Case Management

System for the Future

– the LOVISA experience

Morten S Hagedal
Project Manager
A modern Case Management
System …
1. should be based on case flow, steering each case trough the court

2. should open for a flexible way of managing each case individually, based
on the characteristics of the individual case, so the case might be brought
to an end within a reasonable and foreseeable time frame

3. should be integrated with e-filing, in developing e-courts, where the

parties are able to integrate their own case management system with the
case management system of the courts, and also take responsibility for
trivial managing of the case.

4. should be a part of an integrated criminal justice chain

5. needs a strong involvement from judges, court administrators and

administrative staff to succeed, both in developing new business
procedures and getting acceptance from these groups in the courts
Norway …
„ App 4,5 mill inhabitants
„ 324 220 km2
„ GDP/Capita
… App $40 000
„ Oil export
…3 466 000 bbl/day
The information society – in
Norway?
„ 60% of households „ Public Sector
have Internet access „ Ministry of
… 30% of households Modernisation
have broadband … E-Norway 2009
access
„ Ministry of Justice
„ 75% of pop. have
used Internet the last
3 months
The Norwegian Judiciary
„ One jurisdiction „ National Courts
„ Simple court structure Administration
… District
courts „ Established in 2002
… Courts of appeal
… Supreme Court
The size of the District Courts
Number of courts Permanent judges Deputy judges Administrative staff

39 1 1-2 3-6,5

25 2 1-2,5 4-16,5

7 3 1-2 6,5-25,5

6 4 1-3 8,5-35,5

3 5 2-5 12-46

2 6 2 13-14,8

8 7-12 0-3 10,5-73

1 17 3 18,5

1 66 19 75,5
Technological development in the
Norwegian Judiciary – I
„ First wave „ Technical
… Late 80-ies early 90- infrastructure
ies „ Land Registry
„ Private Public Sector „ Case Management
initiative System
„ Accounting Software
„ Time standards
„ Reduction of
administrative staff
Technological development in the
Norwegian Judiciary – II
„ Second wave: „ WAN
… Strategy from 1997 „ A new CMS for the
… Focusing on goals judiciary
… New system portfolio
„ Land Registry System
„ Should be the basis for e- „ Common portal on the
courts web
„ Intranet
„ E-mail
„ Accounting system
„ The LOVISA-project
… Development (2001 – 2004)
… Introduction in the judiciary (2001 – 2005)
„ Budget
… NOK 173 mill / USD 27,6 mill
… 78% on development
… 22% on introduction to the courts
„ Personal resources
… Total 75 persons
„ Judges, administrative staff, technical staff, consultant
… At the most 50 persons
„ Agreement with an external developer
… Computas AS
… Based on PS 2000
PS2000 Contract Standard
Detailed planning
CPn
Analysis and design

CP2

CP1
ess
Progr

Iterative
construction phase
Testing Development
Analysis Solution Approval and
of needs Description
Completion phase

HMP 0 HMP 1 HMP 2 HMP 3

Signing of Appoved Solution Delivery ready Approved
Contract Description
- for Approval Delivery
 PS 2000 Contract Standard
„ Increased efficiency of the procurement and tender
Characteristics

process
„ Development model based on documented ”best
practice”
„ Defined deployment model, based on stage by stage,
iterative processes
„ Benefits from increased understanding of
requirements and challenges
„ Governs both parties’ obligations
„ Integrated co-operation between customer and vendor
„ Risk management included
„ Incentive schemes (target pricing) included as a
motivating factor
„ Procedures for conflict resolution with an expert as a
mediator
 vision and goals
To meet the reality of tomorrow with
the tools of tomorrow
„ Secure the quality of the case management
„ Achieve new and goals with the same resources
as before
„ Better service
„ More modern and attractive tools
„ Easier integration with other ICT systems
 Reports
Statistics
Court fee
calculation

Office External
applications
Case flow services

Physical
documents Journal
Registries User admin Scheduling
/ Archive

Electronic
documents Internal

Exchange /
External
Outlook
 – what do the users say?
LOVISA
In my is view
improving,
LOVISA and The
there
isThe quality
is
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It is positive that we had reuse
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Whenthe
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extent,
increase access to
which has improved with the 25 % information
effectiveness.
and my comfort on the
with 50handling
%. of a case.
Thesis one

a modern case management

system should be based on case
flow, steering each case trough
the court
Modelling the case flow Ankeprøving 1. håndsdommer
Forebered sak og skriv
Sist oppdatert: 24.05.2004 Tove silingsnotat
Kontroller saksopplysninger
Kontroller at anken oppfyller
Saksbehandler de formelle krav
Registrer anke i straffesak Vurder oppnevning av

