EMIS Dashboard Rwanda IECMS Individual User Manual
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INDIVIDUAL FORM USER MANUAL Version 1.0 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual TABLE OF CONTENTS INTRODUCTION .................................................................................................................................................... 4 OVERVIEW ........................................................................................................................................................... 4 GENERAL INFORMATION ...................................................................................................................................... 6 MANAGING IMAGE FILES..................................................................................................................................... 11 Adding an Image File................................................................................................................................. 11 Replacing Image Files ................................................................................................................................ 12 MANAGING ADDRESSES ...................................................................................................................................... 12 Adding an Address Record ........................................................................................................................ 12 Editing Address Records ............................................................................................................................ 17 Removing Address Records ....................................................................................................................... 17 MANAGING EMPLOYMENT RECORDS..................................................................................................................... 17 Adding an Employment Record ................................................................................................................. 17 Editing Employment Records..................................................................................................................... 18 Removing Employment Records ................................................................................................................ 19 MANAGING EDUCATION RECORDS ........................................................................................................................ 19 Adding an Education Record ..................................................................................................................... 19 Editing Education Records......................................................................................................................... 20 Removing Education Records .................................................................................................................... 21 MANAGING CHILDREN RECORDS .......................................................................................................................... 21 Adding a Child Record ............................................................................................................................... 21 Editing Child Records................................................................................................................................. 22 Removing Child Records ............................................................................................................................ 22 MANAGING CONJOINT RECORDS .......................................................................................................................... 22 Adding a Conjoint Record .......................................................................................................................... 22 Editing Conjoint Records ........................................................................................................................... 23 Removing Conjoint Records....................................................................................................................... 23 MANAGING RELATED USERS ................................................................................................................................ 23 Adding a Related User Record ................................................................................................................... 23 Browsing among Related User Records .................................................................................................... 24 Editing Related User Records .................................................................................................................... 25 Removing Related User Records................................................................................................................ 25 ASSETS INFORMATION ....................................................................................................................................... 26 MANAGING VEHICLES ......................................................................................................................................... 27 Adding a Vehicle Record............................................................................................................................ 27 Browsing among Vehicle Records ............................................................................................................. 28 1 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Creating a Vehicle Record ......................................................................................................................... 28 Importing a Vehicle Record ....................................................................................................................... 32 Editing Vehicle Records ............................................................................................................................. 32 Removing Vehicle Records ........................................................................................................................ 32 MANAGING LAND ASSETS ................................................................................................................................... 33 Adding a Land Asset Record ...................................................................................................................... 33 Creating a Land Asset Record.................................................................................................................... 34 Editing Land Asset Records ....................................................................................................................... 36 Removing Land Asset Records ................................................................................................................... 36 MANAGING LAND PROPERTIES ............................................................................................................................. 