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CIVIL LITIGATION SERVICE USER MANUAL Version 1.0 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual TABLE OF CONTENTS INTRODUCTION .................................................................................................................................................... 4 OVERVIEW ........................................................................................................................................................... 4 GENERAL INFORMATION ...................................................................................................................................... 6 MANAGING ORIGINATING COURT CASES ............................................................................................................... 11 Adding an Originating Court Case Record ................................................................................................. 11 Browsing among Originating Court Case Records ..................................................................................... 12 Removing Originating Court Case Records ................................................................................................ 12 MANAGING CASE PARTICIPANTS ........................................................................................................................... 13 Adding a Case Participant Record ............................................................................................................. 13 Browsing among Case Participant Records ............................................................................................... 14 Creating a Case Participant Record ........................................................................................................... 15 Editing Case Participant Records............................................................................................................... 15 Removing Case Participant Records .......................................................................................................... 15 MANAGING RELATED TASKS ................................................................................................................................ 16 Adding a Related Task Record ................................................................................................................... 16 Editing a Related Task Record ................................................................................................................... 16 LITIGATION INFORMATION................................................................................................................................. 17 MANAGING COURT SCHEDULE ............................................................................................................................. 19 Adding a Court Schedule Record ............................................................................................................... 19 Removing Court Schedule Records ............................................................................................................ 20 MANAGING RECOMMENDATIONS / CHALLENGES .................................................................................................... 20 Adding a Recommendation / Challenge Record ........................................................................................ 20 Editing Recommendation / Challenge Records.......................................................................................... 21 Removing Recommendation / Challenge Records ..................................................................................... 21 MANAGING LITIGATION AMOUNTS ....................................................................................................................... 21 Adding a Litigation Amount Record .......................................................................................................... 21 Editing Litigation Amount Records ............................................................................................................ 22 Removing Litigation Amount Records ....................................................................................................... 22 MANAGING MEETING MINUTES ........................................................................................................................... 22 Adding a Meeting Minute Record ............................................................................................................. 23 Editing Meeting Minute Records ............................................................................................................... 24 Removing Meeting Minute Records .......................................................................................................... 24 MANAGING MEETING PARTIES ............................................................................................................................. 25 Adding a Meeting Party Record ................................................................................................................ 25 Removing Meeting Party Records ............................................................................................................. 25 1 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual OUT OF COURT SETTLEMENT ............................................................................................................................. 26 MANAGING CLAIM VALUES ................................................................................................................................. 29 Adding a Claim Value Record .................................................................................................................... 29 Editing Claim Value Records...................................................................................................................... 30 Removing Claim Value Records ................................................................................................................. 30 NOTES / ATTACHMENTS SECTION ...................................................................................................................... 31 MANAGING COMMENTS / ISSUES ......................................................................................................................... 32 Adding a Comment/Issue Record .............................................................................................................. 32 Editing Comment/Issue Records................................................................................................................ 33 Expanding Comment / Issue Records ........................................................................................................ 34 Removing Comment/Issue Records ........................................................................................................... 34 MANAGING RELATED USERS ................................................................................................................................ 34 Adding a Related User Record ................................................................................................................... 34 Browsing among Related User Records .................................................................................................... 36 Removing Related User Records................................................................................................................ 36 MANAGING COMMENT DETAILS ........................................................................................................................... 