EMIS Dashboard Rwanda IECMS Task User Manual
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TASK FORM
Version 1.0
USER MANUAL
INTEGRATED CRIMINAL JUSTICE INFORMATION SYSTEM OF IRAQ | Personal Information | User Manual
RWANDA IECMS | Task Form | 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
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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
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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
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• 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.
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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
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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
Description
Details
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.
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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).
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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:
• 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.
3. Alternatively, you may enter the person’s name or any part of it in the search box.
4. Click the
Search
button. The personal records that match the search criteria will be displayed.
5. 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.
6. 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
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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)
,
(Next)
, and
(Last)
buttons are used to
navigate back and forth through the pages.
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
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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
Description
Comments / Issues
Record task related comments and issues. For more details, see
Managing Comments / Issues.
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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.
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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 (;).
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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
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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.
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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
Description
Audit Trail
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;
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• 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.
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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
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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.
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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
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