The Department of Justice and Constitutional Development has been quick to realise the value of technology as a strategic business enabler. This has seen the formal adoption of

an e-government strategy in what is called the e-Justice Programme .

In order to properly manage and implement the Programme, as well as to realise the many benefits that technology was able to add to its business processes, the Department formed the Information and Systems Management (ISM) business unit in 2000.

e-Justice Programme : A cornerstone of the modern justice system

In essence, the e-Justice Programme supports the fundamental reforms necessary to establish a more fair, accessible and efficient system of Justice in South Africa .

The purpose of the programme is to reform and modernise the administration and delivery of Justice through re-engineering work processes, use of enabling technologies, strengthening strategic planning and management capacity, organisational development and human resource interventions.

The multi-year Programme, which was launched in 2000, comprises three specialised projects. These include the Court Process Project (CPP), the Digital Nervous System (DNS) and the Financial Administration System (FAS), all of which are managed by the ISM business unit.

Court Process Project

The Court Process Project (CPP) has been one of the keystone projects of the e-Justice Programme. It incorporates the flow of processes that affect the Departments in the Integrated Justice System (i.e. the Department of Safety and Security, the Department of Correctional Services, the Department of Social Development, the Department of Justice and Constitutional Development), as well as the National Prosecuting Authority.

The CPP is tasked with re-engineering the way in which criminal cases are delivered and is aimed at providing courts, SAPS, Dept. of Social Development and Correctional Services with the necessary tools to deal with both caseloads and general management in a more effective manner. This Project also links, for the first time, the police, prosecutors, courts, prisons and social welfare facilities at selected pilot sites.

The CPP was the first project to deal with an integrated criminal case management system as well as a civil solution.

CPS Pilot System

Since its inception in 2000, a CPP pilot system has been implemented at the Durban Magistrate’s Court and two SAPS stations (Durban Central and Point police stations). A project plan is already in place for the roll-out and implementation at a further 14 SAPS stations in the Durban Magisterial District once the system has been stabilised. This is expected to take place during the course of 2004.

A system development team has been working on stabilising the system and including functionality such as a single sign-on facility. This will give users access to the entire system with only one user name and one password and will benefit users such as the SAPS, for example, which operates numerous systems, each requiring its own, unique username and password.

The CPP pilot has recorded several successes since its implementation. Routing of dockets for example has dropped from 2 days down to only one hour. A scanning solution has also been developed. As part of this solution all relevant data required for a case to appear in court is captured onto the system, and the entire content of the docket, supporting documents and paper evidence produced during the trial are scanned and linked to the case for permanent safe-keeping. The case security and integrity are therefore guaranteed and access is granted to all the role players with the relevant access rights.

One of the most significant benefits of this system is that lost dockets and charge sheets can now be recovered immediately. Charge sheets for the Court Service Centres are electronically generated which in itself has labour-, cost- and time saving implications.

The CPP has also seen the implementation of a biometric identification system. This is used to record fingerprints and photographs of the accused and is set to eliminate the age-old problem of swapping of accused.

Electronic scheduling of resources has meant that at pilot sites, court resources are no longer scheduled by manually entering information into books. This process is now completely electronic.

With regard to case postponements, the magistrate is no longer reliant on the clerk of the court to extract information for him, as all relevant information is available on the system in real time. This means that case turnaround times are much faster.

A further benefit of this system is that the police are now able to do scheduling at the police station itself for first appearance hearings. Courts are notified as soon as any new data is entered onto the system, ensuring that they can prepare in advance.

Furthermore, electronic routing of warrants of detention has meant that, should a person be incarcerated following a trial, his or her details are entered onto the system. This information is automatically and immediately sent to the relevant prison, which means that all necessary preparations can be made well in advance of the prisoner’s arrival.

The System in Durban has not been duplicated anywhere else in the world and no other system has integrated business processes and functions across various Government departments. Due to the successful implementation of the CPP in Durban , the district has been hailed as a “Centre of Excellence”.

Civil Scanning Solution

The Court Process Project also includes a Civil Scanning Solution – a world first which, when compete, will enable the electronic transfer of documents between the courts, attorneys and sheriffs, as well as the electronic adjudication of cases.

