State Courts of

1 Do More Online Why, What, How?

2 Brief facts about Singapore

3 About Singapore • Singapore is a small, young island-nation with no natural resources

• With a population 5.65 million, it is one of the world’s most densely populated countries, with a size of 718 km2, about the size of New York City Moving to the New State Courts Towers by 2020

5 Digital-savvy population

• Mobile penetration rate– 150.8% (2017 – increasing trend https://www.imda.gov.sg ) • Residential broadband pentration rate – 94.3% (2017 - reliance on “land-lines” steadily decreasing, https://www.imda.gov.sg) • Government-led Free Wifi initiative at many public areas including our Hawker Centres

6 Why Go Online?

• A Whole-of-nation journey to harness ICT, networks and data for the good of the country

7 A Common Login ID

• Singpass is a userid/password that allows users to transact with the Government online and is also a ‘digital signature’ for e-filing purposes. • Makes it easier for the Judiciary to provide e- services as we do not need to develop our own software to authenticate users, and makes it easier for lawyers and the public to access e- services.

8 Why Go Online?

9 Why go online?

Online hearings promise to increase

Effectiveness: Online hearings can be supported by a variety of online decision-support tools

Accessibility: Physical attendance not required, tools and data to support litigants in person.

Timeliness: Reduce queues & waiting times, reduce waiting times *************************** Free up resources/judicial time for cases where online hearing is currently not the preferred option: eg: Community Court cases 10 10 Challenges: Developing Processes & the Software How do we develop new systems and processes? Are present The first rule of any technology used in a procurement rules optimal? business is that automation applied to an efficient operation will magnify the Costs involved in changing efficiency. (improving) processes mid- The second is that automation applied to an stream while the system is being inefficient operation will magnify the developed inefficiency. Whether a legal system has the ---- Bill Gates flexibility to have ‘pilot schemes’ to test out new processes before embarking on IT development (Is there a “Rules Committee” you need to clear first?)

Partnerships with Universities to develop new technologies? 11 The Danger of Overpromising

“But the deeper reason that technology so often disappoints and betrays us is that it promises to make easy things that, by their intrinsic nature, have to be hard.” - New York Times, 16 Nov 2018

Not every aspect of a Court hearing can be simplified and automated. The challenge is to figure out what we can do, and how much we can do.

12 What are we doing “online”?

• Criminal Justice Division – Using existing features in the Integrated Case Management and Filing System (ICMS) to deal with interlocutory applications. – Recent legislative amendments to allow for increased use of video-link for criminal cases. • Community Justice & Division – The Community Justice and Tribunals System (CJTS), a system for e-filing, e-negotiation, e-mediation of Small Claims.

13 Criminal Justice Division

14 14 Integrated Case Management & Filing System (ICMS) • A very brief overview of the ICMS • To explain how ICMS was essential to going “online” for various pre-trial Criminal matters

15 Handling the Criminal Caseload • 34 Criminal Courts and 38 Judges handle 99% of all of Singapore’s criminal caseload Criminal • Two end-to-end systems handle the Justice Division criminal caseload: – ICMS (2014) – ROMS (2010 – to be integrated in 2019) Criminal Mentions Courts

Traffic Night Court Courts

Coroner’s Community Bail Court Court Courts Integrated Case Management & Filing System (ICMS) • Integrated e-filing, e-workflow & e-court hearing system • Complete end-to-end electronic management of case life cycle

•Without ICMS, it would be •24/7 availability hard to think of conducting •All stakeholders “online hearings”

• Scheduling • Processing • Hearing • Tracking

• Initiation • Committal Standardisation for Data Exchange

• Moving from mere data exchange to Cross-domain interoperability • Cross-domain: Prosecution / Courts / Prisons • Interoperability: “Virtual” case file/docket that can be “opened” and accessed by different users who have the appropriate access

18 Innovation and Uniqueness

• Real-time Synchronisation • End-to-End Integration (including the Finance System) • Data Standardisation

Prosecution initiates Court makes Order Prisons charges State Courts

Input / reports

Eg. Health Sciences Authority, Institute of Mental Health, Probation Services Branch

