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Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koe

Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011.

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Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koe

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  1. Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 Performance and Quality Management CoE Conference on Performance Evaluation oftheJudiciaryDr Axel G KoetzAnkara 25 March 2011This Document is complete only together with the oral presentation;use of isolated pages might lead to misunderstandings.Questions: Dr Axel G. Koetz, Managing Partner, KPI Management and Policy ConsultantsUnicenter 2920, D-50939 Cologne, axel.koetz @ koetz-ag.com, Tel/Fax +49 (0)221-9411801 / 05

  2. Performance Management Ensure best possible Service delivery by the couer Multi-Dimensional Approach (finance is one dimension) Performance Budgeting (Funding) Assignment of State Resources according to the performance of the courts Orientation to the financial dimension Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 What do we want ?

  3. Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 What do we need • A working system to collect / retrieve the necessary information in the necessary disaggregated form • A system to present the data in an understandable form with complete „drilling thru“ and analysis capacities • An evaluation and reaction system (legal / organizational framework) • At the end a complete Management Information System (MIS) for the courts

  4. Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 Dimensions of Performance

  5. Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 The Basic Approach – Balanced Scorecard Multi-Dimensionality of „Performance“ in the Court system Interaction of performance dimensions Strategic long term controlling and optimization Based on customer / stakeholder goals

  6. A BSC Approach takes Multi-Dimensionality and Interaction into consideration Take Multi-Dimensionality into consideration There is not one single goal, there are more than one, usually Our financial situation today Satisfaction of the customers to ensure our profit of tomorrow Staff capacity to keep satisfaction and income Investments in the future to ensure the profit of next year Take Interaction into consideration Investment in Staff, Systems, Innovation today improves performance in the future Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011

  7. BSC – From Private Sector Needs to Court Needs Company Profit Customer Satisfaction Trained + Motivated Staff New Products / Markets Court Court productivity Speed / Minimized Backlogs Trained and motivated staff Minimized (successful) appeals Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 Elaborate Goals for all Dimensions Supervise goals continuosly by Indicaters Dont allow the priority of one dimension Care for a „balanced“ score

  8. Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 30 25 OD 20 KH LV KO FTPE per Court CY 15 DZ Judge 10 Hours judge Time per 5 case 9 9 0 0 0,5 1 1,5 2 2,5 3 3,5 4 4,5 5 Productivity Indicator: Hours per weighted standard case in the District courts SAMPLE 30 25 20 15 10 5 0 0 0,5 1 1,5 2 2,5 3 3,5 4 4,5 5

  9. Case Time Indicator:Cumulated Civil Cases Duration in Months Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 100% 90% 80% 70% 60% 50% 40% 30% 20% 10% 0% 1 2 3 4 5 6 7 8 9 24 10 11 12 13 14 15 16 17 18 36 60 120 more 1-Cum 2-Cum

  10. Case Time Indicator (2):Cumulated Admin Cases Duration in Months Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 100% 90% 80% 70% 60% 1-CUM 50% 2-CUM 40% 30% 20% 10% 0% 9 8 7 1 2 3 4 5 6 24 60 10 11 12 13 14 15 16 17 18 120 more

  11. Quality Indicator: Appeals and District Court Quality Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 Wrong Decision ? Missing Knowledge of new Jurisdiction ? Bad Knowledge of Procedures ? Bad Communication ? Greedy Lawyers ? 988,824 (100%) Wrong Case Investigation Wrong Law Application Failure in Procedures Different Legal Opinion max 97,275 (9.8%) 25,587 (26.3%) min Successful Appeals Local Court Decisions Appeals (Procedural Mistakes)

  12. Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 Systems Indicators in Human Resources and IT Human Resources: Staff Turnover (Retention of qualified staff is a success indicator, so the value should be low. Training days (More training improves staff quality, leads to more output, higher speed, less failures • ICT Systems • Different development stages • exist and can be measured • by a IT quality indicator • In general, the more staff has • access to a server based intranet • with common databases and • functions and central internet access, • the higher the staff productivity, • the higher the work speed, • the lower the share of failures

  13. Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 BSC (Standard Form) For a Sample Court Productivity 872 Weighted (standard) cases per judge/year Speed 144,85 DAYS to decisive meeting Goal ??? City average 847 Region average 977 Region best 25% 1.072 4 Pilots Average 819 Staff Turnover 9,96 % (new + leaving/2) staff Of total staff p.a. Quality 3,17% Successful Appeals of Considered cases

  14. Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 BSC Diagram - Model

  15. Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 BSC Table - Model Introduce government goals for this

  16. Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 A View to Reality – Denmark (1)

  17. A View to Reality – Denmark (2) Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 Інформація, яку можна отримати завдяки показникам. Вживання відповідних заходів.

  18. Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 Performance and Management • Put instruments in place to identify the real reasons for performance problems in whatever BSC area • Give HoC the Instruments to identify and solve problems in their own courts • Try to create Incentives for good performance • Re-arrage the staff distribution between courts in a region if needed • Develop plans to improve the „System“ situation (HR and IT)

  19. Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 Performance and Funding • Assign Budget and Posts according to the weighted caseload of the courts (we need the case complexity based workload determination systems) • Have an instrument in place to give relief to courts with problems (Judge Pool – retain a percentage of open posts for this) • Consequently withdraw posts from „inefficient“ courts and put judges to courts with work overload. • Put a bonus system in place for very efficient courts, giving extra funding for example for IT, materials and so on.

  20. Feedback Loop and „Continuous Improvement“ Performance management should not end with isolated reactions on individual indicator problems. Follow up of results over the time and the analysis of the effects of changes is necessary Continous improvement has to be a key element: You never reach an „Optimal“ result and it is in no case in one step If you implemented one improvement, you see what can be done next Actively promote re-thinking all achievements Use BSC Indicators to measure the effect of each step Knowledge exchange Groups should be established to learn from each other and to improve the indicators continuously Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011

  21. End of the PresentationThank you for your Attention Questions: Dr Axel G Koetz Managing Partner, KPI Cologne E-mail: axel.koetz@koetz-ag.com

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