NJJWMIS User Manual

The Juvenile Justice and Welfare Council

Mandate

JJWC is a policy-making, coordinating and monitoring body tasked with the

implementation of the Juvenile Justice and Welfare Act, as amended, through its member
and coordinating agencies.

Vision

A Council leading a society that promotes and protects the rights of children at risk and
children in conflict with the law under a restorative justice and welfare system.

Mission

To institutionalize a restorative justice and welfare system for children at risk and children
in conflict with the law through the effective implementation of the law and coordination
among stakeholders in a protective and enabling environment.

Goals

To prevent children at risk from committing crimes and to ensure that children in conflict
with the law are rehabilitated and reintegrated with their families and communities. To
strengthen institutional partnerships in pursuing collectively and effectively the Council’s
mission.

Organizational Functions
• Policies, Plans and Program Development
• Advocacy and Social Mobilization
• Research and Data Management
• Technical Assistance to Agencies, LGUs and Stakeholders
• Coordinating, Monitoring and Evaluation of the implementation of RA 9344 as
amended

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Table of Contents
Introduction to National Juvenile Justice And Welfare
Management Information System (NJJWMIS)................................................iii

I. What is NJJWMIS?......................................................................................... iii

II. What are the modules or sub-systems of NJJWMIS?................................. iv
III. Why do we need a Registry (or Information System) for
Children at Risk (CAR) and Children in Conflict with the Law (CICL)?........ iv
IV. Who are the users of the NJJWMIS and what are their roles?..................... v

How to use the NJJWMIS............................................................................... 1

Standard Button Description.................................................................................1

1. Account Management.....................................................................................2
A. Create an account.....................................................................................2
B. How to Sign In...........................................................................................6
C. How to Reset Password............................................................................7

2. Creating a Record..........................................................................................10

3. How to View Listings of Records..................................................................15

4. How to Update an Existing Record...............................................................16

5. How to Refer a Record to Other Institutions................................................21

Other Features.....................................................................................................24
A. Knowledgebase Portal............................................................................24
B. Dashboard................................................................................................25
C. Flow..........................................................................................................26

Important Reminders.................................................................................... 29

What are the Duties of Agencies and LGUs................................................... 30

Juvenile Justice and Welfare Council (JJWC)...................................................30
Local Government Unit........................................................................................30
Department of the Interior and Local Government (DILG)................................31
Philippine National Police (PNP)........................................................................31
Department of Social Welfare and Development..............................................31

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Introduction to National
Juvenile Justice And Welfare
Management Information System
(NJJWMIS)

I. What is NJJWMIS?

• The National Juvenile Justice and Welfare Management Information

System (NJJWMIS) is an online internet-based system that
collects and processes pertinent information of CAR and CICL.

• It aims to establish reliable and updated data for purposes as stated above.

• It records personal and other pertinent information about the CAR and CICL
such as offense, address, IP groups, etc. It is also capable of saving images
and pertinent documents such birth certificate, dental record, and the like.

• The NJJWMIS allows the online transfer of records of a child’s case

from the barangay to police and LSWDO within the same jurisdiction.

• The NJJWMIS has three features:

1. knowledgebase portal that contains information/reference materials

on the process of managing CAR and CICL which also shows at what
stage a duty bearer should create or update child profile;

2. the flow which contains protocols, required documents and immediate

responses in managing case of CICL. This may serve as decision
support to case managers/social workers in managing cases of CAR/
CICL; and

3. the dashboard which displays all data in graphical formats for better
appreciation of the users.

• The Juvenile Justice and Welfare Council Secretariat serves as the

administrator of the NJJWMIS. Only a limited number of staff are
authorized to access the Registry to ensure security of information.

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II. What are the modules or sub-systems of NJJWMIS?

• The NJJWMIS has three modules/sub-systems:

1. Registry. This is used to record and process all basic personal

information and violation/offense of CAR and CICL collected by duty
bearers upon receipt of the case or during first contact.

2. Case Management System. This collects and processes information

when the case reaches the social worker. It captures multi-disciplinary
assessment of individual case, provision of services by different
agencies, and child’s progress or completion of intervention or
diversion program.

3. Monitoring and Evaluation Sub-system. This automates

the system of monitoring and evaluation of the compliance
of various agencies and LGUs with the amended law.

