1 NATIONAL JUDICIARY INFORMATICS SYSTEM Cengiz TANRIKULU Reporter Judge in Ministry of Justice, Turkey 13 February 2007 Ankara U Y A P Republic of Turkey Ministry of Justice

2 CONTENT OF THE CONFERENCE Firstly this event will present an overview of the National Judiciary Network Project (UYAP) Secondly and mainly, we will share the experiences of Turkish Ministry of Justice’s (MoJ) National Judiciary Network Project (UYAP) and give some quick facts about UYAP and effects of the project on Turkish judicial system and will evaluate UYAP’s outputs Republic of Turkey Ministry of Justice

3 What is ‘UYAP’ UYAP’s expansion is “NATIONAL JUDICIARY INFORMATICS SYSTEM” UYAP is a judicial central network project which includes all of the courts, public prosecutors services, prisons and detention houses, and other judicial institutions in Turkey (Forensic medicine offices, probation offices etc.) All judicial Institutes connect online each other via UYAP WAN It’s purpose is providing vertical and horizontal integration across Turkish judicial system and other government departments and international organizations Republic of Turkey Ministry of Justice

4 SOME FACTS ON TURKISH JUSTICE SYSTEM According to Turkish Constitution article 2 : “Turkey is a democratic, secular and social state based on rule of law” According to Turkish Constitution article 141/3 : “Carring through a lawsuit with minimal expenditure and as far as possible speedy is task of jurisdiction” TURKISH JUDICIAL SYSTEM Republic of Turkey Ministry of Justice

5 Civil Jurisdiction Administrative Jurisdiction Constitutional Jurisdiction HIGH LEVEL COURTHOUSES Constitutional Court Court of Cassation Council of State Court System and competences Republic of Turkey Ministry of Justice

6 Court of Cassation (Appeal) Criminal Departments Civil Departments Republic of Turkey Ministry of Justice

7 Republic of Turkey Ministry of Justice

8 Specialised Courts Commercial C. Labour C. Maritime C. Land Registry C. Family C. Consumer C. Juvenile C. Enforcement C. Traffic C.

9 SOME FIGURES TURKISH JUDICIAL SYSTEM Republic of Turkey Ministry of Justice

10 Turkey has… 136 High Criminal Courts Centres And in 575 districts totally 708 courthouses, 443 Penitentiary and Detention Houses, 23 Forensic Medicine Units, All in all, 7751 Courts, Public Prosecutor Services and Enforcement Offices In civil judiciary 4529 judges and 3023 public prosecutors, 491 administrative judges in administrative courts Number of the Judges and Prosecutors Republic of Turkey Ministry of Justice

11 CURRENT SITUATION OF CASE FILES IN TURKEY Republic of Turkey Ministry of Justice

12 DELIVERED HARDWARE in the scope of UYAPComputer Laser printer Uninterruptible power supply Laptop Laptop printer Scanner4.677 Republic of Turkey Ministry of Justice

13 CABLE LAYING Cable was laid in 807 units connection points across Turkey ANKARA Republic of Turkey Ministry of Justice

14 UYAP Was Put In Operation Felony Court Centers107 Regional Administartive Courts 21 Provinces281 Prison and Detention Houses 460 ADLİ TIP BİRİMForensic Medicine Units 6 Totaly779

15 UYAP Map of to commence operations UYAP Operation Map where UYAP was put in operation

16 Average duration of assize General Courts : Penal: 266 days Civil: 241 days C.o. Cassation Penal: 283 days Civil: 86 days Council of State: 460 days Republic of Turkey Ministry of Justice

17 Some other figures Auxiliary Court Personal : (Aprox.) Members of the C.o.Cas 250 Members of Council of State:78 Lawyers (Aprox.) In 443 Prisons Current Number of convicts : Total Prison Officials: Republic of Turkey Ministry of Justice

18 UYAP e-Learning

19 EDUCATIONS are given in laboratories Republic of Turkey Ministry of Justice

20 The Basic Requirements Of Turkish Judicial System and what has been doing? Turkish government nowadays is fallowing a national programme for reinforcement and to accelerate the judicial system They are also implementing various measures on judicial modernisation and penal reform and want to improve the functioning and efficiency of the judiciary UYAP was prepared and established by MoJ within the context of to create an effective and less bureaucratic judicial system for each concerned institution and citizens as one and very important measure Republic of Turkey Ministry of Justice