36 Adding a Comment Details Record............................................................................................................ 36 Editing Comment Details Records ............................................................................................................. 37 Removing Comment Details Records ........................................................................................................ 37 MANAGING ATTACHMENTS ................................................................................................................................. 38 Adding an Attachment .............................................................................................................................. 38 Viewing Attachments ................................................................................................................................ 39 Editing Attachments.................................................................................................................................. 39 Removing Attachments ............................................................................................................................. 40 HISTORY ............................................................................................................................................................. 41 COMPARING CIVIL LITIGATION SERVICE FORM VERSIONS .......................................................................................... 42 BROWSING AMONG HISTORY RECORDS ................................................................................................................. 43 EXPORTING FILES ............................................................................................................................................... 45 SAVING DATA ..................................................................................................................................................... 46 REFERENCES ....................................................................................................................................................... 46 2 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual TABLE OF FIGURES FIGURE 1: GENERAL INFORMATION SECTION (PART 1) ....................................................................................... 6 FIGURE 2: GENERAL INFORMATION SECTION (PART 2) ....................................................................................... 7 FIGURE 3: CALENDAR......................................................................................................................................... 11 FIGURE 4: ADDING AN ORIGINATING COURT CASE RECORD ............................................................................. 12 FIGURE 5: ADDING A CASE PARTY RECORD ....................................................................................................... 14 FIGURE 6: LITIGATION INFORMATION SECTION ................................................................................................ 17 FIGURE 7: ADDING A COURT SCHEDULE RECORD ............................................................................................. 19 FIGURE 8: ADDING A RECOMMENDATION / CHALLENGES RECORD.................................................................. 20 FIGURE 9: ADDING A LITIGATION AMOUNT RECORD ........................................................................................ 22 FIGURE 10: ADDING A MEETING MINUTES RECORD ......................................................................................... 23 FIGURE 11: ADDING A MEETING PARTY RECORD .............................................................................................. 25 FIGURE 12: OUT OF COURT SETTLEMENT SECTION........................................................................................... 28 FIGURE 13: ADDING A CLAIM VALUE RECORD................................................................................................... 29 FIGURE 14: NOTES / ATTACHMENTS SECTION .................................................................................................. 31 FIGURE 15: ADDING A COMMENT / ISSUE RECORD .......................................................................................... 33 FIGURE 16: ADDING A RELATED USER RECORD ................................................................................................. 35 FIGURE 17: ADDING A COMMENT DETAILS RECORD ......................................................................................... 37 FIGURE 18: UPLOADING A FILE .......................................................................................................................... 39 FIGURE 19: HISTORY SECTION ........................................................................................................................... 41 FIGURE 20: COMPARING CIVIL LITIGATION SERVICE VERSIONS ........................................................................ 43 FIGURE 21: BROWSING AMONG HISTORY RECORDS ......................................................................................... 44 FIGURE 22: EXPORT DETAILS ............................................................................................................................. 45 3 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual INTRODUCTION This document describes the Civil Litigation Service data entry form in the Rwanda Integrated Electronic Case Management System (Rwanda IECMS) application developed for the Justice, Reconciliation, Law and Order Sector (JRLOS) of Rwanda. It provides the necessary instructions that the user should follow during the data entry process. The document is addressed to those who will use the Rwanda IECMS application to record information on case proceedings of non-criminal matter in a court of law. OVERVIEW The Integrated Electronic Case Management System for Rwanda (Rwanda IECMS) is an automated information management system, which is designed within the initiative of modernizing Rwanda’s Justice, Reconciliation, Law and Order Sector (JRLOS). It is intended to ensure improved access to and transparency of justice information both for the government institutions and general public. Moreover, the system aims at facilitating information sharing at key decision points, as well as to improve efficiency and coordination of the police, prosecution, and court activities in the Republic of Rwanda. Furthermore, it is intended to replace the paper-based case records and static spreadsheets and workflows with their computerized counterparts in order to enable full reproduction of cases along with case proceeding information in the event of loss or physical damage of the case file. The main objective of Rwanda IECMS is to serve as a centralized and unique database for all justice sector institutions, including the Rwanda National Police (RNP), National Public Prosecution Authority (NPPA), Rwanda Judiciary (RJ), and Rwanda Correctional Services (RCS). Also, it is a sector-wide platform to assist all the officials accessing the system to have an easy and ad-hoc access to the information required for processing the cases and implementing day-to-day operations. Rwanda IECMS is intended to help to standardize case record information storage and to streamline current processes, and, thus, ensure more effective follow-up at different levels. It is also the main database and data collection and reporting system as it guarantees effective access to the case data, promotes accountability, and increases public trust and confidence. Rwanda