The procedural regulation

Søk frem og knytt relasjon til forsvarer

„
tingrettens sak Vurder andre
Registrer om strafferammen saksbehandlingsspørsmål
er over 6 år Skriv silingsnotat
Registrer parter Registrer saken på
Registrer krav 2.håndsdommer
Er det nødvendig å ha denne

The case from A to Z

Registrer hva saken gjelder Send videre til
aktiviteten her når 1.

„
Registrer saken på 1. 2.håndsdommer
håndsdommer kun får denne
håndsdommer Send videre til
oppgaven første gang
Registrer saken på 2. 3.håndsdommer
silingsnotat skal skrives?
håndsdommer Send videre til
Registrer saken på 3. saksbehandler

… Main tracks
håndsdommer
Skriv ut saksforside
Send saken videre til 1.
håndsdommer

… Deviations from the main Skriv utkast til avgjørelse

Saksbehandler

tracks
Velg avgjørelse fra 1. Brukes ved
instanssaken omgjøringsbe
Velg avgjørelsen fra den gjæringer. Vises ikke for
1. , 2. eller 3.
opprinnelige ankesaken Vises bare hvis Skriv silingsnotat håndsdommer 2.håndsdommer
153,156,16
det finnes en
1,151,155 Rediger silingsnotat
,157,164, relasjon til
Skriv utkast til avgjørelse Registrer saken på
168,166,1 opprinnelig
65,167,96 2.håndsdommer Vises ikke for
7,968,969
ankesak.
Registrer saken på 3.håndsdommer
Ferdigstill 3.håndsdommer
avgjørelsesdokument Send videre til Vises ikke for
Registrer avgjørelsen 1.håndsdommer 1.håndsdommer
Rediger Send videre til
avgjørelsesdokument 2.håndsdommer Vises ikke for
(fletter inn Send videre til 2.håndsdommer
avgjørelsesinformasjon) 3.håndsdommer
Send saken videre Send videre til Vises ikke for
saksbehandler 3.håndsdommer
Skal utkastet
kontrolleres av
Saksbehandler
dommer?
Registrer avgjørelse Ja
Nei
Registrer avgjørelse
Velg
Rediger

Transfer tedious tasks

Nei dommer
avgjørelsesdokument

„
Dommer
Lås avgjørelsesdokument Kontroller utkast til avgjørelse
Få ny oppgav for videre Skal utkastet
behandling av saken rettes opp av Kontroller utkast til
saksbehandler? avgjørelse

from judges and

Ferdigstill
Ja avgjørelsesdokument
Saksbehandler
Rediger avgjørelse Vurder offentlighet
Det er reg. Resultat Rediger avgjørelse Send avgjørelsen til øvrige
av typen: Henvist dommere

administrative staff to a
Send utkast tilbake til
eller delvis henvist 1.håndsdommer Send videre til
saksbehandler

Saksbehandler Saksbehandler
Henvist Det er registrert Nektet fremmet
resultat av typen

CMS
Opprett og skriv Nektet fremmet Kontroller utkast til
160,162
oversendelsesbrev avgjørelse
Masseflett Ferdigstill
Bare andre
oversendelsesbrev avgjørelsesdokument
resultattyper
Forkynning Vurder offentlighet
Registrer nytt krav om Send avgjørelsen til øvrige
ankebehandling Saksbeha dommere
Skriv ut saksforside Forkynning (felles) ndler Send videre til
Kontroller ny kategorisering saksbehandler
av saken Opprettes automatisk med de
Registrer ny saksbehandler samme subkravene som Saksbeha
ankeprøvingskravet
Innkomstoppgaver ndler
Send saken til videre (Anke i straffesak)
behandling
How do we present the case flow to
the user?
Thesis two

a modern case management system should open

for a flexible way of managing each case
individually, based on the characteristics of the
individual case, so the case might be brought to
an end within a reasonable and foreseeable time
frame
Adapting the general case flow to
one specific case.
„ Focus on active case management – by
the judge
… Assessment of the case by the judge at
appropriate times to decide the management
of the case, with deadlines, and activities.