19 Standardisation for Data Exchange

• Standardisation of data format was developed to ensure interoperability for electronic data exchange between the State Courts and agencies • 113 data elements were defined (e.g. offence codes, case info, sentencing info) and agreed amongst all agencies

20 Key Benefits

• Greater control over timing and location of Convenience filing: immediate filing from desktop 24/7 without going to the courthouse

• Real-time filings, delivery and access into the Real-time Access Courts’ electronic files and case outcomes • Case info is entered into the system once, and Time and resource is auto-populated for subsequent use savings • Does away with paper files • Auto-generate court orders such as Warrants Auto-generate orders of Remand and Warrants of Arrest • Orders are entered directly by judges and Faster turnaround immediately sent to the Bail Centre, Finance time Section for fine payments or to the relevant agencies (e.g. Prisons) • Facilitates greater accessibility, accuracy, Single Source of Data transparency, and efficiency for criminal justice stakeholders

21 “Going online?”

• Criminal Proceedings • Criminal Proceedings by by Video-link (all way of online parties need to be forms/applications present at the same (parties need not be time) present at the same time).

22 Video-link Proceedings

Pre-trial Conferences are Video link to various conducted with prosecuting agencies attending by video-link.

Demand by various prosecuting agencies to attend PTCs by video- link will exceed the current system capability of 4 concurrent users. As and when there are Lawyers and unrepresented cases involving persons in on bail currently attend remand, Prisons will in person connect via-video link

Defendants in remand will be If interpretation is required, interpreters connected by video-link. They will currently have to be physically present be able to speak to their lawyer in the room, but we are exploring immediately before or after the PTC remote interpretation as well. session using a consultation room next door. 23 Video-link Proceedings

• Pre-trial Conference/ Case Disclosure Conferences may be heard via video-link (s.222 CPC) • Certain other types of Criminal Matters may be heard by video-link such as bail applications. • This year, the law amended to allow for “pleading guilty” by video link(s.281(3) CPC)

24 Video-link Proceedings

Other ongoing projects in the State Courts may be useful to Video-Link proceedings: • Development of a Speech Transcription System for automated real-time generation of a record of proceedings. • Remote interpretation services

25 ICMS: Opportunities for virtual/online hearings • An Electronic Casefile and Electronic Judge’s Minutes sheets creates opportunities for virtual/online hearings. • All parties, including Accused persons (whether on bail or in remand), are allowed electronic access to their case files and documents uploaded by the prosecution. • Login via Singpass.

26 ICMS: Opportunities for virtual/online hearings • Prosecution/Defence/Accused allowed to file online applications in ICMS – Drop down options to guide applicant on the nature of the application as well as an “Others” option. – Supporting documents such as e-mail from the other party can be uploading. – Application can be dealt with by the PTC Judge “offline” with no need for parties’ attendance. – Automatic notification via ICMS of the applications outcome (approved/ rejected – with reasons – eg: insufficient supporting document(s) attached) 27 ICMS Applications

Any type pre-trial /interlocutory application can be made via online applications (Judge has to decide whether parties have to be heard or whether matter can be “Notification” should be decided ‘offline’. more informative – shouldn’t need to click to find out more. 28 ICMS Tabs can be clicked to review case information Applications

Application is a standard template generated in PDF form

Supporting documents can be uploaded

I can use ICMS to give internal directions (rarely used)

Directions can be given here and parties will be notified 29 ICMS Applications

• Many pre-trial matters can be dealt with through ICMS online applications. • No need for parties to attend a pre-trial conference for such matters, especially if they are uncontested: – Case adjournments (Parties’ should upload progress updates or provide good reasons for adjournments) – Criminal Case Disclosure Directions – Applications to Leave – Applications for dates for a guilty plea

30 ICMS Applications

• Applications can be filed and dealt with during or after office hours. • Certain types of “fully automated” applications are available which the system will generate the next date. – Very short adjournments – Application for dates to plead guilty (with certain restrictions)

31 ICMS Future Enhancements Applications

• Currently, affected parties are notified of the results of ICMS applications (and other changes) only if they log into ICMS. • System will be enhanced to provide e-mail and phone messaging notifications.