The first phase of this solution is being piloted at the Johannesburg Magistrate’s Court and deals specifically with the electronic numbering and storage of case documents.

Once fully implemented, the Civil Scanning Solution will provide numerous benefits. The most important of these include the instant retrieval of documents and the reduced risk of documents going missing.

Digital Nervous System

The aim of the DNS project has been to deploy information technology infrastructure and related services such as office applications, email, connectivity and training to the broader DOJ community. In addition to basic technology provision and support, the DNS service offering has grown to include business solutions and support, business process management, and information management services to name a few.

Since the project’s inception in 2000, all secure sites with more than 15 users have been deployed in both urban and rural areas. In total, more than 7000 officials across 102 sites at Departmental offices countrywide have been provided with basic IT infrastructure.

Training has also been provided on three different levels, from basic computer literacy through to advanced training on various applications. To date, over 3000 people have received Phase One training (basic computer literacy), over 5000 people have received Phase Two training (training on applications such MS Word, Excel, Internet and e-mail), and over 100 people have received specialised Phase Three training (Super Users / Train the Trainer).

The use of technology has become mission critical to the business of the Department. The provision of facilities such as e-mail, for example, has dramatically improved communication response times and has made officials more accessible to the public and other stakeholders. Currently, over 30 000 emails per day are processed. This facility has dramatically reduced postage costs and has prevented the age old problem of correspondence getting lost.

Furthermore, the typing pool at the Department’s National Office has been closed and employees have been redeployed to other mission critical areas within the Department.

The DNS project has grown to encompass a number of other key strategic business initiatives.

 The project team has spearheaded an Online Leave Application Solution. This solution, one of the first in Government, has been developed and implemented in partnership with the Department’s HR business unit, and has minimised manual administration. Since its introduction, the speed of processing leave transactions has increased by up to 200%. The system has also significantly reduced maladministration.

A Departmental intranet has been developed and provides for the publication of all documents and information in an easily accessible manner. The intranet will go a long way towards promoting knowledge sharing amongst Justice officials. As an example, business units are able to place their policies, procedures and other important information on the intranet, making them immediately available. Once fully operational, the intranet is expected to dramatically improve communication and reduce costs traditionally associated with printing and postage.

The Integrated Support Centre (ISC), a state-of-the-art call centre, was launched at the end of 2003 to provide technical backup and support to Departmental employees. In addition to this, the ISC has been equipped to undertake other key support services such as preventative maintenance and remote software distribution and repairs. As an example, new anti-virus software can be distributed country-wide without sending a technical team to each site. In the same way, software upgrades can be done remotely. This has had enormous cost and time saving implications for the Department. Inventory tracking in the form of a computer assets register also falls within the scope of the ISC’s services. This register keeps a record of which PCs are being used by which users in which location.

Financial Administration System

The FAS Project is tasked with automating and administering the Trust Accounts in the Magistrates’ Courts, the State Attorneys’ offices, and the Guardians’ Fund in the Masters’ Offices. Amongst the benefits of the Project will be reduced time spent in queues by members of the public, reduced human error in calculations, reduced risk of files getting lost, as well as greater citizen convenience.

The FAS comprises a number of projects. These include the Guardian’s Fund System, Masters Administration System for Estates and Insolvencies, the Justice Deposit Account System, and the State Attorneys’ System.

The Guardians’ Fund system administers monies kept in trust for persons including minors, state patients, unborn heirs, and persons having Usufructuary, Fiduciary or Fideicommisary interests. The automated system has been successfully piloted in Bloemfontein and has resulted in better financial management of the fund. All the records that were previously updated manually are currently being electronically updated. The system is currently being planned for a national roll-out to all Masters Offices country-wide.

The Masters Administration System for Estates and Insolvencies (MASETI) has been successfully piloted at Kimberley and Pretoria . This solution enables officials to manage cases and track records. It has also resulted in better service delivery through quick and efficient response times to queries. During 2004, the system will be rolled-out to 14 Masters Offices.