IECMS consists of the following applications, each dedicated to one justice agency and used to handle their business processes: • Rwanda National Police 4 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual • Rwanda National Public Prosecution Authority • Rwanda Judiciary • Rwanda Correctional Service • Civil Litigation Service The Civil Litigation Service module within Rwanda IECMS is designed to record information on legal disputes between governmental entities and other parties that seek money damages or specific performance rather than criminal sanctions. The module is intended to serve as a tool for managing and storing information on civil litigation cases and helps in monitoring the execution of the court decisions. In the current design, the Civil Litigation Service form consists of the following sections: • The General Information section is used to add and display general information about the dispute for which amicable resolution is sought. The information to be provided in this section includes the date when the case was submitted and filed, case priority, case value, court where the case trial will be held, subject matter and reason of the litigation, parties involved into the case, their legal representatives, related tasks, etc. • The Litigation Information section is used to provide detailed information about the court hearings and minutes. The information to be provided in this section includes the court hearing calendar, recommendations for resolving the dispute, litigation amount required for reconciliation, etc. • The Out of Court Settlement section is used to provide information about the reconciliation of the dispute out of the court. The information to be provided in this section includes the summary of the claim and its value, option of CLS on the government liability, resolution of the commission, signed copies of the documents requesting out of court settlement, etc. • The Notes / Attachments section is used to record additional comments and issues related to the given case, as well as attach supporting documents and other files. The case workflow details are also presented in this section. • The History section of is used to view information on access to the given case record and the changes made to it. 5 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Rwanda IECMS provides a web-based user interface and requires having a web browser pre-installed. GENERAL INFORMATION The General Information section of the Civil Litigation Service application form (Figure 1 and Figure 2) is used to add and display general information about the dispute for which amicable resolution is sought. The information to be provided in this section includes the date when the case was submitted and filed, case priority, case value, court where the case trial will be held, subject matter and reason of the litigation, parties involved into the case, their legal representatives, related tasks, etc. Figure 1: General Information Section (Part 1) 6 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 2: General Information Section (Part 2) For more details on what information is requested in the General Information section, refer to the table below. Note: Some fields in this section are mandatory to be filled in. They are marked with an asterisk. 7 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Component Name Details Description Provide the information requested in this field by indicating the following: • QR Code – displays an automatically generated unique Quick Response barcode that is produced based on the IECMS police case ID. When read by an imaging device, it displays the summary of the police case it is attached to. • Case Received – indicate the date when the case was received. This field is mandatory. A calendar popup is available for this field, see Figure 3: Calendar. • Case Filed – indicate the date when the complaint/case was recorded in the application. A calendar popup is available for this field, see Figure 3: Calendar. • Case Priority – specify the priority that the civil litigation case has. Note: If the list of case priorities is long and hard to browse in, you can make use of the search option. To locate the instance that you are looking for, you should enter the keyword in the search box above the drop-down list. • Value (if applicable) – indicate the value that the civil litigation case has. • Central Secretary – specify the name of the central secretary in charge of the case. This field is mandatory. Note: If the list of secretaries is long and hard to browse in, you can make use of the search option. To locate the instance that you are looking for, you should enter the keyword in the search box above the drop-down list. • Senior State Attorney – select the name of the senior state attorney in charge of the case from the drop-down list. Note: If the list of state attorneys is long and hard to browse in, you can make use of the search option. To locate the 8 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual instance that you are looking for, you should enter the keyword in the search box above the drop-down list. • Division Manager – select the name of the manager of the division that will be involved into the case trial from the dropdown list. Note: If the list of division managers is long and hard to browse in, you can make use of the search option. To locate the instance that you are looking for, you should enter the keyword in the search box above the drop-down list. • Civil Litigation Assistant – select the name of the civil litigation assistant in charge of the case from the drop-down list. Note: If the list of civil litigation assistants is long and hard to browse in, you can make use of the search option. To locate the instance that you are looking for, you should enter the keyword in the search box above the drop-down list. • Court – select the court the case is submitted in form the drop-down list. Please, note that selection of the court will filter the list in the Category field and display only those instances that are related to the selection. Note: If the list of courts is long and hard to browse in, you can make use of the search option. To locate the instance that you are looking for, you should enter the keyword in the search box above the drop-down list. • Category – indicate the case type that classifies and best describes it. Note: If the list of categories is long and hard to browse in, you can make use of the search option. To locate the instance that you are looking for, you should enter the keyword in the search box above the drop-down list. • Fast Track Case? – indicate whether the case encompasses fast procedures. Note: If the list of options in this field is long and hard to browse in, you can make use of the search option. To locate 9 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual the instance that you are looking for, you should enter the keyword in the search box above the drop-down list. • Instance Level – this field becomes available for cases that are not subject to fast track procedures and is used to indicate the instance level of the court where the case will be heard. Note: If the list of instance levels is long and hard to browse in, you can make use of the search option. To locate the instance that you are looking for, you should enter the keyword in the search box above the drop-down list. • Subject Matter – describe the cause or object of dispute out of which the case is formed. This field is mandatory. • Grounds – indicate the justification behind seeking legal action against someone or something. This field is mandatory. Originating Court Case