36 Adding a Land Property Record ................................................................................................................. 37 Removing Land Property Records.............................................................................................................. 37 MANAGING OTHER ASSETS ................................................................................................................................. 37 Adding Other Asset Records ...................................................................................................................... 37 Removing Other Asset Records ................................................................................................................. 38 NOTES AND ATTACHMENTS ............................................................................................................................... 39 MANAGING COMMENTS / ISSUES ......................................................................................................................... 40 Adding a Comment Record ....................................................................................................................... 40 Removing Comment Records .................................................................................................................... 40 MANAGING ATTACHMENTS ................................................................................................................................. 41 Adding an Attachment .............................................................................................................................. 41 Viewing Attachments ................................................................................................................................ 42 Editing Attachments.................................................................................................................................. 42 Removing Attachments ............................................................................................................................. 42 HISTORY ............................................................................................................................................................. 43 COMPARING INDIVIDUAL FORM VERSIONS ............................................................................................................. 44 BROWSING AMONG HISTORY RECORDS ................................................................................................................. 45 SAVING DATA ..................................................................................................................................................... 47 REFERENCES ....................................................................................................................................................... 47 2 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual TABLE OF FIGURES FIGURE 1: GENERAL INFORMATION (PART 1) ...................................................................................................... 6 FIGURE 2: GENERAL INFORMATION (PART 2) ...................................................................................................... 7 FIGURE 3: CALENDAR......................................................................................................................................... 11 FIGURE 4: UPLOADING AN IMAGE FILE ............................................................................................................. 12 FIGURE 5: ADDING A RWANDA-BASED ADDRESS RECORD ................................................................................ 15 FIGURE 6: ADDING A FOREIGN ADDRESS RECORD ............................................................................................ 16 FIGURE 7: ADDING AN EMPLOYMENT RECORD ................................................................................................. 18 FIGURE 8: ADDING AN EDUCATION RECORD..................................................................................................... 20 FIGURE 9: ADDING A CHILD RECORD ................................................................................................................. 22 FIGURE 10: ADDING A CONJOINT RECORD ........................................................................................................ 23 FIGURE 11: ADDING A RELATED USER RECORD ................................................................................................. 24 FIGURE 12: ASSETS INFORMATION SECTION ..................................................................................................... 26 FIGURE 13: ADDING A VEHICLE RECORD ........................................................................................................... 27 FIGURE 14: CREATING A VEHICLE RECORD ........................................................................................................ 31 FIGURE 15: IMPORTING VEHICLE INFORMATION FROM RRA ............................................................................ 32 FIGURE 16: ADDING A LAND ASSET RECORD ..................................................................................................... 33 FIGURE 17: CREATING A LAND ASSET RECORD .................................................................................................. 36 FIGURE 18: ADDING A LAND PROPERTY RECORD .............................................................................................. 37 FIGURE 19: ADDING OTHER ASSET RECORDS .................................................................................................... 38 FIGURE 20: NOTES AND ATTACHMENTS SECTION ............................................................................................. 39 FIGURE 21: ADDING A COMMENT ..................................................................................................................... 40 FIGURE 22: UPLOADING A FILE .......................................................................................................................... 41 FIGURE 23: HISTORY SECTION ........................................................................................................................... 43 FIGURE 24: COMPARING INDIVIDUAL FORM VERSIONS .................................................................................... 45 FIGURE 25: BROWSING AMONG HISTORY RECORDS ......................................................................................... 46 3 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual INTRODUCTION This document describes the Individual 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 users should follow during the data entry process. The document is addressed to those who will use the Rwanda IECMS application to add or modify personal information on the people involved into cases in different capacities. 