public processes using Siebel Public Sector which forms and functions as an integral part of the core judiciary solution. Abu Dhabi Judicial Department is using information systems powered by Oracle to automate the core judiciary processes. The judicial services are delivered and rolled out through three core systems namely the Case Management System (CMS) focusing on alternative dispute resolution, civil cases, criminal cases, and enforcement; the Public Prosecution System (PPS) focusing on the criminal cases and service requests; and the Judicial Services System (JSS) focusing on services rendered to the public by the Notary Public, Attestation, Marriage Contracts, and Embracing Islam. About the Projects Primary requirements of the Integrated Justice Systems were to achieve the following: Automate the case management, public prosecution, and judicial services processes. Facilitate easy access to information while ensuring integrity of case files Implement a unified solution for all courts, a unified solution for all prosecution offices, and a unified solution for Notary Public offices in Abu Dhabi Emirate. Facilitate an integrated approach towards case management, wherein relevant courts and public prosecution offices in the Abu Dhabi Emirate share relevant case information. Enabling integration with external government partners like ministry of interior (police and immigration), municipalities etc. Ensure electronic archiving of documents by integrating with an advanced document management system. The proposed systems are expected to be secure, scalable and extensible - supporting existing technology standards of the Abu Dhabi Judicial Department and Abu Dhabi Systems and Information Committee (ADSIC) Public e-service functionalities for public and citizens delivered through a common public portal m-government Services that provide the public and citizens access to services through smartphone and mobile devices Partner information access e.g. lawyers and experts access the systems through dedicated e-services

4 The Oracle Solution Integrated Justice System Siebel Public Sector Case Management Oracle s Siebel Public Sector is an integrated suite of web-based applications designed for use by administrators and end users associated with government municipalities, justice departments, social services, tax and revenue management, public health, immigration and investigative agencies. Key features of Siebel Public Sector include: Case information from initial referral through case investigation, and benefits delivery Assignment of high volumes of cases to employees based up their skills and availability Automatic population of PDF forms with Siebel data Team collaboration and information sharing among employees, agencies and partner organizations working on a case

5 Case analysis reports Items of evidence, which can initially be logged as assets and then converted to evidence and associated with multiple cases Leads, in the form of clues or activities Tracking and escalation of incidents Case and lead approval routing using predefined workflow templates Case, lead, evidence, and attachment serialization, performed hierarchically using predefined rules. Below is an overview of the core processes and functions.

6 The Life-Cycle of Civil & Criminal Court Cases Filing Complaint Process Complaint Discovery Motion Settlement Trial Appeal Approval Filing Complaint: This is the first stage of the court case, when a plaintiff files a complaint that generally contains basic information related to the allegation of wrong doing and claim for relief. By using Siebel Public Sector, the!bu Dhabi Judicial Department s users are able to record complaints and route complaints for approval. Users are also being able to edit complaints, if required based on access right. Process Complaint: The case is assigned to a user (based on pre-defied assignment rules) after the complaint has been validated and a case has been created. Typically, the complaint is followed by the defendant(s) filling a response within the specified time. Siebel Public Sector Case Management also automates processes like setting appointments, creating notifications, executing dispatch of notifications and managing settlements. Discovery: After the response is filed, the parties are engaged in the discovery phase. During the discovery phase both parties obtain information from each other for the purpose of evaluating the arguments and facts that shall be relied upon by each side. Using Seibel Public Sector, Abu Dhabi Judicial department has been able to track all activities that occur related to the complaint, route required documents for approval and raise escalations in case of delays. Motion: During the litigation, a party may ask the court to issue the judgment in its favor via a motion for summary judgment. If the court grants judgment, the case is over (as long as the loosing part does not file an appeal at the courts of appeals). Settlement: In a few cases, the case might be settled before the trial. This could involve mediation or could be done by mutual consent. Using Siebel Public Sector, users of Abu Dhabi Justice Department are able to create settlement forms (based on pre-defined templates) and route settlement forms for editing/approval/finalization. Users are also able to track the status of settlements case and execute pre-defined processes based on the result of the settlement process (for instance, automatically close a case and notify all relevant users that a settlement has been agreed upon for a specific case). Users can also create agreements based on predefined templates that can be auto routed for approval and finally dispatched to the relevant parties. If a settlement is not agreed upon, users are able to re-submit complaints and set-up trials. A trial record can be auto-assigned to the relevant user based on pre-defined attributes and be configured to control user access and visibility. Also, based on the requirements of Abu Dhabi Justice Department, Siebel Public Sector could be set-up to automatically provide fee details based on certain pre-defined attributes like type of case. Users are also able to generate registration documents based on pre-defined templates which can be given to the plaintiff. After the payment process, user of Siebel Public Sector can upload all relevant receipts and documents and it would automatically be related in the case records.