Indicate the civil court case the litigation case originated from. For more details, see Managing Originating Court Cases. Please, note that you can indicate only one court case in this field. Parties Provide information about the parties involved into the civil litigation case in different capacities. For more details, see Managing Case Participants. Legal Representatives Provide information about the legal representatives of the parties involved into the litigation case. For more details, see Managing Case Participants. Related Tasks Record all tasks that have been originated within the scope of the given and other related cases. For more details, see Managing Related Tasks. Note: The functionality of recording case related tasks becomes available upon the first save of the Rwanda Civil Litigation Service application form. 10 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 3: Calendar Managing Originating Court Cases This chapter outlines how to add and remove originating court case records. It also describes how you can browse among the originating court case records to find the one that you are looking for. Adding an Originating Court Case Record In order to add an originating court case record, follow the steps below: 1. Click the Add Court Case button at the bottom of the Originating Court Case field. A Select Court Case form will appear (Figure 4). 2. Locate the originating court case the litigation arises from. This can be done by using the search mechanism the Select Court Case form is equipped with. To find a court case, create filtering criteria that will be used to find and display all court records that match the selection. The following criteria are available: • Court Level • Court Note: Selection of a court level will filter the list in the Court field and display only those instances that are related to the selected court level. Also, if the lists in the fields are long and hard to browse in, you can make use of the search option. To locate the instance that you are looking for, you should enter the keyword in the search box above the drop-down list. 3. Alternatively, you may enter the case number or any part of it in the search box. Note: For the search mechanism to yield accurate results, please, make sure to enter at least three symbols (letters and numerals) in the search box. 11 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual 4. Click the Search button. The list of all records that match the search criteria will be displayed in the table below. 5. Select the originating court case record that you want to add to the litigation case by activating the radio button to the left of the record. 6. Click the Save button to save the information input. Or, click Cancel to terminate the operation. Figure 4: Adding an Originating Court Case Record Browsing among Originating Court Case Records In order to ensure fast page loading, the Originating Court Cases table is configured to display only five records per page. However, you can easily locate the record that you are looking for by browsing for it. To browse among the records displayed to you in the Originating Court Cases table, click the number link of the page you want to navigate to. The (First), (Previous), (Last) buttons are used to navigate back and forth through the pages. (Next), and Removing Originating Court Case Records 12 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual In order to remove an originating court case record, click the record. (Remove) button to the left of the Managing Case Participants This chapter outlines how to select the parties and legal representatives involved in the litigation case, as well as create new case participant records, edit and remove them. It also describes how you can browse among the case participant records to find the one that you are looking for. Adding a Case Participant Record In order to add a case participant record, follow the steps below: 1. Click the Add button at the bottom of the Parties / Legal Representatives field. A Parties / Legal Representative form will appear (Figure 5). 2. Indicate the case participant type (Individual or Legal Entity) by selecting the appropriate instance from the drop-down list. 3. Locate the person or legal entity that will be involved in the given case. This can be done by using the search mechanism the Parties / Legal Representative form is equipped with. To find a case participant, enter the participant ID, name or part of the name in the search box and specify the field to look in. Note: For the search mechanism to yield accurate results, please, make sure to enter at least three symbols (letters and numerals) in the search box. 4. Click the Search in IECMS button. The list of all records that match the search criteria will be displayed in the table below. Note: If the desired party / legal representative does not exist, you can create a new record. For more details, see Creating a Case Participant Record. 5. Select the case participant record that you want to add to the litigation case by ticking the checkbox to the left of the record. 6. For each case party selected, define in what capacity they will act in relation to the given case. This field is mandatory. 7. For each legal representative selected, define what party they are going to represent and whether they are going to represent or assist the selected party. These fields are mandatory. 8. Click the Save button. The selected records will be listed in the respective Parties / Legal Representatives field. 13 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual 9. In the Parties / Legal Representatives field, define which of the selected records are active by ticking the corresponding Active checkbox. This field is mandatory. Figure 5: Adding a Case Party Record Browsing among Case Participant Records 14 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual In order to ensure fast page loading, the Parties / Legal Representatives table is configured to display only five records per page. However, you can easily locate the record that you are looking for by browsing for it. To browse among the records displayed to you in the Parties / Legal Representatives table, click the number link of the page you want to navigate to. The and (First), (Previous), (Next), (Last) buttons are used to navigate back and forth through the pages. Creating a Case Participant Record In order to create a new case participant record, follow the steps below: 1. Click the Add New button in the Parties / Legal Representative form. Depending on the type of the case participant – individual or legal entity, you will be navigated either to the Individual or Legal Entity module in Rwanda IECMS where a blank data entry form will open. 2. Fill in the form as it is described in the respective Rwanda IECMS Individual Form User Manual or Rwanda IECMS Legal Entity Form User Manual in REFERENCES. 3. Save the information input and close the form. Editing Case Participant Records In order to edit a party / legal representative record, follow the steps below: 1. Click the Edit button to the left of the record that you want to modify. Depending on the type of the case participant – individual or legal entity, you will be navigated either to the Individual or Legal Entity module in Rwanda IECMS where the record summary will be displayed. 2. Click the Edit button in the top right corner of the record summary page. 3. Make the required changes in the data displayed as it is described in the respective Rwanda IECMS Individual Form User Manual or Rwanda IECMS Legal Entity Form User Manual in REFERENCES. 