21 Project plan with milestones TJSRevision In 2000 Analysing of the process process In Composing of the project projectschedule In 2001 Design of the system and production of Programmes and screens and screens In 2003 Testing system and new products products at the end of at the end of the 2003 the 2003implementing of the project of the project in pilot units in pilot units at the beginning of beginning of the 2004 Project start to roll out in whole Turkey in whole Turkey at the beginning of the 2005 AppraisalProject’s finish time End of Republic of Turkey Ministry of Justice

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23 Scope of UYAP to import in the instant from … MERNİS  Idendity Records Criminal Records Ins.  Criminal Records POL-Net  Driver Licence  MERNİS, (MI)  POL-NET (Police)  KİK, (Procurement Office)  Adli Sicil, Judicial statistics and records  MASAK, Ministry of Finance  VEDOP,Tax Automation System  DİE, Statistic  TAKBİS, Land Registry  Türkiye Noterler Birliği, Public Notaries Ass.  Türkiye Barolar Birliği, Bar Ass.  Gümrük Müsteşarlığı, Undersecretariat of Custom  Dış İşleri Bakanlığı, Ministery Of Foreign Affairs  Merkez Bankası, Central Bank Initiated Integration studies

24 With the Decision Support System, procedural mistakes are reduced to a minimum level

25 Virtual discussion forums within judicial organization about jurisprudence is in place, information sharing and exchanging is enabled

26 The Document Management System (DMS) in our Ministry has been integrated. Exchange of the electronic documents between the Ministry and Province units and between the units has been started.

27 UYAP’S Web Mail Server Has USERS

28 Objectives of UYAP To transfer key business processes of the judicial system into central electronic means To reduce the clerical, administrative and communications costs which would otherwise be incurred in manuel and paper- based system. Reductions in staffing and use the personal most effective To create a Databank of information on relevant legislation, regulations, circulars, template texts and policies Information etc. To produce Management Reports for performance, Work Reports for planning or recording etc. To research information which is needed during processes To create fast, secure and efficient information system enabling the appropriate sharing of information across the wider Turkish judicial services Composing alerts to prevent from basic judicial errors Republic of Turkey Ministry of Justice

29 Objectives of UYAP Interface judicial institutions with each other and with concerned institutions Providing transparency Fulfill inspections in to electronic means Give process information's and basic legal aids to citizens via internet Set up central document management system between TJS Units Procure data for doing data mining in judicial field Obtain very strong and efficient judicial central infrastructure Republic of Turkey Ministry of Justice

30 Objectives of UYAP To provide the capability to measure performance and report on the effectiveness of Turkish judicial services in terms of such performance indicators are defined by Government and stakeholders. The data required for this would be captured and made available through the operational UYAP system To provide a research capability to evaluate the impact and effectiveness of offender-crime assessment tools (yet to be implemented) and programmes and interventions designed to reduce crimes Republic of Turkey Ministry of Justice

31 Scopes and interfaces The scope includes all functions required to support and enable transactions via electronic means between judicial institutions The scope includes also fulfillment of finance and commissioning functions, human resources management, payroll, training management, property management, asset administration and other supporting services Republic of Turkey Ministry of Justice

32 UYAP consists of these sub-systems Penal Law System Civil Law System Administrative Law System Public Prosecutors Services System Court of Cessation System Probation System Verdict Support System Lawyer Information System Enforcement-Bankruptcy System Convict-Arrest Management System Republic of Turkey Ministry of Justice

33 UYAP consists of these sub-systems Citizen Information System Personal Management System Personal Management System Financial Management System Financial Management System Supply Management System Supply Management System Procurement Management System Procurement Management System Training Management System Training Management System Document Management System Document Management System Forensic Medicine System Forensic Medicine System General Support System General Support System Republic of Turkey Ministry of Justice

34 UYAP SYSTEM CENTRE We have also disaster Recovery Center Republic of Turkey Ministry of Justice

35 Legislation Directives Sentences Case law Judicial essays Template texts Circulars etc. UYAP Databank Republic of Turkey Ministry of Justice