The Justice Deposit Account System (JDAS) administers monies received at court in lieu of maintenance, bail, admission of guilt, civil cases, contributions, court cases and estates. The system has speeded up traditionally manual exercises like daily financial reconciliations in cash halls. These are now done at the touch of a button. Calculation of arrears is also instantaneous and pay outs are also much quicker. Because data is now stored electronically, information can no longer go missing, significantly reducing corruption and fraud. The system has been successfully piloted at Germiston and Khayelitsha and will be rolled out to other offices during the 2004 / 2005 financial year. These include : Umlazi, Pietermaritzburg, Ladysmith, Athlone, Wynberg, East London , Grahamstown, Upington, Welkom, Kroonstad, Kimberley , Mmabatho, Rustenberg, Randburg, Alberton, Nylstroom, Nelspruit, Polokwane, and Middleburg.

The State Attorneys’ System assists State Attorneys with registering and administering case files, collecting money and administering payments to applicable parties, and handling of litigation processes. This system has been rolled out to eight out of nine State Attorneys’ offices countrywide. System features include case registration; the printing of documentation such as summons from the system; calculation of commission and interest; and notification of cases which are going to be prescribed. Implementation of the system has led to less mistakes being made when calculating interest and commission. It has also allowed for electronic pay-over of funds to the recipient Government Department.

ISM : e-Justice Nerve Centre

In a very short space of time, the ISM business unit has grown to comprise a team that is key to realising the Department’s strategic business objectives.

The unit currently manages a total of 26 projects and, as such, has formed a fully fledged Project Support Office to monitor all projects falling under the e-Justice umbrella. As such, the PSO ensures that projects adhere to stringent project management and governance criteria.

As the e-Justice nerve centre, ISM has played an integral role in the areas of change management, business process re-engineering and business support – ultimately ensuring that technology adds value to the overall functioning of the Department.

In order to properly manage and implement the Programme, as well as to realise the many benefits that technology was able to add to its business processes, the Department formed the Information and Systems Management (ISM) business unit in 2000.

e-Justice Programme : A cornerstone of the modern justice system

In essence, the e-Justice Programme supports the fundamental reforms necessary to establish a more fair, accessible and efficient system of Justice in South Africa .

The purpose of the programme is to reform and modernise the administration and delivery of Justice through re-engineering work processes, use of enabling technologies, strengthening strategic planning and management capacity, organisational development and human resource interventions.

The multi-year Programme, which was launched in 2000, comprises three specialised projects. These include the Court Process Project (CPP), the Digital Nervous System (DNS) and the Financial Administration System (FAS), all of which are managed by the ISM business unit.

Court Process Project

The Court Process Project (CPP) has been one of the keystone projects of the e-Justice Programme. It incorporates the flow of processes that affect the Departments in the Integrated Justice System (i.e. the Department of Safety and Security, the Department of Correctional Services, the Department of Social Development, the Department of Justice and Constitutional Development), as well as the National Prosecuting Authority.

The CPP is tasked with re-engineering the way in which criminal cases are delivered and is aimed at providing courts, SAPS, Dept. of Social Development and Correctional Services with the necessary tools to deal with both caseloads and general management in a more effective manner. This Project also links, for the first time, the police, prosecutors, courts, prisons and social welfare facilities at selected pilot sites.

The CPP was the first project to deal with an integrated criminal case management system as well as a civil solution.

CPS Pilot System

Since its inception in 2000, a CPP pilot system has been implemented at the Durban Magistrate’s Court and two SAPS stations (Durban Central and Point police stations). A project plan is already in place for the roll-out and implementation at a further 14 SAPS stations in the Durban Magisterial District once the system has been stabilised. This is expected to take place during the course of 2004.

A system development team has been working on stabilising the system and including functionality such as a single sign-on facility. This will give users access to the entire system with only one user name and one password and will benefit users such as the SAPS, for example, which operates numerous systems, each requiring its own, unique username and password.

The CPP pilot has recorded several successes since its implementation. Routing of dockets for example has dropped from 2 days down to only one hour. A scanning solution has also been developed. As part of this solution all relevant data required for a case to appear in court is captured onto the system, and the entire content of the docket, supporting documents and paper evidence produced during the trial are scanned and linked to the case for permanent safe-keeping. The case security and integrity are therefore guaranteed and access is granted to all the role players with the relevant access rights.

One of the most significant benefits of this system is that lost dockets and charge sheets can now be recovered immediately. Charge sheets for the Court Service Centres are electronically generated which in itself has labour-, cost- and time saving implications.

The CPP has also seen the implementation of a biometric identification system. This is used to record fingerprints and photographs of the accused and is set to eliminate the age-old problem of swapping of accused.

Electronic scheduling of resources has meant that at pilot sites, court resources are no longer scheduled by manually entering information into books. This process is now completely electronic.

With regard to case postponements, the magistrate is no longer reliant on the clerk of the court to extract information for him, as all relevant information is available on the system in real time. This means that case turnaround times are much faster.

A further benefit of this system is that the police are now able to do scheduling at the police station itself for first appearance hearings. Courts are notified as soon as any new data is entered onto the system, ensuring that they can prepare in advance.

Furthermore, electronic routing of warrants of detention has meant that, should a person be incarcerated following a trial, his or her details are entered onto the system. This information is automatically and immediately sent to the relevant prison, which means that all necessary preparations can be made well in advance of the prisoner’s arrival.

The System in Durban has not been duplicated anywhere else in the world and no other system has integrated business processes and functions across various Government departments. Due to the successful implementation of the CPP in Durban , the district has been hailed as a “Centre of Excellence”.

Civil Scanning Solution

The Court Process Project also includes a Civil Scanning Solution – a world first which, when compete, will enable the electronic transfer of documents between the courts, attorneys and sheriffs, as well as the electronic adjudication of cases.

The first phase of this solution is being piloted at the Johannesburg Magistrate’s Court and deals specifically with the electronic numbering and storage of case documents.

Once fully implemented, the Civil Scanning Solution will provide numerous benefits. The most important of these include the instant retrieval of documents and the reduced risk of documents going missing.

Digital Nervous System

The aim of the DNS project has been to deploy information technology infrastructure and related services such as office applications, email, connectivity and training to the broader DOJ community. In addition to basic technology provision and support, the DNS service offering has grown to include business solutions and support, business process management, and information management services to name a few.

Since the project’s inception in 2000, all secure sites with more than 15 users have been deployed in both urban and rural areas. In total, more than 7000 officials across 102 sites at Departmental offices countrywide have been provided with basic IT infrastructure.

Training has also been provided on three different levels, from basic computer literacy through to advanced training on various applications. To date, over 3000 people have received Phase One training (basic computer literacy), over 5000 people have received Phase Two training (training on applications such MS Word, Excel, Internet and e-mail), and over 100 people have received specialised Phase Three training (Super Users / Train the Trainer).

The use of technology has become mission critical to the business of the Department. The provision of facilities such as e-mail, for example, has dramatically improved communication response times and has made officials more accessible to the public and other stakeholders. Currently, over 30 000 emails per day are processed. This facility has dramatically reduced postage costs and has prevented the age old problem of correspondence getting lost.

Furthermore, the typing pool at the Department’s National Office has been closed and employees have been redeployed to other mission critical areas within the Department.

The DNS project has grown to encompass a number of other key strategic business initiatives.

 The project team has spearheaded an Online Leave Application Solution. This solution, one of the first in Government, has been developed and implemented in partnership with the Department’s HR business unit, and has minimised manual administration. Since its introduction, the speed of processing leave transactions has increased by up to 200%. The system has also significantly reduced maladministration.

A Departmental intranet has been developed and provides for the publication of all documents and information in an easily accessible manner. The intranet will go a long way towards promoting knowledge sharing amongst Justice officials. As an example, business units are able to place their policies, procedures and other important information on the intranet, making them immediately available. Once fully operational, the intranet is expected to dramatically improve communication and reduce costs traditionally associated with printing and postage.

The Integrated Support Centre (ISC), a state-of-the-art call centre, was launched at the end of 2003 to provide technical backup and support to Departmental employees. In addition to this, the ISC has been equipped to undertake other key support services such as preventative maintenance and remote software distribution and repairs. As an example, new anti-virus software can be distributed country-wide without sending a technical team to each site. In the same way, software upgrades can be done remotely. This has had enormous cost and time saving implications for the Department. Inventory tracking in the form of a computer assets register also falls within the scope of the ISC’s services. This register keeps a record of which PCs are being used by which users in which location.