7 Trial: Various courts have different procedures for trial. In some courts, cases are often tried by juries who decide the question of liability and damages. In others, a single judge decides the question of liability and damages. Siebel Public Sector Case Management helps Abu Dhabi Judicial Department capture/record key information required for processing the case and also capture all results/activities related to the trial. All activities related to a case could be auto assigned to users for action/follow-up. Appropriate users are able to add notes related to the judgment and create a draft based on a pre-defined template based on values captured and stored in Siebel Public Sector. Users can also capture the ruling and generate relevant documents to be approved (based on pre-defined templates). Documents can then be auto routed to the appropriate user (like legal advisor, Execution Judge) and also automatically e- mail documents to all relevant/authorized users based on pre-defined workflows. Appeal: After the judge or jury reaches a decision, the non-prevailing party may be entitled to appeal an adverse decision to the court of appeals. Based on the requirements of Abu Dhabi Judicial Department, the case management system has the provision to record appeal and judgment related information. Approval: The case management process involves various approval processes, sequential routing of cases/leads/evidence and escalations if any process is violated. Using Siebel, Abu Dhabi Justice Department is able to seamlessly automate the process of routing cases to the concerned user for approval and re-route cases based on approval status. The escalation process is also automated. For instance, a high priority case that has not been approved within a specified period of time, can be escalated to the appropriate user based on a pre-defined, escalation process. Abu Dhabi Judicial Department could set up approval chains that may include users from the same department or cross departments (for instance, a case requiring any specific financial advice might need to be approved by the payment/settlement team before it is approved by the case supervisor).

8 The Life-Cycle of Prosecution Criminal Cases Police Report Submission Criminal Case Creation Service Requests Interrogatio n & Remarks Case Handling Decisions Execution Police Report Submission: Most of the criminal cases start with the integration with the MOI/police systems where police submits police report to prosecution. Criminal Case Creation: This is the first stage of a criminal case where the case is either captured manually or retrieved from the police through integration. This is where information like case information, case parties, attachments, restrains and police report are entered in the prosecution system. Once a case is created, the system automatically assigns it to the proper prosecutor as per the predefined assignment rules. Service Requests: Once a criminal case gets created, parties can come to the public prosecution office or use e-services to submit service requests on the case. Public Prosecution processes the service requests of the parties and then reverts back with the outcome of the service request. This process is also implemented through mobile applications available in smartphones which further enhance customer s experience. Interrogation & Remarks: This is the second stage of a criminal case where public prosecutors investigates more about the criminal case and take decisions according to the facts and events of the case. The system provides e-signature and auto-archiving capabilities in order to increase the efficiency and enhance the consistency between case file and the reports generated and stored in the system as case attachments. The system also changes the case party status and case restrains status according to the decisions taken by the prosecutors. Case Handling Decisions: After investigation and remarks, usually public prosecutors have adequate information to handle the case. Case handling decisions changes the case status and depending on the required approval, the system automatically changes the case status and assigns the case automatically according to the pre-defined processes. Case handling decision might trigger the integration with the Case Management System (CMS) where the case gets referred to court and the case trail begins. Appeal and cassation stages move the case between courts and prosecution systems until the case reaches the final stage. The case handling decisions might also trigger police integration to inform the police of the changes on the status of the case. Execution: Unless the case handling decision was to archive the case due to non-relevance or non-specialization, execution then is the final stage of the criminal case. In this stage, the sentencing order of the judge is formulated and translated into an execution orders that shall be executed by the police. Once the execution officer prepares the execution orders, the system triggers the police integration to automatically send the execution orders to police.

9 The Life-Cycle of Judicial Services Submit Service Request Validate Service Request Process Service Request Deliver Service Outcome Submit Service Requests: Judicial Services System (JSS) is used for processing various types of customer request like power of attorney, notarization, attestation, marriage contracts, and embracing Islam. The first stage of the process is the customer coming to the judiciary offices or use the e-services provided to submit their service requests. Validate Service Request: The second stage of the process is validation of submitted information by dedicated line-of-business customer service agents. In case of missing information, the customer is requested to submit it again through the counter or online through online e-services. Once validated, the service request is redirected to relevant backoffice team for processing e.g. Notary Public, Attestation, marriage Contract, or Embracing Islam. Process Service Request: The next stage of the process is the automatic or manual assignment of the service request to in-house employees for processing based on predefined assignment rules. Depending on the type of request, some may require further approval by managers or judges and collection of relevant fees. In case the service is requested online through e- Services, fees may be collected online through e-payment integration. Deliver Service Outcome: Upon approval and processing of service request, the service outcome is provided to the customers. In most cases, prior to receiving the service outcome, customers are required to visit the judicial offices to present original documents. The Judicial Services System (JSS) also has certain capabilities to create new certificates of generate approval stickers used to ascertain notarized legal documents provided by the customer for notarization or attestation.

10 The Oracle Solution Footprint Siebel CRM Base Siebel Public Sector CRM Base Option Siebel Public Sector e-service Siebel Tools Siebel Server Extensions for UNIX Oracle Database Enterprise Edition Business Intelligence Publisher Oracle Business Intelligence Enterprise Edition Oracle September 2013 Author; Ami Pourteymour Co-Author: Bert Oltmans Copyright 2013, Oracle and/or its affiliates. All rights reserved. This document is provided for information purposes only and the contents hereof are subject to change without notice. This document is not warranted to be error-free, nor subject to any other warranties or conditions, whether expressed orally or implied in law, including implied warranties and conditions of merchantability or fitness for a particular purpose. We specifically disclaim any liability with respect to this document and no contractual obligations are formed either directly or indirectly by this document. This document may not be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without our prior written permission. Oracle Corporation World Headquarters 500 Oracle Parkway Redwood Shores, CA U.S.A. Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other names may be trademarks of their respective owners. Intel and Intel Xeon are trademarks or registered trademarks of Intel Corporation. All SPARC trademarks are used under licens e and are trademarks or registered trademarks of SPARC International, Inc. AMD, Opteron, the AMD logo, and the AMD Opteron logo are trademarks or registered trademarks of Advanced Micro Devices. UNIX is a registered trademark of The Open Group Worldwide Inquiries: Phone: Fax: