EMIS Dashboard Rwanda IECMS Task User Manual
Rwanda_IECMS_Task_UserManual
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TASK FORM USER MANUAL Version 1.0 RWANDA IECMS | Task Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual TABLE OF CONTENTS INTRODUCTION .................................................................................................................................................... 3 OVERVIEW ........................................................................................................................................................... 3 GENERAL INFORMATION ...................................................................................................................................... 5 MANAGING TASK RESPONSIBLES ............................................................................................................................ 7 Adding a Task Responsible Record .............................................................................................................. 7 Browsing among Task Responsible Records ................................................................................................ 8 Removing Task Responsible Records ........................................................................................................... 9 NOTES / ATTACHMENTS ....................................................................................................................................... 9 MANAGING COMMENTS / ISSUES ......................................................................................................................... 11 Adding a Comment Record ....................................................................................................................... 11 Removing Comment Records .................................................................................................................... 12 MANAGING ATTACHMENTS ................................................................................................................................. 12 Adding an Attachment .............................................................................................................................. 12 Viewing Attachments ................................................................................................................................ 14 Editing Attachments.................................................................................................................................. 14 Removing Attachments ............................................................................................................................. 14 HISTORY ............................................................................................................................................................. 15 COMPARING TASK FORM VERSIONS ...................................................................................................................... 16 BROWSING AMONG HISTORY RECORDS ................................................................................................................. 17 SAVING DATA ..................................................................................................................................................... 19 REFERENCES ....................................................................................................................................................... 19 1 RWANDA IECMS | Task Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual TABLE OF FIGURES FIGURE 1: GENERAL INFORMATION SECTION ..................................................................................................... 5 FIGURE 2: CALENDAR........................................................................................................................................... 7 FIGURE 3: ADDING A TASK RESPONSIBLE RECORD .............................................................................................. 8 FIGURE 4: BROWSING AMONG TASK RESPONSIBLE RECORDS ............................................................................ 9 FIGURE 5: NOTES / ATTACHMENTS SECTION .................................................................................................... 10 FIGURE 6: ADDING A COMMENT ....................................................................................................................... 12 FIGURE 7: UPLOADING A FILE ............................................................................................................................ 13 FIGURE 8: HISTORY SECTION ............................................................................................................................. 15 FIGURE 9: COMPARING TASK FORM VERSIONS ................................................................................................. 17 FIGURE 10: BROWSING AMONG HISTORY RECORDS ......................................................................................... 17 2 RWANDA IECMS | Task Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual INTRODUCTION This document describes the Task 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 tasks to be carried out. 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 • Rwanda National Public Prosecution Authority 3 RWANDA IECMS | Task Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual • Rwanda Judiciary • Rwanda Correctional Service • Civil Litigation Service The Task module within Rwanda IECMS is designed to facilitate the communication between the officers from different institutions engaged in the same case processing. It gives the opportunity to record the activities to be carried out by the respective official within the organization that the task initiator belongs to or by an official from a different institution. The module allows tracking the task implementation from the day it is initiated till the day it is completed. In the current design, the Task form consists of the following sections: • The General Information section is used to add and display information on the tasks to be implemented during the case processing. The information to be provided in this section includes the task details, such as the task subject, the case the task is related to, people responsible for the task implementation, etc. • The Notes / Attachments section is used to record additional comments and issues related to the given task, as well as attach supporting documents and other files. The task workflow details are also presented in this section. • The History section of is used to view information on access to the given task record and the changes made to it. Rwanda IECMS provides a web-based user interface and requires having a web browser pre-installed. 