Financial Administration System

The FAS Project is tasked with automating and administering the Trust Accounts in the Magistrates’ Courts, the State Attorneys’ offices, and the Guardians’ Fund in the Masters’ Offices. Amongst the benefits of the Project will be reduced time spent in queues by members of the public, reduced human error in calculations, reduced risk of files getting lost, as well as greater citizen convenience.

The FAS comprises a number of projects. These include the Guardian’s Fund System, Masters Administration System for Estates and Insolvencies, the Justice Deposit Account System, and the State Attorneys’ System.

The Guardians’ Fund system administers monies kept in trust for persons including minors, state patients, unborn heirs, and persons having Usufructuary, Fiduciary or Fideicommisary interests. The automated system has been successfully piloted in Bloemfontein and has resulted in better financial management of the fund. All the records that were previously updated manually are currently being electronically updated. The system is currently being planned for a national roll-out to all Masters Offices country-wide.

The Masters Administration System for Estates and Insolvencies (MASETI) has been successfully piloted at Kimberley and Pretoria . This solution enables officials to manage cases and track records. It has also resulted in better service delivery through quick and efficient response times to queries. During 2004, the system will be rolled-out to 14 Masters Offices.

The Justice Deposit Account System (JDAS) administers monies received at court in lieu of maintenance, bail, admission of guilt, civil cases, contributions, court cases and estates. The system has speeded up traditionally manual exercises like daily financial reconciliations in cash halls. These are now done at the touch of a button. Calculation of arrears is also instantaneous and pay outs are also much quicker. Because data is now stored electronically, information can no longer go missing, significantly reducing corruption and fraud. The system has been successfully piloted at Germiston and Khayelitsha and will be rolled out to other offices during the 2004 / 2005 financial year. These include : Umlazi, Pietermaritzburg, Ladysmith, Athlone, Wynberg, East London , Grahamstown, Upington, Welkom, Kroonstad, Kimberley , Mmabatho, Rustenberg, Randburg, Alberton, Nylstroom, Nelspruit, Polokwane, and Middleburg.

The State Attorneys’ System assists State Attorneys with registering and administering case files, collecting money and administering payments to applicable parties, and handling of litigation processes. This system has been rolled out to eight out of nine State Attorneys’ offices countrywide. System features include case registration; the printing of documentation such as summons from the system; calculation of commission and interest; and notification of cases which are going to be prescribed. Implementation of the system has led to less mistakes being made when calculating interest and commission. It has also allowed for electronic pay-over of funds to the recipient Government Department.

ISM : e-Justice Nerve Centre

In a very short space of time, the ISM business unit has grown to comprise a team that is key to realising the Department’s strategic business objectives.

The unit currently manages a total of 26 projects and, as such, has formed a fully fledged Project Support Office to monitor all projects falling under the e-Justice umbrella. As such, the PSO ensures that projects adhere to stringent project management and governance criteria.

As the e-Justice nerve centre, ISM has played an integral role in the areas of change management, business process re-engineering and business support – ultimately ensuring that technology adds value to the overall functioning of the Department.

In order to properly manage and implement the Programme, as well as to realise the many benefits that technology was able to add to its business processes, the Department formed the Information and Systems Management (ISM) business unit in 2000.

e-Justice Programme : A cornerstone of the modern justice system

In essence, the e-Justice Programme supports the fundamental reforms necessary to establish a more fair, accessible and efficient system of Justice in South Africa .

The purpose of the programme is to reform and modernise the administration and delivery of Justice through re-engineering work processes, use of enabling technologies, strengthening strategic planning and management capacity, organisational development and human resource interventions.

The multi-year Programme, which was launched in 2000, comprises three specialised projects. These include the Court Process Project (CPP), the Digital Nervous System (DNS) and the Financial Administration System (FAS), all of which are managed by the ISM business unit.

Court Process Project

The Court Process Project (CPP) has been one of the keystone projects of the e-Justice Programme. It incorporates the flow of processes that affect the Departments in the Integrated Justice System (i.e. the Department of Safety and Security, the Department of Correctional Services, the Department of Social Development, the Department of Justice and Constitutional Development), as well as the National Prosecuting Authority.

The CPP is tasked with re-engineering the way in which criminal cases are delivered and is aimed at providing courts, SAPS, Dept. of Social Development and Correctional Services with the necessary tools to deal with both caseloads and general management in a more effective manner. This Project also links, for the first time, the police, prosecutors, courts, prisons and social welfare facilities at selected pilot sites.