„ Develop relevant tools to actively manage

each case
The new Norwegian Civil
Procedure Act – s. 9-4
a) whether judicial mediation or mediation at a court sitting should be pursued,
b) whether the case should be dealt with pursuant to special provisions,
c) whether court sittings shall be held during the preparation of the case and
whether the case maybe ruled on following such court sitting,
d) whether written submissions shall be made as part of the basis for ruling on
the case,
e) whether the proceedings of the case should be split,
f) review of the presentation of evidence, including whether access to
evidence, production of evidence or judicial inspection of a site is being
requested, whether evidence shall be secured and whether an expert
should be appointed,
g) whether final written submissions shall be made,
h) setting the date of the main hearing, which date shall fall within 6 months of
the submission of the writ of summons, unless special circumstances
otherwise require,
i) whether expert or regular lay judges shall be appointed, and
j) other issues of importance to the preparation of the case.
GANTT diagram? Flow Chart?
Thesis three

a modern case management system should be

integrated with e-filing, in developing e-courts,
where the parties are able to integrate their own
case management system with the case
management system of the courts, and also take
responsibility for trivial managing of the case.
E-filing – e-courts – e-documents –
e-services
„ Electronic transfer of documents
„ Formats
„ Accessibility
„ External services
Why?
„ Communication „ Post
„ Access „ Court registry
„ Reuse of data „ Retyping
… Identifying
parties, etc
… Reuse of contents of
documents
„ Document „ Access to the
management physical file
„ Data management
 and e-communication
„ Incoming „ Outgoing
… Liquidation … Liquidation
„ The Register of „ The Register of
Business Enterprises Bankruptcies
„ The Register of „ All liquidations
Company Accounts
„ XML
„ Webservices
External services
„ Court listings
… www.domstol.no
„ Transfer of cases to legal information
retrieval systems
… Today ftp etc
„ www.lovdata.no
… Future (2006)
„ Compliance with the directive on reuse of
public sector information (2003/98/EC)
„ Web services solution
How can it be done?
Thesis four

a modern case management

system should be a part of an
integrated criminal justice chain
Organisational question
„ Police
„ Prosecution
„ Prisons
„ Probation authority
 and criminal justice
information exchange

„ Incoming „ Outgoing
… Public prosecutor … Public prosecutor
… XML … Prison and probation
services
… SMPT transfer
… Mickey Mouse solution
Thesis five

a modern case management system needs a

strong involvement from judges, court
administrators and administrative staff to
succeed, both in developing new business
procedures and getting acceptance from these
groups in the courts
Why?
Development Use
„ The judges and „ They are humans,
administrative staff with feelings
are the users of the „ They shall use the
system system
„ They are probably the
best to define the
system
… At least parts thereof
Introduction of a new system in a
court
„ Resistance to change „ Shall it be mandatory
„ Motivation to use the system?
„ Understanding „ How will the system
effect the workflow for
… The administrative
staff
… The judges

„ Management of the
court(s)
 How does the attitude of the court
4,50

management affect the motivation

4,00

and user perception of a CMS?

3,50

3,00

2,50
Average

Total
Court 1
Court 2
2,00

1,50

1,00

0,50

0,00
Management Enough time Benefit - overview Benefit - QA Benefit - reuse
 and the future?
E-communication
Deploytment of ICT over time
Integration with external applications

Integration with other "internal

applications"
SOA

Access to registers

LOVISA

Citrix

Court Net
1988 1990 1992 1994 1996 1998 2000 2002 2004 2006 2008
UNIX-sulutions
 and the future?
„ Life Cycle Costs

Kostnad
„ Further development
„ Integration 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23

E-filing
Tid

„ Utviklings- / videreutviklingskostnad Vedlikeholdskostnad

… NOK 10 mill / USD 1,6 mill

„ Active case management
… NOK 7 mill / USD 1,1 mill
„ Continuous work on
organisational change in
the courts
Contact information
„ Morten S Hagedal
… Pilestredet Park 23
0176 Oslo
Norway
… morten@hagedal.no
… Phone +47 97 06 04 45
… Facsimile + 47 850 34 022