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Annual meeting, 2013

Modernization of Courts in Latvia . Annual meeting, 2013 . Agenda. Introduction to Project framework Part 1: Videoconferencing in Courts Part 2: Process and cost optimization Part 3: e-Services Q&A.

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Annual meeting, 2013

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  1. ModernizationofCourtsinLatvia Annual meeting, 2013

  2. Agenda Introduction to Project framework Part 1: Videoconferencing in Courts Part 2: Process and cost optimization Part 3: e-Services Q&A

  3. Latvian un Swiss cooperation programme individual project «Court Moderrnization in Latvia» Nr.CH01 Contract date: August 17, 2009 Contractual parties: Ministry of Finance (Latvia), Swiss Confederation Implementation: Ministry of Justice (Latvia), Court Administration (Latvia), Central Finance and Contracting Agency (Latvia) Total budget: 9 411 765 CHF (~4,9 m. LVL) Financing by Swiss Confederation: 85% Deadline: June 30, 2013 (planned for extension til December 31, 2013) No of Activities: 6 Project management: Ltd Ernst & Young Baltic, Audit: Ltd Rodl & Partner PR: Ltd Tēls PR & Deep White

  4. Part 1 - Videoconferencing Activities 1 and 2 «Set-up videoconference equipment in courts and prisons», «Set-up audio recording equipment in court proceedings» Budget: 6 358 799 CHF Contractor: Ltd «Lattelecom» (provides also hot-swap of central infrastructure, fast and reliable data transfer network) Target Indicators: 1000 videoconference sessions / 2000 audio rec Financial cost savings: Prisoner convoy costs (100 CHF per case, 13 000 cases annually), cross border court hearings, facilities for accused persons, attendance of forensic experts Other benefits: General public safeguarding, decreased convoy paperwork, decreased health threats (infectious diseases) Limitations: real time presence, eye contact

  5. Part 1 - Videoconferencing Activities 1 and 2 «Set-up videoconference equipment in courts and prisons», «Set-up audio recording equipment in court proceedings» • Main use scenarios: Court – Prison facility, Court – Mobile unit (hospital, home, child room u.t.t.,), Court in Latvia – Court in Foreign country, Court – Forensic office, Police, Prosecutor, State Revenue Service e.t.c. • Enhanced application: Trainings, seminars, meetings, discussion panels (Courts – Ministry of Justice/CA, Courts – Courts, Prisons – Prisons, Courts – Foreign courts etc.). • Simultenously 12 end-points

  6. Part 1 – Videoconferencing: Status Activities 1 and 2 «Set-up videoconference equipment in courts and prisons», «Set-up audio recording equipment in court proceedings» • 58 (6 large, 52 standard) Court rooms equipped with videoconference equipment (each Court house has at least one) • 16 standard prison videoconference rooms • 7 mobile videoconference units (with voice distortion) • 312 rooms equiped with audio recording equipment • Secure and reliable (backed-up hot-swap) central infrastructure in two locations • High capacity, secure data transfer lines • All rooms supplied with curtains and furniture

  7. Part 1 - Videoconferencing Equipment: • Display – Samsung 51’ (2 displays for large rooms, 32’ for prison facilities) • Centrally managed videoconference unit - Cisco TelePresence System Codec C40with 1 movable videocam (2 videocoms for large rooms) • Configurable digital audio processor BSS BLU-100 – with 6 microphones (10 microphones for large court rooms, 5 – for audio recording only, 1 microphone for prison facilities) • 7 mobile units Cisco TelePresence System 1700 MXP • Central infrastructure in 2 separate locations

  8. Part 1 - Videoconferencing Activities 1 and 2 «Set-up videoconference equipment in courts and prisons», «Set-up audio recording equipment in court proceedings» • Computer hardware in court rooms (135 units) • Installation of data network wiring in court rooms and prison facilities (>2 m/bits) • Additional furniture, curtains and audio storage/playback equipment • Development and installation of audio protocol tagging system (in progress) • Support for the use of video conference equipment (in progress)

  9. Part 1 - Videoconferencing Current project activities (agreed as of 28.06.2012): • 13 more rooms will be equiped • 8 court rooms with audio recording equipment • 25 additional displays • 45 additional microphones • Current status – tendering procedure in progress (2 applicants) • Implementation within existing budget framework • Implementation deadline June 30, 2013