The CPP was the first project to deal with an integrated criminal case management system as well as a civil solution.

CPS Pilot System

Since its inception in 2000, a CPP pilot system has been implemented at the Durban Magistrate’s Court and two SAPS stations (Durban Central and Point police stations). A project plan is already in place for the roll-out and implementation at a further 14 SAPS stations in the Durban Magisterial District once the system has been stabilised. This is expected to take place during the course of 2004.

A system development team has been working on stabilising the system and including functionality such as a single sign-on facility. This will give users access to the entire system with only one user name and one password and will benefit users such as the SAPS, for example, which operates numerous systems, each requiring its own, unique username and password.

The CPP pilot has recorded several successes since its implementation. Routing of dockets for example has dropped from 2 days down to only one hour. A scanning solution has also been developed. As part of this solution all relevant data required for a case to appear in court is captured onto the system, and the entire content of the docket, supporting documents and paper evidence produced during the trial are scanned and linked to the case for permanent safe-keeping. The case security and integrity are therefore guaranteed and access is granted to all the role players with the relevant access rights.

One of the most significant benefits of this system is that lost dockets and charge sheets can now be recovered immediately. Charge sheets for the Court Service Centres are electronically generated which in itself has labour-, cost- and time saving implications.

The CPP has also seen the implementation of a biometric identification system. This is used to record fingerprints and photographs of the accused and is set to eliminate the age-old problem of swapping of accused.

Electronic scheduling of resources has meant that at pilot sites, court resources are no longer scheduled by manually entering information into books. This process is now completely electronic.

With regard to case postponements, the magistrate is no longer reliant on the clerk of the court to extract information for him, as all relevant information is available on the system in real time. This means that case turnaround times are much faster.

A further benefit of this system is that the police are now able to do scheduling at the police station itself for first appearance hearings. Courts are notified as soon as any new data is entered onto the system, ensuring that they can prepare in advance.

Furthermore, electronic routing of warrants of detention has meant that, should a person be incarcerated following a trial, his or her details are entered onto the system. This information is automatically and immediately sent to the relevant prison, which means that all necessary preparations can be made well in advance of the prisoner’s arrival.

The System in Durban has not been duplicated anywhere else in the world and no other system has integrated business processes and functions across various Government departments. Due to the successful implementation of the CPP in Durban , the district has been hailed as a “Centre of Excellence”.

Civil Scanning Solution

The Court Process Project also includes a Civil Scanning Solution – a world first which, when compete, will enable the electronic transfer of documents between the courts, attorneys and sheriffs, as well as the electronic adjudication of cases.

The first phase of this solution is being piloted at the Johannesburg Magistrate’s Court and deals specifically with the electronic numbering and storage of case documents.

Once fully implemented, the Civil Scanning Solution will provide numerous benefits. The most important of these include the instant retrieval of documents and the reduced risk of documents going missing.

Digital Nervous System

The aim of the DNS project has been to deploy information technology infrastructure and related services such as office applications, email, connectivity and training to the broader DOJ community. In addition to basic technology provision and support, the DNS service offering has grown to include business solutions and support, business process management, and information management services to name a few.

Since the project’s inception in 2000, all secure sites with more than 15 users have been deployed in both urban and rural areas. In total, more than 7000 officials across 102 sites at Departmental offices countrywide have been provided with basic IT infrastructure.

Training has also been provided on three different levels, from basic computer literacy through to advanced training on various applications. To date, over 3000 people have received Phase One training (basic computer literacy), over 5000 people have received Phase Two training (training on applications such MS Word, Excel, Internet and e-mail), and over 100 people have received specialised Phase Three training (Super Users / Train the Trainer).

The use of technology has become mission critical to the business of the Department. The provision of facilities such as e-mail, for example, has dramatically improved communication response times and has made officials more accessible to the public and other stakeholders. Currently, over 30 000 emails per day are processed. This facility has dramatically reduced postage costs and has prevented the age old problem of correspondence getting lost.

Furthermore, the typing pool at the Department’s National Office has been closed and employees have been redeployed to other mission critical areas within the Department.

The DNS project has grown to encompass a number of other key strategic business initiatives.

