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

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

Three National Public Prosecutors’ Offices National Public Prosecutors’ Office Serious crime not confined to jurisdiction 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 economic offences, social security fraud and agricultural or environmental offences Investigations by special 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.

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

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

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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

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

GPS: Registering information (1/2) Information is handled via three layers within GPS. The presentation layer takes care of the interaction with the user via screen or werkbak (worklist). The processing / business logic layer takes care of handling and validation of the information registered by user or message from chain partner or other application used within the business process. The data storage layer takes care of the actual registration of the information provided

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.

GPS: Process model / Flower The handling of a case is determined by using a process flow. The process flow determines which step within the process should be executed: Presenting a screen to the user to register the information needed Automating user actions (for example generate document) Automatically trigger another process flow to take care of next step (for example sending out messages to chain partners and processing the reply) Waiting moments (milestones) which indicates that the case should be handled after a defined wait moment

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

17 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

THE INDIVIDUAL FILE

ALL THE RELEVANT DATA: -DEFENDANT -OFFENCE -VICTIM -DECISION -COURT SESSIONS -DETENTION -DEPARTMENT

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.

22 FIRST STEP: REGISTERING THE NEW CASE

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

24 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.

25 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…

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

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

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

29 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

30 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

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

Future development: p ortals 32 Lawyers Portal - Development version On 3 pilot-locations digital provision of files (no paper files) Victim Portal Start construction from may 2015 Testing ground

33 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

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GPS, Did we reach our destination? It took 15 years and € ,=. 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

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