  10. Part 1 - Videoconferencing Project status (agreed as of 28.06.2012): • March 31, 2013 – Number of videoconferences: =1757 January 1, 2013 – Number of audio recordings: > 5000 • Implementation extension needed – December 31, 2013 • Additional controls for tendering process for all tenders, • New Court-house building, • Thorough assessment of requirements for additional displays and microphones (as noted by EU technical experts to implement «True-To-Life») done, • Additional on-going end-user support in progress, lessons learnt and development of hands-on use procedures, • Cooperation with Baltic partners. • Additional project partners (incl.Court Administration, Ministry of Justice, Forensic expert office etc.)

  11. Part 1 - Videoconferencing Long-term plan and actions • Provide ongoing planning of user hands–on support (contract with Lattelecom for 6 support specialists in different regional courts – Rēzekne, Liepāja, Valmiera, Rīga), development of lessons learnt and practical guide • Monitor legislation changes (checklist of all proposed and implemented legislation changes developed) • Pan Baltic knowledge sharing (next Baltic meeting in Riga, August, 2013) • Promoting project on EU scale (annual Forum Meeting for all EU member states between their respective capital cities appellation courts presidents and prosecutors, Riga (October 23-25, 2013)  • Further introduce true-to-life video conferencing experience • Plan in advance for more applications of videoconference equipment • Facilitate effective use of audio protocols (development of Tagging system in progress).

  12. Part 2 – Process and cost optimization Activity 3: «Improve cost management of the courts» • Cost analysis of court processes (by determing cost elements and drivers) • Cost accounting model configured in Microstrategy – a BA tool integrated with accounting software allows for continuous analysis and modelling of process reengineering • Cost optimization options evaluated • Initial analysis done for 8 selected pilot Courts • Current activity status – Implementation to be finalized by May 31, 2013.

  13. Part 2 – Process and cost optimization Activity 4: «Improve effectiveness of court procedures» • Focusto shorten court procedures time and implement new e-services. • Implementation of a newly developed Court Organizational Handbook to streamline the effectiveness of the whole legal process in general by sharing best practice of court organization. • Development of implementation plan. • Implementation completed.

  14. Part 2 – Process and cost optimization Activity 3 and 4: Focus Areas • e-Services, e-Case; • Standardized customer service, one-stop-agency; • Extensive use of videoconferencing; • Specialized courts; • Optimize workload across courts (modelling tool).

  15. Part 3: e-Services Activities 5 and 6: «Improve direct access to the courts through use of new technologies», «Improve information and service delivery to the inhabitants and business» • There are 140 new information boards supplied to coarts • 46 new electronic kiosks have been installed with a deployed portal www.tiesas.lv and central management • 85 additional seats equiped with document scanner infrastructure (to process court applications in paper form) • Implementation completed.

  16. Part 3: e-Services Activities 5 and 6: «Improve direct access to the courts through use of new technologies», «Improve information and service delivery to the inhabitants and business» • Modernization of Court Information System to process electronic documents and services • New design (dat input forms), database platform, new functionality – process electronic documents, new data exchange interfaces with external registers (Transport Register, State Revenue Service, State Land Register, Landbooks, Register of Criminal Offenses) • Development of court application forms • Application forms (71) to be submitted electronically or in paper form. • Development of a complex Intranet solution for Courts, Landbook offices and Court Administration needs (~2500 internal users) • Electronic processing of vacation requests, material and equipment requisitions, IT problems etc.

  17. Part 3: e-Services Activities 5 and 6: «Improve direct access to the courts through use of new technologies», «Improve information and service delivery to the inhabitants and business» • Portal www.tiesas.lv • Development of a new portal - data dissamination system to provide easy access for both private persons and representatives of legal entities and state institutions to online e-documents (Court decisions, court case e-documents), as well as additional functionality for submitting court application forms, monitoring of court proceedings, automatic anonimization of court decisions, advocate calendar, advanced search for court decisions, court statistics etc.)

  18. Access to www.tiesas.lv both for authorised and unauthorized users

  19. Submitt or fill-in electronic application forms online

  20. Calendar for advocates

  21. Monitor court proceedings process

  22. Anonimization of court decisions

  23. Advanced search options for court decisions

  24. Portal www.tiesas.lv updated with court statistics

  25. Q&A

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