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37 Lawyer Portal

38 Constrains Technological constraints Managing the IS/IT function – which models to use? Effective use processes Training, behaviours etc. Integrate information capture & use into operational business processes Flexible & re-usable IT infrastructure – what are the available IT infrastructures? Republic of Turkey Ministry of Justice

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40 UYAP’s Initial Business Benefits Speed and efficiency of operations Integration with other justice agencies to enable information exchange with key stakeholders (police, gendarme, prisons, customs, etc.) Integration/interfaces with other state’s systems Transparency in terms of accountability and data accuracy Data standards and data standardization to improve data quality and enable reliable operational and management reporting Saving in personal i.e. Those who would otherwise be engaged in data processing, clerical and administrative work Cheaper judicial services Data mining means that collection and dissemination of aggregated data for research for consisting of future plan System of alerts to identify users with some described alerts and notices Republic of Turkey Ministry of Justice

41 Decrease administrative and judicial so to enable workload practitioners to focus on their other priorities Obtain central financial audit Save space with using electronic means instead of paper files Access to information and make transaction online, instant and secure Flexibility of working hours so if staff wants to work independent from locality and offices Performance management through integrated management information UYAP’s Initial Business Benefits Republic of Turkey Ministry of Justice

42 Data repository and migration will be only in one system for that reason will not be data confusion and duplications Simplify process Self assessment by staff, they can monitor their works in to electronic means Provision of Clear Evidence on performence and quality for inspectors, every processes are logging by system Generate data for policy makers Prevention of corruption Inters action between users (free lectern) UYAP’s Initial Business Benefits Republic of Turkey Ministry of Justice

43 Management of UYAP Senior Responsible Owner: Minister of Justice Minister of Justice Board of UYAP Head of Board is Undersecretary Vice President of the Board is Deputy Undersecretary Other members of the board are some general directors of the MoJ Project team Consist of about 250 staff Republic of Turkey Ministry of Justice

44 Group 1: UYAP’S Project Stakeholders UYAP SeniorResponsibleOwner Project Team/ Maincontractors Project Project Teams subcontractors Project teams Internal Project board Republic of Turkey Ministry of Justice

45 UYAP Advisory Board Board Council of State Court of Cassation Constitutional Court Group 2: UYAP’S Strategic Stakeholders Republic of Turkey Ministry of Justice

46 Group 3:UYAP’S Operational Stakeholders UYAP Courts Police and Gendarmerie Gendarmerie Prisons Land Registry Ministry of Interior General Directorate of Citizenship Forensic medicine Offices Offices Other Goverment agencies Probation Service PublicProsecutorservices Republic of Turkey Ministry of Justice

47 Project Control Overcoming resistance Change control process Compliance with project schedules/product delivery monitoring arrangements Reports for project board (exception, highlight, End-Stage report etc) Establish project support office (PSO) to handle common management and to help our users Republic of Turkey Ministry of Justice

48 LAN HUB STATION LAN WAN BİM Republic of Turkey Ministry of Justice satellite territorial spare

49 Stage of the UYAP in courts Republic of Turkey Ministry of Justice

50 Citizens can reach their case information via Internet

51 They can be informed via web site about their cases or hearing dates

52 Lawyer can : Pay process and tax fee from his office by use of VPN Technology and or on Network in Bars rooms through internet banking and UYAP, Litigate a claim or dispute to court through electronic means, Review his cases via electronics means Submit his petition online via UYAP

53 RESULTS Effects and effectiveness of the Project: From the beginning of , UYAP was expanded to cover 41 units files have been entered via UYAP and these units have carried out their all processes via UYAP from that date on. In all of the units taken into operation, nearly administrative files are operated by the means of UYAP system. Republic of Turkey Ministry of Justice

54 RESULTS Effects and effectiveness of the Project: Some of the results obtained are stated below For example, in the courts taken into operation, delivery bureaus have been taken into operation and collection of charges and duty distributions which are carried out hand by hand before are now carried out by the system as to the objective criteria determined in an electronic environment. The most important hinder in this way is the resistance that the users show against a new way of life. In order to break this resistance the necessary laws support should be constituted, public opinion support should be provided by making conscious campaigns. Republic of Turkey Ministry of Justice

55 Republic of Turkey Ministry of Justice Thank you very much for your attention If you have any questions please don’t hesitate to contact