32 Expanding Possibilities

• We have various ongoing projects whose deliverables may facilitate an expansion in online hearings. • A litigant/ who goes online may need help beyond what the typical ‘chatbot’ provides (we Highlighting 2 projects: Sentencing Information & have a chatbot for general Research Repository (SIR) queries) Intelligent Case Retrieval System (ICRS) 33 Sentencing Information & Research Repository (SIR) • ICMS generates a large Offender amount of structured data

Sentencing • SIR was created to import Factors and store ICMS sentencing data for the purpose of retrieval, display, and analysis.

34 Outcomes from all criminal cases (excluding minor regulatory offences) are automatically transferred to the SIR database

35 Users may ‘drill-down’ to obtain more details from the basic graph

36 Detailed case information made publicly available

37 Challenges

User Issues Input Issues • Large quantity of • Easy to transfer data structured data – • May be confusing to data transfer can be members of the automated public/ litigants in • Unstructured data is person more challenging and currently requires manual intervention

38 Text Analytics: Criminal Cases

Researchers/students from the NTU are helping us develop an algorithm to read unstructured data in ICMS such as: • The indictment/charge • The prosecution’s Statement of Facts

If we create an algorithm that can understand unstructured data, we can automate the process of data transfer from ICMS into SIR.

39 Text Analytics: Criminal Cases Developing an algorithm that can knows how to read charges and other documents related to a criminal case has another use: • It can act as an interface between a defendant and the sentencing database • The defendant can upload his charges for the algorithm to read and the algorithm can access the database to pull out sentencing data and statistics that are relevant to his case.

40 Text Analytics for “intelligent search” : Civil Cases • Concurrently, the Judiciary is working with a different group of researchers from the same local university have developed an Intelligent Case Retrieval System (ICRS) as an “intelligent search tool” for Road Traffic Accidents and Personal Injury Matters. • Assists in assessment of damages by intelligently searching for relevant cases and decisions. • Superior to reference books as the system is continually updated with the latest cases 41 Community Justice & Tribunals Division

42 42 Community Justice & Tribunals System

Online Filing and Case Management System Online Dispute Resolution (ODR) Platform

CJTS Features

Automated Processes

E-Assessment

24x7 Access

E-Negotiation / E-Mediation

Online Applications

Secured Platform • There are automated processes to assist litigants in filing and uploading documents: Automated • Drop down list of types of Process disputes • Auto-population of information from the user’s log-on profile • Auto-population of Pre-filing Checklist information in the Claim Form • Validation checks • Validate that the claim is within the ’s jurisdiction before the claimant proceeds to file his claim.

• Reduces the number of claims which E-Assessment are outside of the Tribunal’s jurisdiction, saving time and resources.

• Prompts the claimant to consider issues carefully and seek independent legal advice.

• Draws the claimant’s attention to potential issues but does not prevent the claimant from filing his claim. Pre-filing Questions

Are you an undischarged bankrupt? Is the Respondent residing in Singapore?

Is there an Have you paid arbitration clause the stamp Do you have the in your agreement? duty on the Respondent’s agreement? address for service?

Has the credit term Did the or delivery Do you have a dispute occur date memorandum of more than a passed? consent to claim year ago? > $10,000? Pre-Filing Checklist (CDRT)

50 Pre-Filing Checklist (CDRT)

51 • Parties are able to negotiate an amicable settlement without E-Negotiation requiring the intervention of a third party. • E-negotiation system sends, receives and stores communications between parties in a secured platform. • Prompts parties to consider a win- win solution. • Upon reaching a settlement, parties are able to apply for a consent order online. eNegotiation

53 eNegotiation

54 eNegotiation – Agreement

55 Online consent order

56 • Conducted within a chatroom setting. E-Mediation • Displays key information and provides easy access to key documents. • Customised mediator tools to assist the mediator in the conduct of the mediation. • Option given to mediator to communicate with one party privately. eMediation – Mediation Guide

58 • Parties are able to e-serve documents through CJTS. Online • Applications (e.g. Amendment of Applications Claim, Change of Dates, Submissions for Hearing, Setting Aside, Leave to ) are submitted online. • Eliminates the need to attend court to submit applications by hand. • Responses to the applications filed can be sent to parties through CJTS. Examples of Online Applications

60 • System authenticates the parties’ identities through a secured login process. Secured • SingPass (for individuals) and Platform CorpPass (for business entities) which are issued by the government.