III. Why do we need a Registry (or Information System) for

Children at Risk (CAR) and Children in Conflict with the
Law (CICL)?

• Republic Act 9344 as amended mandates the faithful recording of all

pertinent information on children at risk and children in conflict with
the law to guarantee the correct application of the provision of the Act.

• Collective information and statistics to be generated from the System is

necessary for evidence-based policy and program development at the
national and local levels.

• The data shall be used as one of the bases of JJWC in establishing the
effectiveness of the implementation of the law.

• A centralized information system ensures accurate and precise data on

CAR and CICL and prevents data duplication.

• It ensures security and accessibility of records of CAR and CICL.

• It allows the quick generation of information of services and programs

provided to CAR and CICL.

• It facilitates the referral, case management, monitoring and assessment

of intervention plan.

• It reduces and standardizes reportorial process from the source.

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IV. Who are the users of the NJJWMIS and what are their roles?

USERS ROLES

• Barangay Council for the • Records Child Profile Case

Protection of Children • Updates Child Profile Case
(BCPC) Members • Records Interventions provided
• LGU Social workers (both • Generates local Report for use in developing
community and center- local policies and programs
based) • Ensures confidentiality of personal data
• DSWD RRCY Social Workers

• Police officers/PNP • (For final discussion with PNP)

• JJWC Secretariat • Ensures appropriate utilization of the

Registry through monitoring and technical
assistance to users nationwide.
• Detects and responds to problems in the
NJJWMIS
• Enhances the Registry as necessary
• Ensures non-duplication of data nationwide
• Ensures confidentiality of data at the
national level
• Generates and analyzes national level
data for policy and program development
purposes

• Conducts verification of account

• Regional Secretariat registration
• Provides technical assistance on the use
of the data base/Registry
• Ensures protection of data at the regional
level
• Generates and analyzes regional data for
policy and program development purposes
• Reports issues encountered by users
• Recommends areas for improvement/
enhancement as needed

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How to use the NJJWMIS

Standard Button Description

Users are encouraged to familiarize themselves with the

standard buttons being used in the Registry for the ease of
creating and updating records.

Buttons are graphical control elements that

give the user a simple way to trigger an event
like searching for a query or confirming an
action.

BUTTON FUNCTION

Search record using keyword

Reload list or record

Print record

Show record details

Show record thread

Add record information such as family

background, complainant, services

Edit child profile

Show calendar for date inputs

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1. Account Management

A. Create an account

Step 1. Open your preferred browser. You may use

Mozilla Firefox, Google Chrome or Safari.

(Note: Google Chrome is recommended.)

Step 2. Enter http://registry.jjwc.gov.ph on the address bar. Then press enter. This
will redirect you the homepage of the NJJWMIS.

Step 3. Go to Sign in Page by clicking “Sign In” button on the upper-right corner
of the page.

Note: Clicking Create New Record will not log you in but will redirect you
to Sign in page.

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Step 4. Click Create an account on the lower-left corner of the panel.

Step 5. In the Account Registration Page, please provide the following:

• Email Address (refrain from using your agency/office’s official email address.
You may use your personal, official or new email which you could only access)
• Full Name (refers to the User’s name, not the Agency/Office or Organization’s
name)
• Phone/Mobile Number
• Institution (refers to the User’s Agency/Office or Organization)
• Office Address
• Institution Region
• Institution Province
• Institution City/Municipality
• Institution Barangay
• Institution Specific Address (refers to House/Building No, Building Name,
Street, Purok, Sitio, etc.)
• Password (at least eight characters)

Submit information by clicking the REGISTER button.

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* If registration is complete, you will see success notification message.

Otherwise, the submission will not proceed. If such is the case, provide
the required information highlighted in red font color. Once the necessary
information has been provided, re-submit by clicking the REGISTER button.

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Step 6. Confirm your account

• After successful registration, log in to your email address and look for the
confirmation message.

• Open the confirmation message from the web application and click the link
to confirm the account.

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• Once confirmed, you will be automatically logged-in to your NJJWMIS

account and prompted with this message.

(Reminder: Please take note of your email address and password used in this
account)

B. How to Sign In

Step 1. Access NJJWMIS (URL: http://registry.jjwc.gov.ph).