4. Save the changes made and close the form. Removing Case Participant Records 15 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual In order to remove a case participant record, click the (Remove) button to the left of the record. Managing Related Tasks This chapter outlines how to add and edit civil litigation case related tasks. Adding a Related Task Record In order to add a task record, follow the steps below: 1. Click the Add button at the bottom of the Related Tasks field. You will be navigated to the Task module in Rwanda IECMS where a blank data entry form will open. 2. Fill in the form as it is described in the Rwanda IECMS Task Form User Manual in REFERENCES. 3. Save the information input and close the form. Editing a Related Task Record In order to edit a task record, follow the steps below: 1. Click the Edit button on the left of the task record that you want to modify. You will be directed to the Task module in Rwanda IECMS where the task summary will be displayed. 2. Click the Edit button in the top right corner of the task summary page. 3. Make the required changes in the data displayed as it is described in the Rwanda IECMS Task Form User Manual in REFERENCES. 4. Save the changes made and close the form. 16 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual LITIGATION INFORMATION The Litigation Information section of the Civil Litigation Service form (Figure 6) is used to provide detailed information about the court hearings and minutes. The information to be provided in this section includes the court hearing calendar, recommendations for resolving the dispute, litigation amount required for reconciliation, etc. Figure 6: Litigation Information Section 17 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual For more details on what information is requested in the Litigation Information section, refer to the table below. Component Name Description Court Schedule Provide information on the court case hearing calendar. For more details, see Managing Court Schedule. Recommendations / Challenges Record all challenges that occurred during the civil litigation case processing. Also, provide information on the recommendations made to address the case challenges. For more details, see Managing Recommendations / Challenges. Note: In order to ensure ease of record management and better user experience, the system automatically generates and displays information on the date and time when a recommendation / challenge record is last modified. This information is displayed in the Last Updated on column of the Recommendations / Challenges table. Litigation Amount Provide information about the amount requested for the litigation funding. For more details, see Managing Litigation Amounts. Note: In order to ensure ease of record management and better user experience, the system automatically generates and displays information on the date and time when a litigation amount record is last modified. This information is displayed in the Last Updated on column of the Litigation Amount table. Meeting Minutes Record all meeting minutes related to the case hearing sessions. For more details, see Managing Meeting Minutes. Note: In order to ensure ease of record management and better user experience, the system automatically generates and displays information on the date and time when a minute record is last modified. This information is displayed in the Last Updated on column of the Meeting Minutes table. 18 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Moreover, the system allows for exporting records displayed in this field. For more details on how to export records, see EXPORTING FILES. Managing Court Schedule This chapter outlines how to add and remove court schedule records. Adding a Court Schedule Record In order to add a court schedule record, follow the steps below: 1. Specify the date and time when the case hearing will be held. This field is mandatory. A calendar popup is available for this field, see Figure 3: Calendar. Please, note that apart from indicating the date, the calendar also allows specifying the time when the hearing is scheduled. Use the Hour and Minute sliders to set the exact time. 2. Define the Hearing Type. This field is mandatory. 3. Click the Add button. The new record will appear in the Court Schedule table (Figure 7). 4. Indicate the current status of the hearing session. This field is mandatory. The following options are available: • Adjourned • Completed • Scheduled 5. Provide additional information related to the case hearing in the Details field. Figure 7: Adding a Court Schedule Record 19 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Removing Court Schedule Records In order to remove a court schedule record, click the (Remove) button to the left of the record. Managing Recommendations / Challenges This chapter outlines how to add, edit, and remove recommendation / challenge records. Adding a Recommendation / Challenge Record In order to add a recommendation / challenge record, follow the steps below: 1. Click the Add button at the bottom of the Recommendations / Challenges field. A Recommendations / Challenges form will open (Figure 8). Figure 8: Adding a Recommendation / Challenges Record 2. Indicate the date when the recommendation / challenge is recorded in the application. This field is mandatory. A calendar popup is available for this field, see Figure 3: Calendar. 3. Define whether you are going to record information on challenges the case poses or recommendations on how to overcome those challenges. 4. Enter the recommendation / challenge text in the Details field. 20 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual 5. Click the Save button to save the information input. Or, click Cancel to terminate the operation. Editing Recommendation / Challenge Records In order to edit a recommendation / challenge record, follow the steps below: 1. Click the (Edit) button to the left of the record that you want to modify. The Recommendations / Challenges form will open. 2. Make the required changes in the data displayed. 3. Click the Save button to save the changes made. Or, click Cancel to discard them. Removing Recommendation / Challenge Records In order to remove a recommendation / challenge record, click the the record. (Remove) button to the left of Managing Litigation Amounts This chapter outlines how to add, edit, and remove litigation amount records. Adding a Litigation Amount Record In order to add a litigation amount record, follow the steps below: 1. Click the Add button at the bottom of the Litigation Amount field. A Litigation Amount form will open (Figure 9). 2. Indicate the date when the record is created. This field is mandatory. A calendar popup is available for this field, see Figure 3: Calendar. 3. Enter the litigation amount in the respective field. 4. Provide additional information related to the record in the Details field. 5. Click the Save button to save the information input. Or, click Cancel to terminate the operation. 21 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 9: Adding a Litigation Amount Record Editing Litigation Amount Records In order to edit a litigation amount record, follow the steps below: 1. Click the (Edit) button to the left of the record that you want to modify. The Litigation Amount form will open. 2. Make the required changes in the data displayed. 3. Click the Save button to save the changes made. Or, click Cancel to discard them. Removing Litigation Amount Records In order to remove a litigation amount record, click the (Remove) button to the left of the record. Managing Meeting Minutes This chapter outlines how to add, edit, and remove meeting minute records. 