• CJTS Pass issued for those not eligible for SingPass or CorpPass, eg, tourists. e-Negotiation e-Mediation on Community Justice & Tribunals System I’ve received a claim against my shop for $1,500 for a defective Let me see if I can e-Negotiate with him. I can make 3 attempts before my consultation date. Let’s see how this goes.

CLAIMANT John

I bought a phone in January but the button is not responsive even though it has been replaced twice. I want a full refund of RESPONDENT $1,500. Mary John’s Home e-Negotiation

Community Justice and Tribunals System ROUND 1

Respondent says: Hi,Hi, I’m I read Jamie. your Iclaim. am here I can to offer answer you a newyour phone questions of the samerelating to model. State Courts

Claimant says: I do not trust the phones in your shop anymore. I want my money back e-Negotiation

Community Justice and Tribunals System ROUND 2

Hi,Respondent I’m Jamie. says:I am here to answer your questions relating to I can either repair the phoneState for youCourts or pay $600

Claimant says: How about I return the phone to you, and you pay me $1,000? e-Negotiation

Community Justice and Tribunals System ROUND 3

Hi,Respondent I’m Jamie. says:I am here to answer your questions relating to The best that I can offer is State$800, Courtsand I will take the phone back.

Claimant says: Ok, we have a deal. An overview

Court Users Seamless Experience @ Live Chat on State i-Help Screen Toolkit for self- guided tour Courts StateWebsite CourtsAn interactive Court users can touchscreen self- Court opt for a 'live'BUT help screen. Court users/visitors can Web Chat Option. users can find do a self-guided A Call Centre directions/ tour at their Officer will pathfinder, convenience and respond to the information about own pace. There WhatCourt user in realif- thereservices found is on is an interactive time. The 'live' that level. Court virtual tour guide, chat can also be users can also videos, By Infinity Commsnotransferred settlement? to Call speak to a Call augmented Centre hotline if Centre officer for reality, virtual the enquiry is assistance with reality to enhance more complex or the Call-to-Assist the tour case-specific. intercom button. experience. e-Negotiation

Community Justice and Tribunals System ROUND 3

Hi,Respondent I’m Jamie. says:I am here to answer your questions relating to The best that I can offer is State$800, Courtsand I will take the phone back.

Claimant says: No, I can’t accept your offer, the value is too low. e-Mediation

Community Justice and Tribunals System

I bought a defective phone for $1,500. The respondent has offered to refund $800 and will take back the phone.

Hi,Claimant I’m Jamie. (private I am message) here to answer: your questions relating to Since I bought the phone, StateI have Courtsnot been able to use it. Ask the respondent to give me a refund $1,000.

MEDIATOR (private message): Are you willing to give a refund of $1,000?

Respondent (private message): The claimant modified the phone and has voided the warranty. I can only give a refund of $800. e-Mediation

Community Justice and Tribunals System

I bought a defective phone for $1,500. The respondent can refund $800 and will take back the phone.

Hi, I’m Jamie. I amMEDIATOR here to answer (joint session) your questions: relating to Can claimantState and Courts respondent settle at $850?

Claimant (joint session): I can agree to $850.

Respondent (joint session): I can agree to an $850 refund as well. An overview

Live Chat on State i-Help Screen Toolkit for self- Court Users Seamless guided tour Courts Website An interactive SettlementCourt users can is touchscreenreached self- Court Experienceopt for a 'live' help screen. @ Court users/visitors can Web Chat Option. users can find do a self-guided A Call Centre directions/ tour at their StateOfficer will Courtspathfinder, convenience and Applyrespond for toan the e-Courtinformation Order about own pace. There Court user in real- services found on is an interactive time. The 'live' that level. Court virtual tour guide, By Infinity Comms chat can also be users can also videos, transferred to Call speak to a Call augmented Centre hotline if Centre officer for reality, virtual the enquiry is assistance with reality to enhance more complex or the Call-to-Assist the tour case-specific. intercom button. experience.