Improving the Crime Service through technology - Annual Public User Event 2021 Jayne Gardner - GOV.UK
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Improving the Crime Service through technology Annual Public User Event 2021 Jayne Gardner Justice Matters
Why are we reforming the crime service?
We rely on paper based systems &
poor IT infrastructure, which drives
The criminal justice system is designed
over reliance on physical hearings to
around experts rather than the citizens
move cases forward. The result is to
we serve.
sink resources into estates and manual
processing instead of good services.
We administer arcane processes that
Resource and time allocation does not
are hard to administer & even harder
reflect the work being done – simple
to navigate. Court is used to solve
things can take a lot of time.
issues better dealt with elsewhere.
2
Justice Matters
The vision for crime reform
The Crime Programme will make the criminal justice system more robust and flexible and transform the way we
work, delivering efficiency and effectiveness. We will achieve this by:
• Improving and automating business processes – activities will be automated, reducing administrative effort
and avoiding errors and delays; online case management will be enabled
• Sharing data and information – access, appropriate to the relevant party, will be provided to the most up-to-
date version of the case at any time
• Enabling new ways of managing business processes by moving to structured data and away from document
images
• Eliminating re-keying and ending duplication of effort across CPS and HMCTS
• Driving a joined-up, standardised and simplified way of working to improve efficiency and quality, reducing
delays
3
Justice MattersCrime Programme Design Principles
Develop a design that is led Ensure that proceedings and
Improve engagement of
Preserve Judicial by understanding the needs information requiring public
public users in the Criminal
independence of victims, defendants, access are transparent to the
Justice System
practitioners and witnesses public
Have an approach that is
Work with others to provide clearly linked to business
Improve effectiveness
better guidance, signposting benefits with a view to all Reduce reliance on the
through timely sharing of
and access to services changes improving the physical courtroom where
high quality information,
through alternative digital effectiveness, efficiency possible
thereby reducing delays
channels and/or user experience of the
system
Actions are taken in advance
Develop a common process Be digital by design and use
of hearings and in Have a shared view of Case
that reduces duplication automation where
accordance with any information
across the CJS appropriate
directions or timetable
Develop processes such that
Develop a service which is
criminal cases are clearly
Have the right people in the Deliver a single source of futureproof and responsive to
part of a common national
right place at the right time management information legislative or operational
model, with variations only
change
where essential
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Justice MattersCrime Programme Design Principles
Specific to technology
Develop a design that is led Ensure that proceedings and
Improve engagement of
Preserve Judicial by understanding the needs information requiring public
public users in the Criminal
independence of victims, defendants, access are transparent to the
Justice System
practitioners and witnesses public
Have an approach that is
Work with others to provide clearly linked to business
Improve effectiveness
better guidance, signposting benefits with a view to all Reduce reliance on the
through timely sharing of
and access to services changes improving the physical courtroom where
high quality information,
through alternative digital effectiveness, efficiency possible
thereby reducing delays
channels and/or user experience of the
system
Actions are taken in advance
Develop a common process Be digital by design and use
of hearings and in Have a shared view of Case
that reduces duplication automation where
accordance with any information
across the CJS appropriate
directions or timetable
Develop processes such that
Develop a service which is
criminal cases are clearly
Have the right people in the Deliver a single source of futureproof and responsive to
part of a common national
right place at the right time management information legislative or operational
model, with variations only
change
where essential
5
Justice MattersWho are our users?
Judiciary Witnesses Victims Defendants
Advocates Defence firms Prosecutors Experts
Youth
Probation
Police Witness care Offending
Service
Teams
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Justice MattersHow do we know what users need?
Defence
Practitioner Collaboration
Working with CPS
Regular
Group
User engagement
Researchers with other
stakeholders
Working
Regular court groups on
visits specific
functionality
Operational
Validation of
staff seconded
designs with
to the
users
programme
Judicial Feedback
from people
Engagement using the
Groups system
Judicial
Working
User Public
Engagement
Group
needs Events!
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Justice MattersThe multi disciplinary team
Strategic Design Technical Design Digital Delivery Implementation
& Engagement & Architecture
Delivery Business
Business
Service Owner managers Change
Analysts
Managers
Tech Leads
Service Technical Subject Matter
Managers Architects Developers Experts
Business
Product
Owners
Project Professionals
8
Justice MattersOur Target Operating Model: Crime path to 2023
By the end of 2020…
• Common Platform rolled out to first early adopter site and two new Court and Tribunal
Service Centres
• Incorporated new technology and ways of working into a national service which provided
support to new services. In addition to TfL and TVL, who were already using Common
Platform for Single Justice Procedures
• DVLA began using for Single Justice Procedure (SJP), following Transport for London and
TV Licensing
• Police forces in England and Wales also started to using the SJP process for COVID
regulation breaches
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Justice MattersOur Target Operating Model: Crime path to 2023
By early 2022…
• All courts in England and Wales will be live on Common Platform
• DVLA and some Police forces will be prosecuting SJP offences using Common Platform
and some non-police prosecutors will start to use it too
• Staff will be moved into CTSCs working on reformed IT and processes
• Feasibility work on defendant engagement with Norfolk and Suffolk police forces will also be
completed
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Justice MattersOur Target Operating Model: Crime path to 2023
By March 2023…
• Reform of all in scope Crime Services will have been achieved
• Criminal court measures contained in Judicial review and Courts Bill will have been enacted
• Areas previously in transition will be reformed, and all projects will be concluded by March
2023
• Additional functionality will have been introduced including interfacing CPS with the
Common Platform, replacing Digital Case System (DCS) in the Crown Courts, introducing
enhanced case progression functionality and integrating with new Scheduling and Listing
and publication solutions
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Justice MattersTechnological enablers for Reform
Single Justice
Service Common Platform Video
Hearings
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Justice MattersSingle Justice Service
SJS was designed to take simple, low-level cases, most of which only result in a financial penalty, out of
the court room where possible and appropriate. This means that:
• A higher volume of cases can be dealt with, as cases can be dealt with outside scheduled court times
in the Courts and Tribunals Service Centres (CTSCs)
• Hearings will be quicker and reduce the use of paper, forms, duplication and delay.