 The project team has spearheaded an Online Leave Application Solution. This solution, one of the first in Government, has been developed and implemented in partnership with the Department’s HR business unit, and has minimised manual administration. Since its introduction, the speed of processing leave transactions has increased by up to 200%. The system has also significantly reduced maladministration.

A Departmental intranet has been developed and provides for the publication of all documents and information in an easily accessible manner. The intranet will go a long way towards promoting knowledge sharing amongst Justice officials. As an example, business units are able to place their policies, procedures and other important information on the intranet, making them immediately available. Once fully operational, the intranet is expected to dramatically improve communication and reduce costs traditionally associated with printing and postage.

The Integrated Support Centre (ISC), a state-of-the-art call centre, was launched at the end of 2003 to provide technical backup and support to Departmental employees. In addition to this, the ISC has been equipped to undertake other key support services such as preventative maintenance and remote software distribution and repairs. As an example, new anti-virus software can be distributed country-wide without sending a technical team to each site. In the same way, software upgrades can be done remotely. This has had enormous cost and time saving implications for the Department. Inventory tracking in the form of a computer assets register also falls within the scope of the ISC’s services. This register keeps a record of which PCs are being used by which users in which location.

Financial Administration System

The FAS Project is tasked with automating and administering the Trust Accounts in the Magistrates’ Courts, the State Attorneys’ offices, and the Guardians’ Fund in the Masters’ Offices. Amongst the benefits of the Project will be reduced time spent in queues by members of the public, reduced human error in calculations, reduced risk of files getting lost, as well as greater citizen convenience.

The FAS comprises a number of projects. These include the Guardian’s Fund System, Masters Administration System for Estates and Insolvencies, the Justice Deposit Account System, and the State Attorneys’ System.

The Guardians’ Fund system administers monies kept in trust for persons including minors, state patients, unborn heirs, and persons having Usufructuary, Fiduciary or Fideicommisary interests. The automated system has been successfully piloted in Bloemfontein and has resulted in better financial management of the fund. All the records that were previously updated manually are currently being electronically updated. The system is currently being planned for a national roll-out to all Masters Offices country-wide.

The Masters Administration System for Estates and Insolvencies (MASETI) has been successfully piloted at Kimberley and Pretoria . This solution enables officials to manage cases and track records. It has also resulted in better service delivery through quick and efficient response times to queries. During 2004, the system will be rolled-out to 14 Masters Offices.

The Justice Deposit Account System (JDAS) administers monies received at court in lieu of maintenance, bail, admission of guilt, civil cases, contributions, court cases and estates. The system has speeded up traditionally manual exercises like daily financial reconciliations in cash halls. These are now done at the touch of a button. Calculation of arrears is also instantaneous and pay outs are also much quicker. Because data is now stored electronically, information can no longer go missing, significantly reducing corruption and fraud. The system has been successfully piloted at Germiston and Khayelitsha and will be rolled out to other offices during the 2004 / 2005 financial year. These include : Umlazi, Pietermaritzburg, Ladysmith, Athlone, Wynberg, East London , Grahamstown, Upington, Welkom, Kroonstad, Kimberley , Mmabatho, Rustenberg, Randburg, Alberton, Nylstroom, Nelspruit, Polokwane, and Middleburg.

The State Attorneys’ System assists State Attorneys with registering and administering case files, collecting money and administering payments to applicable parties, and handling of litigation processes. This system has been rolled out to eight out of nine State Attorneys’ offices countrywide. System features include case registration; the printing of documentation such as summons from the system; calculation of commission and interest; and notification of cases which are going to be prescribed. Implementation of the system has led to less mistakes being made when calculating interest and commission. It has also allowed for electronic pay-over of funds to the recipient Government Department.

ISM : e-Justice Nerve Centre

In a very short space of time, the ISM business unit has grown to comprise a team that is key to realising the Department’s strategic business objectives.

The unit currently manages a total of 26 projects and, as such, has formed a fully fledged Project Support Office to monitor all projects falling under the e-Justice umbrella. As such, the PSO ensures that projects adhere to stringent project management and governance criteria.

As the e-Justice nerve centre, ISM has played an integral role in the areas of change management, business process re-engineering and business support – ultimately ensuring that technology adds value to the overall functioning of the Department.