22 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Adding a Meeting Minute Record In order to add a meeting minute record, follow the steps below: 1. Click the Add button at the bottom of the Meeting Minutes field. A Meeting Minutes form will open (Figure 10). 2. Provide the information requested in the form as described in the table below: Note: Some fields in this form are mandatory to be filled in. They are marked with an asterisk. Figure 10: Adding a Meeting Minutes Record 23 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Component Name Meeting Date Description Indicate the date and time when the meeting took place. This field is mandatory. A calendar popup is available for this field, see Figure 3: Calendar. Apart from indicating the date, the calendar also allows specifying the time when the meeting took place. Use the Hour and Minute sliders to set the exact time. Parties List all parties that attended the meeting. For more details, see Managing Meeting Parties. Details Provide additional information related to the record. Signed Copy Attach a Signed Copy of the meeting minute. For more details, see Managing Attachments. Note: The Date Attached field will automatically be populated with the date when the attachment was made and will be available once you upload the respective file. 3. Click the Save button to save the information input. Or, click Cancel to terminate the operation. Editing Meeting Minute Records In order to edit a meeting minute record, follow the steps below: 1. Click the (Edit) button to the left of the record that you want to modify. The Meeting Minutes form will open. 2. Make the required changes in the data displayed. 3. Click the Save button to save the changes made. Or, click Cancel to discard them. Removing Meeting Minute Records In order to remove a meeting minute record, click the (Remove) button to the left of the record. 24 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Managing Meeting Parties This chapter outlines how to add and remove meeting party records. Adding a Meeting Party Record In order to add a meeting party record, follow the steps below: 1. Specify the role that the party plays in the case. This field is mandatory. Please, note that selection of the party role will filter the list in the Party field and display only those case parties that are involved in the case in the capacity specified. Note: If the list of party roles is long and hard to browse in, you can make use of the search option. To locate the instance that you are looking for, you should enter the keyword in the search box above the drop-down list. 2. Select the party name from the drop-down list. This field is mandatory. Please, note that the list will contain all parties that are included in the case in the capacity dictated by the selection in the previous field. For more details on how to add parties to the police case, see the GENERAL INFORMATION section. Note: If the list of parties is long and hard to browse in, you can make use of the search option. To locate the instance that you are looking for, you should enter the keyword in the search box above the drop-down list. 3. Click the Add button. The new record will appear in the Parties table (Figure 11). Figure 11: Adding a Meeting Party Record Removing Meeting Party Records In order to remove a meeting party record, click the (Remove) button to the left of the record. 25 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual OUT OF COURT SETTLEMENT The Out of Court Settlement section of Civil Litigation Service form (Figure 12) is used to provide information about the reconciliation of the dispute out of the court. The information to be provided in this section includes the summary of the claim and its value, option of the Civil Litigation Service on the government liability, resolution of the commission, signed copies of the documents requesting out of court settlement, etc. For more details on what information is requested in the Out of Court Settlement section, refer to the table below. Component Name Parties Description First, indicate the name of the case participant who placed a request for the out-of-court settlement of the dispute. To do this, select the applicant name from the drop-down list. Please, note that list will contain all parties specified in the respective section of the GENERAL INFORMATION section. Note: If the list of applicants is long and hard to browse in, you can make use of the search option. To locate the instance that you are looking for, you should enter the keyword in the search box above the drop-down list. Next, specify the name of the government entity the request is made to. Summary of the Claim Provide a brief description of the claim made by the applicant. Claim Value Indicate the monetary equivalent of the damage claimed in the litigation case and that constitutes the claim value. For more details, see Managing Claim Values. Note: In order to ensure ease of record management and better user experience, the system automatically generates and displays information on the date and time when a claim value record is last 26 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual modified. This information is displayed in the Last Updated on column of the Claim Value table. Opinion of the CLS on the Government Liability Indicate what the opinion of the Civil Litigation Service on the scope of Government’s liability in the given litigation case is. Also, provide additional observations and comments concerning the Government responsibility. Resolution of the Commission Provide information about the resolution of the CLS commission on the Government’s responsibility in relation to the given case. Also, provide additional observations and comments concerning the commission resolution. Request Form Provide the information requested in this field by indicating the following: • Issue Date – specify the date when the out-of-court settlement request form was issued. A calendar popup is available for this field, see Figure 3: Calendar. • Signed Copy – attach the signed copy of the request form. For more details, see Managing Attachments. • Date Attached – this field is automatically populated with the date when the attachment was made and becomes available once you upload the respective file. • Export – export the request form into one of the formats supported by the system. For more details on how to export records, see EXPORTING FILES. 27 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 12: Out of Court Settlement Section 28 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Managing Claim Values This chapter outlines how to add, edit, and remove claim value records. Adding a Claim Value Record In order to add a claim value record, follow the steps below: 1. Click the Add button at the bottom of the Claim Value field. A Claim Value form will open (Figure 13). Figure 13: Adding a Claim Value Record 2. Specify the date when the claim for money was placed. This field is mandatory. A calendar popup is available for this field, see Figure 3: Calendar. 3. Indicate the damage Amount in the respective field. 4. Provide additional observations, if any. 5. Click the Save button to save the information input. Or, click Cancel to terminate the operation. 29 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Editing Claim Value Records In order to edit a claim value record, follow the steps below: 1. Click the (Edit) button to the left of the record that you want to modify. The Claim Value form will open. 2. Make the required changes in the data displayed. 