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 | Individual Form | 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 Individual module within Rwanda IECMS is designed to handle the personal information of the individuals who are involved into cases in different capacities – either as case parties or their legal representatives. Once you have accessed the Individual module, you can set the person’s profile, as well as view or edit it. The information provided in the person’s profile is then incorporated into the case file and constitutes its inseparable part. It should be noted that the Individual module is integrated and has a linkage and periodic synchronization with the National Identification Agency (NIDA) in order to ensure that updates to the individual’s personal profile are accurately reflected in Rwanda IECMS as well. In the current design, the Individual data entry form consists of the following sections: • The General Information section is used to provide key information about the individual to be involved in the case processing. The information to be provided in this section includes the person's full name, father's name, gender, ID number, nationality, residential address, etc. • The Assets Information section is used to record information about the personal belongings – both tangible and intangible – that the person owns. Examples of such assets may include vehicles, lands, and other assets. • The Notes / Attachments section is used to record additional comments and issues related to the given person, as well as attach supporting documents and other files. • The History section is used to view information on access to the given personal record and the changes made to it. Rwanda IECMS provides a web-based user interface and requires having a web browser pre-installed. 5 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual GENERAL INFORMATION The General Information section of the Individual form (Figure 1 and Figure 2) is used to provide key information about the individual to be involved in the case processing. The information to be provided in this section includes the person's full name, father's name, gender, ID number, nationality, residential address, etc. Figure 1: General Information (Part 1) 6 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 2: General Information (Part 2) 7 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual 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. Field Name Personal Details Description Provide the information requested in this field by indicating the following: • Photo / Fingerprints / Signature – upload the image files for the person’s photo, fingerprints, and signature. For more details on how to browse for and upload images, see Managing Image Files. • First Name – enter the person’s First Name. This field is mandatory. • Middle Name – enter the person’s Middle Name, if any. • Last Name – enter the person’s Last Name. This field is mandatory. • Mother Name – provide the person's Mother Name. • Father Name – provide the person's Father Name. • Date of Birth – indicate the person's Date of Birth. A calendar popup is available for this field, see Figure 3: Calendar. • Gender – specify the person's Gender by activating the respective Male or Female radio button. • Civil Status – identify the person’s current Civil Status. The following options are available: Divorced, Married, Single, and Widow/widower. Note: If the list of civil status instances 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. 8 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual • ID Number – enter the number of the identification document that the person uses. • Nationality – select the person’s Nationality from the dropdown list. Note: If the list of nationalities 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. • CSR Number – enter the person’s CSR (corporate social responsibility) Number. • Passport Number - enter the person’s Passport Number. • Status – specify what the person’s Status is in relation to the case that they are involved in. Note: If the list of status instances 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. • Mobile Phone – enter the person’s Mobile Phone number. • Home Phone – enter the person’s Home Phone number. • Business Phone – enter the person’s Business Phone number. • Email – enter the person’s Email account address. • Profession – indicate what Profession the person has by selecting it from the drop-down list. Note: If the list of professions 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. • Preferred Language – indicate what language the person prefers to use as the main means of communication. Please, note that if the desired language cannot be found in the list, 9 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual you can select the Other option and enter the language name in the new field that appears. Note: If the list of preferred languages 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. • Blood Group – determine what group the person’s blood falls into. Note: If the list of blood groups 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. Address Provide detailed information about the person’s address, including residential address, place of birth, etc. For more details, see Managing Addresses. 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 an address record is last modified. This information is displayed in the Last Updated on column of the Address table. Employment & Education Record information on the person’s current and previous employment. For more details, see Managing Employment Records. Also, provide information about the person’s educational background. For more details, see Managing Education Records. Relative Info Provide the listing of all the children that the person has. For more details, see Managing Children Records. In the next step, provide information about the person’s conjoint. For more details, see Managing Conjoint Records. IECMS Data This is an automatically generated field that indicates the case that the person is involved in. It is automatically populated with the case details, such as the case number, role of the person in the case, case 10 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual status, from which court it is transferred, and the status of the person in the case. Related user Indicate the application user that the person is associated with. For more details, see Managing Related Users. Please, note that by specifying a user in this field, you will grant them with access rights to all case records the given person is involved in. Figure 3: Calendar Managing Image Files This chapter outlines how to add and replace image files. Adding an Image File In order to add an image file, follow the steps below: 1. Click in the area where the person's photo, fingerprints, and signature will be displayed when uploaded. An Upload Photo / Fingerprint form will open (Figure 4). 2. Click the Choose File button and locate the file that you want to upload. Please, note that the file type should be either .png, .bmp, .jpg, or .gif. 3. Click the Save button to upload the selected file. Or, click Cancel to terminate the operation. 