• Court staff no longer need to print thousands of sheets of paper each week and spend time preparing
and transporting physical files to and from court.
• Defendants are able to make a plea online if they choose to. This increases the speed by which such
cases are heard and resolved.
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Justice MattersSingle Justice Service
850,000 Over 95% of court
Around
summary only, non-imprisonable
decisions made without need for
a hearing, saving prosecutor,
Over 23,000
offences per year dealt with
magistrate, usher and courtroom Online Pleas received
outside the courtroom
resource.
more than
535,000 Make a
1,742 Police
cases have been managed
Plea interactions on Common Platform
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Justice MattersCommon Platform
The Common Platform is the new digital case management system which brings together all the
relevant information about a criminal case from beginning to end. It will:
• Improve the process for everyone – from legal professionals to victims and defendants – whilst
also reducing costs and maintaining transparency.
• Replace old legacy systems with a single system providing access to all the material necessary to
deal with cases efficiently and effectively.
• Make the criminal justice system more robust and flexible.
• Help remove the manual handling of documents, duplication of process and the re-keying of
information.
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Justice MattersCommon Platform
This equates to
101 47,290 cases
A total of
courts are now using
44% of courts have been
Common Platform now live with accepted onto the
Common Platform Common Platform
55,480 7,353 Crown
Magistrates’ Court Court hearings
hearings have have been
been managed on managed on
Common Platform Common Platform
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Justice MattersVideo Hearings
• Many criminal hearings can take place using video or audio technology, removing the need for
participants to attend court in person, thus saving on time and costs.
• Audio and video technologies have long played a role in courts and tribunals. In response to Covid 19,
we rolled out a new interim videoconferencing technology, known as the Cloud Video Platform (CVP),
to support a range of remote hearings across England and Wales and to keep justice going. This
accelerated our work to design and deliver a bespoke Video Hearings Service as part of the
transformation of the courts and tribunals’ service.
• Currently we are transitioning from the interim Cloud Video Platform Solution to our end state video
hearing solution with roll out in the criminal jurisdiction planned for early 2022.
• The final decision about using video technology in any criminal hearing is always taken by the judge or
magistrates, and only when they believe it to be in the interests of justice to do so.
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Justice MattersVideo Hearings
CVP has now been rolled All Magistrates and There have been over
out to all Magistrate
Courts and Crown Courts
Crown Courts that are
open have the
350,000 court
hearings using the Cloud
in all 7 regions capability to conduct
video hearings
Video Platform
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Justice MattersWhat difference will it make?
• All parties including the judiciary, solicitors and barristers, the Crown Prosecution Service and court
staff can securely access the most up-to date case information available.
• Digital ways of working make it easier to submit materials to the courts, and enable lawyers to
represent clients remotely where appropriate, saving time, effort and cost.
• Once a case is resulted, the results are shared immediately with all our CJS partners including the
police and the Legal Aid Agency without the need for clerical intervention.
• Notices, orders and warrants are generated and sent automatically once the result has been entered
on the system.
• Information and materials about cases stay with the case as it passes through the system, removing
the need for re-keying.
• Paper forms will be replaced with digital data capture meaning all information is in on place.
• Some business processes will be automated where appropriate, reducing administrative effort and
avoiding errors and delays.
• These efficiencies will reduce the cost of the courts to the taxpayer.
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Justice MattersWe continue to learn and adapt
Getting this far has not been without challenges. We continue to proactively learn and adapt to address the
challenges and we are getting better at doing this. Some of the initiatives we have introduced in this regard include:
• Better management of the issues log in terms of clarity of action required and accountability
• Establishing data to measure how well changes are been embedded in the courts and forecast demand
• Consolidating all existing common platform SOPs into a single end to end process thereby providing clarity of
task and roles
• Embedding change by providing clarity of activities performed by each role in the court and CTSC
• Piloting new key functionality with model courts and model offices before national release
• Reducing the number of sources the business need to find answers by harmonising all guidance materials
onto role based intranet pages
• Following feedback we have redesigned learning materials to be more accessible for end users
• The programme continues to reprioritised increments to ensure future delivery maximise areas of benefit for
the business
• We continue to provide livesupport to the court to resolve day to day challenges
• We periodically conduct court site visits to see how CP works in reality
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Justice MattersWhat’s next?
• Evaluate progress and take feedback from all live sites feeding in lessons learned for planning and
preparing for roll out to the remaining courts
• Common Platform to be available in all courts by early 2022
• Police SJP roll out by the end of March 2022
• Further functionality will be introduced between now and the end of 2022 including:
• Enhanced case progression functionality
• Integration with the new Scheduling and Listing and publications solutions
• CPS case management system will be integrated into the Common Platform
• Non-Police Prosecutors will be onboarded to Common Platform
• Legacy systems in courts will be replaced
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Justice MattersWe can still do better. Tell us how!
How could we improve
our engagement with What additional
the public to ensure technological
the crime service improvements do you
meets their needs? expect or want to see?
Do you have any ideas
for improving our
technology further?
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Justice MattersThank you for attending this session. If you have any questions for the closing Q&A panel please email: changesomethingthatmatters@justice.gov.uk
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