Step 2. Go to Sign in Page by clicking “Sign In” button on the upper-right corner
of the page.

Step 3. Sign in using your registered EMAIL ADDRESS and PASSWORD, then click
SIGN IN.

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* If the USERNAME or PASSWORD is invalid, you will receive “Access Denied”

notification.

C. How to Reset Password

Step 1. Click the FORGOT MY PASSWORD button.

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Step 2. Provide email address used during registration. Click the SEND EMAIL
button.

You will be notified that a password reset link notification is sent to your e-mail.

Step 3. Change PASSWORD using the password reset link.

• Login to your email address and check your inbox.

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• Open the Password Reset message from the web application and click the link
to change the password of the account.

• Provide your registered EMAIL ADDRESS and click LOGIN button.

• When prompted with your Profile page, scroll down to Access Credentials
Section. Input your NEW PASSWORD and click UPDATE button.

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Step 4. Upon registration, submit a letter to officially endorse the user account
to the RJJWC. This will serve as the basis of the RJJWC Secretariat in
assigning the account to the appropriate organization, thus, allowing the
user to fully use the System.

2. Creating a Record

Step 1. Access CAR/CICL Registry (URL: http://registry.jjwc.gov.ph).

Step 2. Sign in using your USERNAME and PASSWORD, then click SIGN IN.

Step 3. Go to Create New Record Menu.

Step 4. Allow Location Access.

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Step 5. Fill-up the form by providing the required information.

Please note that:

1. Fields with asterisk (*) are mandatory which means that information should
be supplied.

2. In supplying information regarding Gender, note that only the information

voluntarily and categorically expressed/stated by the child should be
recorded. If a child did not voluntarily and categorically state his/ her gender
preference, click the “no data” response.

3. At the bottom of the Create Record page, there is a field labelled as Client
Category. To supply an accurate response, users should remember that:

Children at Risk (CAR) refers to those who are vulnerable to and at risk
of behaving in a way that can harm themselves or others, or vulnerable
and at risk of being pushed and exploited to come into conflict
with the law because of personal, family and social circumstances.

They are those who violated ordinances enacted by local governments

such as but not limited to curfew violations, truancy, parental
disobedience, anti-smoking and anti-drinking laws. Moreover, this includes
those involved in a) light offenses such as but not limited to disorderly
conduct, public scandal, harassment, drunkenness, public intoxication,
criminal nuisance, vandalism, gambling, mendicancy, littering, public
urination and trespassing and b) decriminalized acts when committed
by children such as prostitution, mendicancy and sniffing of rugby.

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On the other hand, children in conflict with the law refer to those alleged as,
accused of, or adjudged as, having committed an offense under the Philippine laws.

4. In selecting Offense, you may skip the Offense Category and proceed with
the selection of offense. It will reflect all offense options under all Offense
Category.

5. In the Record Details field, the user may include all other relevant information
about the children and their cases including complaints of abuse and/
or torture, narrative of events, presence of threat to their safety, etc. You
may also attach picture and relevant documents such as birth/medical
certificates, etc.

Step 6. Click CREATE RECORD button.

• If the information provided is complete, child recorded profile will be shown.

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• If an error notification is received, update or add information in the marked

field/s and resubmit the form.

Step 7. Add more information.

• After successfully creating a child record, you may add more information
such as family background, offense and violations allegedly committed by
the child by clicking the add button on the right part of each section.

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• After clicking the add button, fill out the form and click the Submit button.

FAMILY FORM

OFFENSE FORM

VIOLATION FORM

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3. How to View Listings of Records

Step 1. Access NJJWMIS (URL: http://registry.jjwc.gov.ph).

Step 2. Sign in using your USERNAME and PASSWORD, then click SIGN IN.

Step 3. Click Records button.

Step 4. Click any record to view its details.

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4. How to Update an Existing Record

Step 1. Access NJJWMIS (URL: http://registry.jjwc.gov.ph).

Step 2. Sign in using your USERNAME and PASSWORD, then click SIGN IN.

Step 3. Click Records button.

Step 4. Click any record to view its details.

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Step 5. Update or add more information.

• After creating a record, click the add button for additional information.