11 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 4: Uploading an Image File Replacing Image Files In order to replace an image file, follow the steps below: 1. Click the respective or icon that appears when you hover the mouse over the uploaded image. The Upload Photo / Fingerprint form will open. 2. Click the Choose File button and locate the file that you want to upload. 3. Click the Save button to upload the selected file. Or, click Cancel to terminate the operation. Managing Addresses This chapter outlines how to add, edit, and remove address records. Adding an Address Record In order to add a record for a Rwanda-based address, follow the steps below: 1. Click the Add button at the bottom of the Address field. An Address form will open (Figure 5). 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. 12 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Field Name Address Type Description Indicate whether you are going to provide information about the person's residential address, place of birth, or other address in the Address Type field. This field is mandatory. Note: If the list of address 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. Country Specify the Country of the person's address from the drop-down list. This field is mandatory. Please, note that by default, the address country will be set to Rwanda. However, you can select a different country. For countries other than Rwanda, you will be requested to provide the address details in the form of free text. For the Rwandabased addresses, you will be asked to make selection or enter information in the fields displayed. Note: If the list of countries 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. Province This field becomes available if the address country is set to Rwanda and is used to indicate the Province for the address. This field is mandatory. Please, note that selection of a province will filter the list in the District field and display only those instances that are related to the selected province. Note: If the list of provinces 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. District This field becomes available if the address country is set to Rwanda and is used to indicate the District for the address. This field is mandatory. Please, note that selection of a district will filter the list 13 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual in the Sector field and display only those instances that are related to the selected district. Note: If the list of districts 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. Sector This field becomes available if the address country is set to Rwanda and is used to indicate the Sector for the address. This field is mandatory. Please, note that selection of a sector will filter the list in the Cell field and display only those instances that are related to the selected sector. Note: If the list of sectors 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. Cell This field becomes available if the address country is set to Rwanda and is used to select the Cell for the address. This field is mandatory. Please, note that selection of a cell will filter the list in the Village field and display only those instances that are related to the selected cell. Note: If the list of cells 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 dropdown list. Village This field becomes available if the address country is set to Rwanda and is used to enter the name of the Village for the address. This field is mandatory. Note: If the list of villages 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. 14 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual P.O.B This field becomes available if the address country is set to Rwanda and is used to indicate the number of the person’s post office box. This field is mandatory. 3. Click the Save button to save the information input. Or, click Cancel to terminate the operation. Figure 5: Adding a Rwanda-based Address Record In order to add a record for an address in a country other than Rwanda, follow the steps below: 1. Click the Add button at the bottom of the Address field. An Address form will open (Figure 6). 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. Field Name Description 15 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Address Type Indicate whether you are going to provide information about the person's residential address, place of birth, or other address in the Address Type field. This field is mandatory. Note: If the list of address 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. Country Specify the Country of the person's address from the drop-down list. This field is mandatory. Note: If the list of countries 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. Addresses Enter the person’s address in the country specified in the previous field. This field is mandatory. 3. Click the Save button to save the information input. Or, click Cancel to terminate the operation. Figure 6: Adding a Foreign Address Record 16 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Editing Address Records In order to edit an address record, follow the steps below: 1. Click the (Edit) button to the left of the record that you want to modify. The Address 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 Address Records In order to remove an address record, click the (Remove) button to the left of the record. Managing Employment Records This chapter outlines how to add, edit, and remove employment records. Adding an Employment Record In order to add an employment record, follow the steps below: 1. Click the Add button at the bottom of the Employment field. An Employment form will open (Figure 7). 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. Field Name Current Employer Description Specify whether the person is currently employed by activating the respective radio button. 17 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Employer Name Enter the name of the person’s current or latest employer. This field is mandatory. Profession Indicate what profession the person has by selecting it from the drop-down list. Note: If the list of professions 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. Employment Start Date Indicate the person’s Employment Start Date. A calendar popup is available for this field, see Figure 3: Calendar. Employment End Date This field becomes available if the person is not currently employed and is used to specify their Employment End Date. A calendar popup is available for this field, see Figure 3: Calendar. 3. Click the Save button to save the information input. Or, click Cancel to terminate the operation. Figure 7: Adding an Employment Record Editing Employment Records 18 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual In order to edit an employment record, follow the steps below: 1. Click the (Edit) button to the left of the record that you want to modify. The Employment 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 Employment Records In order to remove an employment record, click the (Remove) button to the left of the record. Managing Education Records This chapter outlines how to add, edit, and remove education records. Adding an Education Record In order to add an education record, follow the steps below: 1. Click the Add button at the bottom of the Education field. An Education form will open (Figure 8). 