4 RWANDA IECMS | Task Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual GENERAL INFORMATION The General Information section of the Task form (Figure 1) is used to add and display information on the tasks to be implemented during the case processing. The information to be provided in this section includes the task details, such as the task subject, the case the task is related to, people responsible for the task implementation, etc. Figure 1: General Information Section 5 RWANDA IECMS | Task 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 Details Description This field encompasses non-editable information on the given task. This information is automatically generated by the system and becomes available upon saving the form. This information includes the following: • Created on – displays the date when the task record was created. • Created by – displays the name of the user who filed the task. • Created Role – displays the role of the person who filed the task. Additionally, you are requested to provide the following information on the task in this field: • Task Type – select the task category the best describes it from the drop-down list. • Priority Type – indicate the importance that the task implementation carries. • Due Date – specify the date when the task activities are expected or planned to be completed. A calendar popup is available for this field, see Figure 2: Calendar. Subject Enter a one-line synopsis of the task that will serve as the task Subject. This field is mandatory. Description Provide a brief Description of the activities to be carried out within the scope of the given task. This field is mandatory. It can be several paragraphs of free text. 6 RWANDA IECMS | Task Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Regarding Case This is an automatically generated field that indicates the case that the task is related to. It is automatically populated with the case details, such as the case number, case status, and the name and role of the person in charge of the case. Note: If several cases are displayed in this field, you will be requested to select the one the task is related to. This can be done by activating the radio button to the right of the case record. Regarding Responsibles List all justice sector officials who will be assigned to implementing the task. For more details, see Managing Task Responsibles. Next, indicate whether the selected officials will be entitled to receive notifications regarding the task implementation. Figure 2: Calendar Managing Task Responsibles This chapter outlines how to add and remove task responsible records. Adding a Task Responsible Record In order to add a task responsible record, follow the steps below: 1. Click the Add button at the bottom of the Regarding Responsibles field. An Add Regarding Responsible form will open (Figure 3). 7 RWANDA IECMS | Task Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual 2. Locate the appropriate person by making use of the search mechanism that will find and display the person that matches the selected criteria. The following criteria are available: 3. 4. 5. 6. • Institution • Level • Institution Office • Responsible Role Note: Selection of a search criterion from one drop-down list will filter the list in the next field and display only those instances that are related to the selection. Moreover, if the list of available criteria 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. Alternatively, you may enter the person’s name or any part of it in the search box. Click the Search button. The personal records that match the search criteria will be displayed. Select the person to assign the task to by ticking the checkbox to the left of the record. Please, note that the persons that have already been assigned to the task will appear in the read-only mode and will not be subject to selection. Click the Save button to save the information input. Or, click Cancel to terminate the operation. Figure 3: Adding a Task Responsible Record Browsing among Task Responsible Records 8 RWANDA IECMS | Task Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual In order to ensure fast page loading, the Add Regarding Responsible form is configured to display only five personal records per page. However, you can easily locate the record you are looking for by browsing for it. To browse among the personal records displayed to you, click the number link of the page you want to navigate to. The (First), (Previous), navigate back and forth through the pages. (Next), and (Last) buttons are used to Figure 4: Browsing among Task Responsible Records Removing Task Responsible Records In order to remove a task responsible record, click the (Remove) button to the left of the record. NOTES / ATTACHMENTS 9 RWANDA IECMS | Task Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual The Notes / Attachments section of the Task form (Figure 5) is used to record additional comments and issues related to the given task, as well as attach supporting documents and other files. The task workflow details are also presented in this section. Figure 5: Notes / Attachments Section For more details on what information is requested in the Notes / Attachments section, refer to the table below. Field Name Comments / Issues Description Record task related comments and issues. For more details, see Managing Comments / Issues. 10 RWANDA IECMS | Task Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Attachments Attach any related documents or images. For more details, see Managing Attachments. Workflow Details This is a read-only field that provides information on the workflow actions taken in relation to the given task form. The information displayed in this field includes the following: • Action Date – date when the modification was made; • Action – description of the action performed; • Details – supporting details regarding the action taken. • User – name of the user who performed the action; • Resulting State – workflow state of the form, resulting from the action taken. 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 Comment form will open (Figure 6). 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. 11 RWANDA IECMS | Task Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 6: Adding a Comment Removing Comment Records In order to remove a comment record, 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 7). 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 (;). 12 RWANDA IECMS | Task Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual 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 task is related to, you may select the Share With Public checkbox at the bottom of the Attachments form. Figure 7: Uploading a File 13 RWANDA IECMS | Task Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual 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. 14 RWANDA IECMS | Task Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual HISTORY The History section of the Task form (Figure 8) stores historical data about changes made to the Task 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 8: 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; 15 RWANDA IECMS | Task Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual • 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 Task Form Versions. Comparing Task Form Versions The History section is integrated with an easy-to-use tool for comparing different versions of the 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 task form, follow the steps below: 1. Tick the checkboxes to the left of the records you want to compare. 2. Click the Compare button. A new window will open displaying the selected versions of the task form (Figure 9). 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. 16 RWANDA IECMS | Task Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual Figure 9: Comparing Task 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. Figure 10: Browsing among History Records 17 RWANDA IECMS | Task Form | User Manual INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual 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. 18 RWANDA IECMS | Task 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 Legal Entity Form User Manual • Rwanda IECMS Individual 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 19
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