3. Click the Save button to save the changes made. Or, click Cancel to discard them. Removing Claim Value Records In order to remove a claim value record, click the (Remove) button to the left of the record. 30 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual NOTES / ATTACHMENTS SECTION The Notes / Attachments section of the Civil Litigation Service form (Figure 14) is used to record additional comments and issues related to the given civil litigation case, as well as attach supporting documents and other files. The case workflow details are also presented in this section. Figure 14: Notes / Attachments Section For more details on what information is requested in the Notes / Attachments section, refer to the table below. Component Name Comments / Issues Description First, provide the civil litigation case related comments and issues. For more details, see Managing Comments / Issues. Then, provide 31 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual additional particulars on the comments and issues recorded. For more details, see Managing Comment Details. Attachments Attach supporting documents or images. For more details, see Managing Attachments. Workflow Details This field becomes available after saving the Civil Litigation Service form and provides information about the actions made to the corresponding form. The information displayed in this table includes the following: • Action Date – date when the action was taken; • Action – name of the action taken; • Details – details of the action taken; • User – name of the user who performed the action; • Resulting Status – workflow status of the form, resulting from the action taken. Managing Comments / Issues This chapter outlines how to add, edit, and remove comment and issue records. It also describes how you can expand a comment / issue record to view its particulars. Adding a Comment/Issue Record In order to add a comment / issue record, follow the steps below: 1. Click the Add button at the bottom of the Comments / Issues field. A Comments / Issues form will open (Figure 15). 2. Provide the information requested in the form as described in the table below. Note: Some fields in this form are mandatory to be filled in. They are marked with an asterisk. 32 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Component Name Description Note Type Specify whether the comment is public or private by activating the respective radio-button. This field is mandatory. Subject Enter the note subject. This field is mandatory. Related Users This field becomes available is the note types is to Private and is used to select the users the note will be shared with. For more details, see the Managing Related Users. Figure 15: Adding a Comment / Issue Record 3. Click the Save button to save the information input. Or, click Cancel to terminate the operation. Editing Comment/Issue Records 33 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual In order to edit a comment/issue record, follow the steps below: 1. Click the (Edit) button to the left of the record that you want to modify. The Comments / Issues form will open. 2. Make the required changes in the data displayed. 3. Click the Save button to save the changes made. Or, click Cancel to discard them. Expanding Comment / Issue Records You can expand a comment / issue record to view the issue particulars added for it (see Managing Comment Details). This way, when you select to view additional information on the comment / issue, you can see the name of the user who recorded the comment particulars, the date when the information was recorded in the system, and other details. To expand a comment / issue record, click the icon to the left of the record. Clicking the hide the comment / issue related information. icon will Removing Comment/Issue Records In order to remove a comment/issue record, click the (Remove) button to the left of the record. Managing Related Users This chapter outlines how to add and remove related user records. It also describes how you can browse among the related user records to find the one that you are looking for. Adding a Related User Record In order to add a related user, follow the steps below: 1. Click the Add button in the Comments / Issues form. A Comments / Issues Details Users form will open (Figure 16). 34 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 16: Adding a Related User Record 2. Locate the user or users the comment with be shared with. This can be done by using the search mechanism the Comments / Issues Details Users form is equipped with. To find a user, create filtering criteria that will be used to find and display all users that match the selection. The following criteria are available: • Level • Institution Office • Responsible Role Note: Selection of an instance from one drop-down will filter the list in the next field and display only those instances that are related to the selection. Also, note that if the lists in the drop-down fields are long and hard to browse in, you can make use of the search option. To 35 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual 3. 4. 5. 6. locate the instance that you are looking for, you should enter the keyword in the search box above the drop-down list. Alternatively, you may enter the user’s name or any part of it in the search box. Note: For the search mechanism to yield accurate results, please, make sure to enter at least three symbols (letters and numerals) in the search box. Click the Search button. The list of all users matching the criteria will be displayed in the table below. Select the user that you want to share the comment with by ticking the checkbox to the left of the user name. Click the Save button to save the information input. Or, click Cancel to terminate the operation. Browsing among Related User Records In order to ensure fast page loading, the Related Users table is configured to display only five records per page. However, you can easily locate the record that you are looking for by browsing for it. To browse among the records displayed to you in the Related Users table, click the number link of the (First), (Previous), page you want to navigate to. The buttons are used to navigate back and forth through the pages. (Next), and (Last) Removing Related User Records In order to remove a related user record, click the (Remove) button to the left of the record. Managing Comment Details This chapter outlines how to add and remove comment details records. Adding a Comment Details Record In order to add a comment details record, follow the steps below: 1. Click the Add Comment button to the right of the comment / issue record you want to provide additional information for. A Comments / Issues Details form will open (Figure 17). 36 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 17: Adding a Comment Details Record 2. Provide the comment details in the respective field. This field is mandatory. 3. Attach comment details related documents and images. For more details, see Managing Attachments. 4. Click the Save button to save the information input. Or, click Cancel to terminate the operation. Editing Comment Details Records In order to edit a comment details record, follow the steps below: 1. Expand the comment / issue record the comment details are provided for. 2. Click the (Edit) button to the left of the record that you want to modify. The Comments / Issues Details form will open. 3. Make the required changes in the data displayed. 