• Once information is added, click the update button. Note that this part can
also be deleted by clicking the delete button.

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• If the transaction is successful, a “Success” notification will appear.

Depending on the user’s access, other tabs can be displayed with additional
information such as the Case Study information, Intervention Plans, and simple
Case Study snapshot generation.

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To provide information or update the existing information, just click on the

items text panel and click update.

Again, there will be Success Notification for successful transactions.

Aside from Case Study Information, there are sections for Case Status, Custody
and Referral.

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For the case status section, we have the following list and interface for Case
Status Information.

For the custody section, the initial form captures Date of Admission/Custody
of the child to the organization. After providing details, click the submit button.

Again, there will be Success Notification for successful transactions.

Upon exit (or discharge) of the child to the organization, update the Custody
information. Click the item, provide updates and click the update button.

Again, there will be Success Notification for successful transactions.

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5. How to Refer a Record to Other Institutions

Step 1. Access NJJWMIS (URL: http://registry.jjwc.gov.ph).

Step 2. Sign in using your USERNAME and PASSWORD, then click SIGN IN.

Step 3. Click Records button.

Step 4. Click any record to view its details.

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Step 5. Click any Case Management to view its details.

• Scroll down and click Refer.

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Step 6. Select Organization.

• To refer the child to a social worker, police officer, or to a youth care facility,
select Region, Province and City or Municipality where the institution is
located. Then click Referred To and select the organization.

To narrow down the list of options in the drop-down menu, select Barangay
where the institution is located.

Step 7. Indicate date and reason of the referral. And click Submit.

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Other Features

A. Knowledgebase Portal

• This contains information relative to NJJWMIS such as its background, intake

sheet sheet being used, and the case recording process.

• It also includes resources such as manuals, guidelines, good practices and

success stories on CAR/CICL.

Step 1. Access NJJWMIS (URL: http://registry.jjwc.gov.ph).

Step 2. Sign in using your USERNAME and PASSWORD, then click SIGN IN.

Step 3. Click KNOWLEDGEBASE Menu.

Step 4. Click on your desired content to know more about NJJWMIS or CAR/CICL
case handling.

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B. Dashboard

• This consists of predefined reports/charts based on the real-time encoded

records of CAR/CICL. The reports/charts can be downloaded as PNG, JPEG,
PDF, SVG.

(Note: This feature can only be accessed by users already assigned to their
respective organizations; thus, the required submission of signed endorsements
to RJJWCs.)

Step 1. Access NJJWMIS (URL: http://registry.jjwc.gov.ph).

Step 2. Sign in using your USERNAME and PASSWORD, then click SIGN IN.

Step 3. Click DASHBOARD Menu.

Step 4. Pre-defined reports/charts are found at the right side of the panel. Select
the chart that you want to print or download

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Step 5. Click the button to print the report/chart or click button to

download the chart as PNG image, JPEG image, PDF document or SVG
vector image.

C. Flow

This is a feature of the System that guides a user in determining the next step
to undertake in the management of a case. It can be accessed only by social
workers or case managers.

Step 1. Access NJJWMIS (URL: http://registry.jjwc.gov.ph).

Step 2. Sign in using your USERNAME and PASSWORD, then click SIGN IN.

Step 3. Click Records button.

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Step 4. Click any Record to view its details.

Step 5. Select Flow tab.

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The system automatically highlights the process the child has to undergo based
on the flowchart in CAR and CICL.

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Important Reminders
Personal information recorded in the Registry should be held under strict
confidentiality for the best interest of the child. The use of the System is bound
by the requirements of Republic Act 9344 as amended and the Data Privacy Act
of 2012 to ensure confidentiality and privacy of personal information.

1. All duty bearers shall ensure faithful recordation of CAR & CICL cases and
update existing records in the Registry. (Rule 101 of RIRR 9344 as amended);

2. The right to privacy of the children in conflict with the law (CICL) shall
be respected at all times. All records shall be considered privileged and
confidential. (Par. 1 of Rule 7.a of RIRR 9344 as amended);

3. All concerned duty bearers shall undertake all measures to protect the
identity of the child to include the non-disclosure of personal information
recorded in the Registry to the media. Likewise, records of a CICL in the
Registry shall not be used or made available to anyone as reference during
court proceedings for cases involving the same offender as an adult, except
when beneficial to the offender and upon offender’s written consent. (Par. 3
of Rule 7.a of RIRR 9344 as amended);

4. A child’s record shall be removed from the Registry as soon as he/she

reaches age 21 or upon completion of intervention or rehabilitation program.
There may be instances when data will be retained for research purposes
especially longitudinal ones. However, the consent of the subjects shall be
sought first before their personal information will be used.