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. Field Name Employer Level Description Select the level of employer from the drop-down list. This field is mandatory. Note: If the list of employer levels is long and hard to browse in, you can make use of the search option. To locate the instance that you 19 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual are looking for, you should enter the keyword in the search box above the drop-down list. Field of Study Specify the field of study from the drop-down list. This field is mandatory. If the desired field of study cannot be found in the list, select the Other option and enter the study field name in the new field that appears. Note: If the list of studies 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 dropdown list. 3. Click the Save button to save the information input. Or, click Cancel to terminate the operation. Figure 8: Adding an Education Record Editing Education Records In order to edit an education record, follow the steps below: 1. Click the (Edit) button to the left of the record that you want to modify. The Education 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. 20 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Removing Education Records In order to remove an education record, click the (Remove) button to the left of the record. Managing Children Records This chapter outlines how to add, edit, and remove child records. Adding a Child Record In order to add a child record, follow the steps below: 1. Click the Add button at the bottom of the Children field. A Children form will open (Figure 9). 2. Enter the child’s ID Number. 3. Enter the child’s Name. This field is mandatory. 4. Enter the Other name for the child, if any. 5. Specify the child’s Gender by activating the respective radio button. 6. Indicate the date when the child was born. A calendar popup is available for this field, see Figure 3: Calendar. 7. Click the Save button to save the information input. Or, click Cancel to terminate the operation. 21 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 9: Adding a Child Record Editing Child Records In order to edit a child record, follow the steps below: 1. Click the (Edit) button to the left of the record that you want to modify. The Children 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 Child Records In order to remove a child record, click the (Remove) button to the left of the record. Managing Conjoint Records This chapter outlines how to add, edit, and remove conjoint records. Adding a Conjoint Record In order to add a conjoint record, follow the steps below: 1. Click the Add button at the bottom of the Conjoint field. A Conjoint form will open (Figure 10). 2. Enter the Conjoint ID number. 3. Enter the Conjoint Name. This field is mandatory. 4. Select the Profession that the conjoint has from the drop down list. 5. Specify what the relationship between the conjoint and the person is. 22 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 10: Adding a Conjoint Record Editing Conjoint Records In order to edit a child record, follow the steps below: 1. Click the (Edit) button to the left of the record that you want to modify. The Conjoint 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 Conjoint Records In order to remove a conjoint record, click the (Remove) button to the left of the record. Managing Related Users This chapter outlines how to add, edit, 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 record, follow the steps below: 23 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual 1. Click the Add button at the bottom of the Related User field. A Related User form will open (Figure 11). Figure 11: Adding a Related User Record 2. Locate the user that is related to the given person. This can be done by using the search mechanism the Related User form is equipped with. To find a user, enter the user name or other details 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. 3. Click the Search in IECMS button. The list of all user records that match the search criteria will be displayed in the table below. 4. Select the user record to add to the form by activating the respective radio button. 5. 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 ten 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 page you want to navigate to. The (First), (Previous), buttons are used to navigate back and forth through the pages. (Next), and (Last) 24 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Editing Related User Records In order to edit a related user record, follow the steps below: 1. Click the (Edit) button to the left of the record that you want to modify. The Related User 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 Related User Records In order to remove a related user record, click the (Remove) button to the left of the record. 25 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual ASSETS INFORMATION The Assets Information section of the Individual form (Figure 12) is used to record information about the personal belongings – both tangible and intangible – that the person possesses. Examples of personal assets may include vehicles, land, shares, financial means and other assets. Figure 12: Assets Information Section For more details on what information is requested Assets Information section, refer to the table below. Field Name Vehicle Information Description Provide information about the vehicles that the person owns. For more details, see Managing Vehicles. 26 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Land Information Provide information about the land assets that the person owns. For more details, see Managing Land Assets. Other Assets Provide information about the other assets owned by the person. For more details, see Managing Other Assets. Managing Vehicles This chapter outlines how to add, create, import, edit, and remove vehicle records. It also describes how you can browse among the vehicle records to find the one that you are looking for. Adding a Vehicle Record In order to add a vehicle record, follow the steps below: 1. Click the Add button at the bottom of the Vehicle Information field. A Vehicle Information form will open (Figure 13). Figure 13: Adding a Vehicle Record 2. Locate the vehicle that is owned by the given person. This can be done by using the search mechanism the Vehicle Information form is equipped with. To find a vehicle, enter the vehicle type, make, or other details in the search box and specify the field to search in. 27 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual 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. 3. 