4. Click the Save button to save the changes made. Or, click Cancel to discard them. Removing Comment Details Records In order to edit a comment details record, follow the steps below: 37 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual 1. Expand the comment / issue record the comment details are provided for. 2. Click the (Remove) button to the left of the record. Managing Attachments This chapter outlines how to attach documents and images, view, edit, and remove them. Adding an Attachment In order to attach a document or image, follow the steps below: 1. Click the Add button at the bottom of the Attachments field. An Attachments form will open (Figure 18). 2. Select the attachment Type from the drop-down list. This field is mandatory. Note: If the list of attachment types is long and hard to browse in, you can make use of the search option. To locate the instance that you are looking for, you should enter the keyword in the search box above the drop-down list. 3. Enter the attachment Title. This field is mandatory. 4. Provide a brief description of the attachment content in the Details field. 5. List all Keywords to be used for locating the file attached. Note: Please, note that the keywords should be separated with a semicolon symbol (;). 6. Click the Choose File button and select a file to upload. 7. Click the Save button to upload the selected file. Or, click Cancel to terminate the operation. Note: If you want the attachment to be available to the parties involved into the civil litigation case, you may select the Share With Public checkbox at the bottom of the Attachments form. 38 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 18: Uploading a File Viewing Attachments Click the title of the corresponding attachment you want to view. The attached file will be displayed in your browser or you may download it to your local PC. Editing Attachments In order to edit an existing attachment, follow the steps below: 1. Click the (Edit) button to the left of the attachment title. The Attachments form will open. 2. Make the required changes in the data displayed. 3. Click the Save button to save the changes made. Or, click Cancel to discard them. 39 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Removing Attachments In order to remove an attachment, click the (Remove) button to the left of the attachment title. Note: Attachments can be deleted only from the section they have been added from. 40 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual HISTORY The History section of the Civil Litigation Service application form (Figure 19) stores historical data about changes made to the Civil Litigation Service form and is intended for keeping track of the modifications introduced to the record. Each saved version of the form provides detailed information about the corresponding record, including its creation and management history, information on the date/time when modifications were introduced to the form, the modifier details, etc. Figure 19: History Section For more details on what information is stored and can be viewed in the History section, refer to the table below. 41 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Component Name Audit Trail Description This field provides information about the recent changes made to the corresponding form. The information displayed in this table includes the following: • S/N – serial number assigned to the modification; • Date – date when the modification was made; • User – name of the user who performed the action; • Role – capacity of the user who performed the action; • Action – description of the action performed; • Resulting Status – workflow status of the form, resulting from the action taken. Note: The system stores all the previous modified versions of the task record and makes them available for comparison. For more details, see Comparing Civil Litigation Service Form Versions. Comparing Civil Litigation Service Form Versions The History section is integrated with an easy-to-use tool for comparing different versions of the records stored in the system with the aim of detecting and tracking the modifications and updates made to the recent data. It also provides detailed information about each saved version, including the creation and management history, modifications date and time, etc. In order to compare two versions of a civil litigation case form, follow the steps below: 1. Select the two versions that you want to compare by ticking the checkboxes to the left of the records. 2. Click the Compare button to start auditing the selected versions. A new window will appear displaying the selected versions of the civil litigation case record (Figure 20). 3. Expand the fields by clicking the sign next to the name of the field to see how the fields differ in the selected versions. Please, note that the sign displayed to the left of the field, as well as different background and font colors denote the fields that have been modified or updated. 42 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 20: Comparing Civil Litigation Service Versions Browsing among History Records The History section of the Civil Litigation Service form has been enhanced with the pagination option. This means that it is enabled with the possibility of splitting the list of records in the field into pages for paged navigation. To navigate through the pages, you can use the page numbers at the bottom of the field, as well as the (First), (Previous), (Next), and (Last) arrow buttons. 43 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 21: Browsing among History Records 44 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual EXPORTING FILES The system allows exporting the details of records provided in the appropriate fields of the Rwanda Civil Litigation Service form. In order to export the corresponding field details, follow the steps below: 1. Click the (Export Details) button in the furthermost right column of the respective field. The Export Details popup will appear (Figure 22). Figure 22: Export Details 2. Choose the Format you want the file to be downloaded in by selecting the respective PDF or WORD radio button. 3. Select the Language you want the file to be downloaded in by selecting the respective ENG, FR, or KRW radio button. 4. Click the Export button to proceed. The exported file will be downloaded to your local PC in accordance with the selected settings - format and language. 45 RWANDA IECMS | Civil Litigation Service | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual SAVING DATA When you are finished with the data input or modification, you should save your changes before you leave the page. Click the Save button to save the data entered and to remain in the opened page. Or, click the Save and Close button to save the changes made and navigate away from the Data Entry screen. Clicking the Cancel button will discard any changes made and close the data entry window. REFERENCES Please, refer to the following Rwanda IECMS related documents to obtain more information about the system and how it functions: • Rwanda IECMS Analytical Interface User Manual • Rwanda IECMS Portfolio User Manual • Rwanda IECMS Dashboard User Manual • Rwanda IECMS Rwanda National Police Application User Manual • Rwanda IECMS Rwanda National Public Prosecution Authority Application User Manual • Rwanda IECMS Rwanda Judiciary Application User Manual • Rwanda IECMS Rwanda Correctional Service Application User Manual • Rwanda IECMS Individual Form User Manual • Rwanda IECMS Legal Entity Form User Manual • Rwanda IECMS Task Form User Manual • Rwanda IECMS Case Processing Workflow User Manual • Rwanda IECMS Settings Administrator's Guide • Rwanda IECMS User Management Administrator's Guide • Rwanda IECMS Data Management Administrator's Guide • Rwanda IECMS Workflow Management Administrator's Guide 46
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