5. Prior to the entry of their personal information into the Registry, children
should be informed of the purpose of recording their personal information in
the Registry, how such information will be processed, where it will be stored,
who will have the access to their records, and the period that this will be
stored in the database. Likewise, before saving their personal information
in the Registry, the duty bearer should validate the data gathered. Children
shall be requested to sign a form indicating that the above has been
explained to them and the data has been validated with them. They shall
also be informed of any updates made in their record. (Section 34(a) of the
Republic Act 10173 or the Data Privacy Act of 2012);

6. Children have right to damages due to inaccurate, incomplete, outdated,

false, unlawfully obtained or unauthorized use of their personal data or for
any injury that may have been incurred due to a violation of their rights and
freedoms as data subject (Section 34(f) of R.A 10173 or the Data Privacy
Act of 2012).

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7. Only authorized staff of the JJWC, LGUs, PNP and DSWD shall access the
Registry. Only statistics should be shared with the JJWC and the RJJWC
members unless details of a particular case need to be discussed with a
member agency for more appropriate management of the case.

What are the Duties of Agencies and LGUs

Juvenile Justice and Welfare Council (JJWC)

1. Issue Guidelines on the use of the NJJWMIS.

2. Manage the operation of the database system for access of the duty bearers.

3. Maintain the web application and data base system both at the national and
regional respectively, including the LGUs, PNP and Barangays.

4. Enhance the database system based on needs.

5. Conduct online and actual monitoring to ensure smooth implementation of

the database system and as necessary provide technical assistance as to
its responsiveness and usability.

6. Provide technical assistance to all duty bearers through capacity building

for continuous knowledge and skills.

7. Monitor the database, determine problems and report to the Council any
issues needing Council action.

Local Government Unit

1. Adopt the Guidelines on the Use of the NJJWMIS of the JJWC.

2. Institutionalize the use of the System by the concerned duty bearers.

3. Allocate resources (including desktop or laptop, Wi-Fi connectivity, etc.)

needed for the sustained use of the Registry.

4. Ensure religious and appropriate recording of CICL and CAR cases in the
registry.

5. Abide by the mandate of Republic Act 9344 as amended and the Data Privacy
Act of 2012 on confidentiality and privacy of data.

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Department of the Interior and Local Government (DILG)

1. Issue a memorandum to PNP, LGUs and barangays on the access and

use of the database system and ensure religious recording of data and
updating of the existing profile of CAR & CICL.

2. Monitor compliance of the PNP, LGUs and barangays in terms of using/

accessing the data base system for effective implementation of the
Registry.

Philippine National Police (PNP)

1. Issue a memorandum to all police stations on the access and use of the
database system.

2. Allocate resources to ensure the sustained use of the System.

3. Ensure that all police stations shall efficiently and effectively comply on
faithful recordation of CICL and CAR cases in the registry.

4. Facilitate training of personnel designated to access the Registry and

monitor their compliance.

5. Abide by the mandate of Republic Act 9344 as amended and the Data
Privacy Act of 2012 on confidentiality and privacy of data.

Department of Social Welfare and Development

1. Allocate resources to ensure the sustained use of the System in the

Regional Rehabilitation Center for Youth in all regions.

2. Abide by the mandate of Republic Act 9344 as amended and the Data
Privacy Act of 2012 on confidentiality and privacy of data.

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ACRONYMS

BCPC Barangay Council for the

Protection of the Children

CAR Children-at-Risk

CICL Children in Conflict with the

Law

DILG Department of the Interior

and Local Government

DSWD Department of Social Welfare

and Development

JJWC Juvenile Justice and Welfare

Council

LGU Local Government Unit

LSWDO Local Social Welfare and

Development Office

PNP Philippine National Police

RJJWC Regional Juvenile Justice

and Welfare Committee

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