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 search yields no results and the appropriate vehicle record cannot be found in the Rwanda IECMS database, you can create a new record to add to the form. For more details, see Creating a Vehicle Record. 4. Select the vehicle record that you want to add to the Individual form by ticking the checkbox to the left of the record. 5. Click the Save button to save the information input. Or, click Cancel to terminate the operation. Browsing among Vehicle Records In order to ensure fast page loading, the Vehicles 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 vehicle records displayed to you in the Vehicles table, click the number link of (First), (Previous), the page you want to navigate to. The buttons are used to navigate back and forth through the pages. (Next), and (Last) Creating a Vehicle Record In order to add a vehicle record, follow the steps below: 1. Click the Add button in the Vehicle Information window. A Vehicle Information form will open (Figure 14). 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. Field Name Description National ID Enter the National Id of the motor vehicle owner. Owner Enter the name and surname of the motor vehicle owner. 28 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Phone Enter the Phone number of the motor vehicle owner. Email Address Enter the Email Address of the motor vehicle owner. Plate Number Enter the plate number of the motor vehicle. This field is mandatory. Manufacturer Fill in the name of the vehicle Manufacturer in the respective field. Model Specify the vehicle Model in the respective field. Type Specify the Type of the vehicle under consideration. Year Select the year when the motor vehicle was made from the dropdown list. Note: If the list of years 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 dropdown list. Chassis Number Provide information about the base frame of a car specifying its Chassis Number. Engine No Enter the vehicle engine number. Is Left Hand Indicate whether the vehicle is intended for left-hand traffic. Power Enter the maximum power that the vehicle engine can put out. Weight Enter the total Weight of the vehicle. Vehicle CC Enter the engine displacement measure of the vehicle in cubic centimeters. Tax Payer Tin Provide the Taxpayer Identification Number of the vehicle owner. Registration Date Indicate the date when the vehicle was registered with the respective authority. A calendar popup is available for this field, see Figure 3: Calendar. Vehicle Description Provide a brief description of the vehicle in the form of free text. 29 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Frame No Enter the vehicle frame number, an identification number commonly assigned to it. Yellow Card Number Enter the number of the yellow card provided to the motor vehicle owner. Acquisition Date Indicate the date when the vehicle was acquired. A calendar popup is available for this field, see Figure 3: Calendar. Consumption Date Indicate the date when the vehicle will be liable for consumption. A calendar popup is available for this field, see Figure 3: Calendar. 3. Click the Save button to save the information input. Or, click Cancel to terminate the operation. Note: The system is designed to interact with the Rwanda Revenue Authority (RRA) database to obtain information about the vehicles owned by individuals. This way, if you know only a sub-set of the vehicle data, you can import the entire data set from RRA. For more details, see Importing a Vehicle Record. Please, be aware that the imported data set will overwrite the information manually provided for the vehicle. 30 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 14: Creating a Vehicle Record 31 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Importing a Vehicle Record In order to import a vehicle record from RRA, follow the steps below: 1. Click the Import from RRA button in the Vehicle Information window. An Import from RRA form will open (Figure 15). 2. Enter the vehicle plate number in the search field. 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. 3. Click the Search in RRA button. The list of all records that match the search criteria will be displayed in the table below. 4. Click the Save button to save the information input. Or, click Cancel to terminate the operation. Figure 15: Importing Vehicle Information from RRA Editing Vehicle Records In order to edit a vehicle record, follow the steps below: 1. Click the (Edit) button to the left of the vehicle record that you want to modify. The Vehicle Information 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 Vehicle Records 32 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual In order to remove a vehicle record, click the (Remove) button to the left of the record. Managing Land Assets This chapter outlines how to add, create, edit, and remove land asset records. It also describes how you can browse among the land asset records to find the one that you are looking for. Adding a Land Asset Record In order to add a land asset record, follow the steps below: 1. Click the Add button at the bottom of the Land Information field. A Land Information form will open (Figure 16). Figure 16: Adding a Land Asset Record 2. Locate the land property that is owned by the given person. This can be done by using the search mechanism the Land Information form is equipped with. To find a land asset, enter the land asset properties in the search box and specify the field to search 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. 3. Click the Search in IECMS button. The list of all records that match the search criteria will be displayed in the table below. 33 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Note: If the search yields no results and the appropriate land asset record cannot be found in the Rwanda IECMS database, you can create a new record to add to the form. For more details, see Creating a Land Asset Record. 4. Select the land asset record that you want to add to the Individual form by ticking the checkbox to the left of the record. 5. Click the Save button to save the information input. Or, click Cancel to terminate the operation. Creating a Land Asset Record In order to create a land asset record, follow the steps below: 1. Click the Add new button in the Land Information window. A Land Information form will open (Figure 17). 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. Field Name Description Land Asset Details Provide detailed information about the land asset by indicating the owner’s ID and full name, as well as other particulars. For more details, see Managing Land Properties. UPI Enter a unique parcel identifier (UPI) that will help to identify the land parcel, its location, and lot. This filed in mandatory. Type Specify the Type of the land under consideration by selecting it from the drop-down list. Note: If the list of land 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. Province Indicate the Province where the land property is located. Please, note that selection of the province will filter the list in the District field and display only the instances that fall within the selected province. 34 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Note: If the list of provinces 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. District Indicate the District where the land property is located. Please, note that selection of the district will filter the list in the Sector field and display only the instances that fall within the selected district. Note: If the list of districts 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. Sector Indicate the Sector where the land property is located. Please, note that selection of the sector will filter the list in the Cell field and display only the instances that fall within the selected sector. Note: If the list of sectors 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. Cell Indicate the Cell where the land property is located. Note: If the list of cells 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 dropdown list. Surface Specify what Surface the land occupies. Registration Date Indicate the date when the land asset was registered with the respective authority. A calendar popup is available for this field, see Figure 3: Calendar. Registration End Date Indicate the date when the land asset registration will expire. A calendar popup is available for this field, see Figure 3: Calendar. 3. Click the Save button to save the information input. Or, click Cancel to terminate the operation. 35 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 17: Creating a Land Asset Record Editing Land Asset Records In order to edit a land asset record, follow the steps below: 1. Click the (Edit) button to the left of the record that you want to modify. The Land Information 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 Land Asset Records In order to remove a land asset record, click the (Remove) button to the left of the record. Managing Land Properties This chapter outlines how to add and remove land property records. 36 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Adding a Land Property Record In order to add a land property record, follow the steps below: 1. Enter the ID of the person who owns the land asset. This filed is mandatory. 2. Indicate the land owner’s full name. This field is mandatory. 3. Enter the share of land they own in the respective field. 4. Click the Add button. The new record will appear in the Land Asset Details table (Figure 18). Figure 18: Adding a Land Property Record Removing Land Property Records In order to remove a land property record, click the (Remove) button to the left of the record. Managing Other Assets This chapter outlines how to add and remove other asset records. Adding Other Asset Records In order to add other asset records, follow the steps below: 1. Select the type of asset that best describes it from the drop-down list. This field is mandatory. Note: If the list of asset 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. 2. Indicate the asset value and other details, as appropriate. 3. Click the Add button. The new record will appear in the Other Assets table (Figure 19). 37 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 19: Adding Other Asset Records Removing Other Asset Records In order to remove other asset records, click the (Remove) button to the left of the record. 38 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual NOTES AND ATTACHMENTS The Notes and Attachments section of the Individual form (Figure 20) is used to record additional comments and issues related to the given personal record, as well as attach supporting documents and other files. Figure 20: Notes and Attachments Section For more details on what information is requested Notes and Attachments section, refer to the table below. Field Name Description Comments / Issues Provide additional comments and issues related to the given person. For more details, see Managing Comments / Issues. Attachments Attach supporting documents or images. For more details, see Managing Attachments. 39 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Managing Comments / Issues This chapter outlines how to add and remove comment and issue records. Adding a Comment Record In order to add a comment 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 21). Figure 21: Adding a Comment 2. Specify, whether the comment is public or private by selecting the respective option from the Note Type drop-down list. This field is mandatory. 3. Provide Note Details. This field is mandatory. 4. Click the Save button to save the information input. Or, click Cancel to terminate the operation. Removing Comment Records In order to remove a comment record, click the (Remove) button to the left of the record. 40 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual 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 22). Figure 22: Uploading a File 41 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual 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 case that the given person is related to, you may select the Share With Public checkbox at the bottom of the Attachments form. 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. Removing Attachments In order to remove an attachment, click the (Remove) button to the left of the attachment title. 42 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual HISTORY The History section of the Individual form (Figure 23) stores historical data about changes made to the Individual 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 23: History Section For more details on what information is stored and can be viewed in the History section, refer to the table below. Field 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. 43 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Note: The system stores all the previous modified versions of the task record and makes them available for comparison. For more details, see Comparing Individual Form Versions. Comparing Individual Form Versions The History section is integrated with an easy-to-use tool for comparing different versions of the Individual form recorded in the application 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 the 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 open displaying the selected versions of the form (Figure 24). 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. 44 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 24: Comparing Individual Form Versions Browsing among History Records The History section of the Task 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. 45 RWANDA IECMS | Individual Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 25: Browsing among History Records 46 RWANDA IECMS | Individual Form | 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 Civil Litigation Service Application User Manual • Rwanda IECMS Task Form User Manual • Rwanda IECMS Legal Entity 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 47
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