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Field Test of New Features & Adaptations Based on On- Going Feedback FIELD TEST OF NEW FEATURES & ADAPTATIONS BASED ON ON- GOING FEEDBACK USAID/GHANA JUSTICE SECTOR REFORM CASE TRACKING SYSTEM ACTIVITY October 29, 2019 This publication was produced for review by the United States Agency for International Development. It was prepared by Chemonics International Inc. FIELD TEST OF NEW FEATURES & ADAPTATIONS BASED ON ON- GOING FEEDBACK USAID/GHANA JUSTICE SECTOR REFORM CASE TRACKING SYSTEM ACTIVITY Contract No. AID-OOA-I-13-00032, Task Order No. 72064118F00001 Cover photo: Training session for staff of the Economic and Organised Crime Office (EOCO), Ho regional office on 14 May 2019. (Credit: Samuel Akrofi, Ghana Case Tracking System Activity) I FIELD TEST OF NEW FEATURES & ADAPTATIONS BASED ON ON-GOING FEEDBACK ACRONYMS ADKAR Awareness, Desire, Knowledge, Ability, Reinforcement BNI Bureau of National Investigations CLIN Contract Line Item Number CTS Case Tracking System EOCO Economic and Organized Crime Office FDA Food and Drug Authority FP Focal Point GoG Government of Ghana IBG Inter-regional Bridge Group ICT Information and Communications Technology GPoS Ghana Police Service GPrS Ghana Prison Service GRA Ghana Revenue Authority JSG Judicial Service of Ghana KSA Key Stakeholder Agency LAC Legal Aid Commission MOJ/DPP Ministry of Justice/Department of Public Prosecution PWA Performance Work Statement SGI Security and Governance Initiative SIE System Implementation Engineer(s) TDA Transnational Development Associates UAT user acceptance test USAID United States Agency for International Development TABLE OF CONTENTS Acronyms............................................................................................................................ 0 Table Of Contents ............................................................................................................. 1 A. Program Description ................................................................................................ 3 B. Executive Summary .................................................................................................. 4 C. Overview of New Features and Adaptations Based on On-going Feedback in Volta, Northern & Greater Accra RegionS .................................................................... 6 D. Results of End-user and Other Relevant GOG Stakeholder Surveys ................ 12 E. Recommendations Regarding the Sustainable Continuity of the System, Including how New Features / Adaptations Could Be Made Following The Close- out of the CTS Activity ................................................................................................... 13 F. Lessons Learned and Further Adjustments to the CTS and its Operations that could be made .................................................................................................................. 17 G. Next Steps ................................................................................................................... 19 Appendices ....................................................................................................................... 20 Appendix 1: WorkShops, Trainings, and Seminars ............................................................... 20 Appendix 2: Testing & Training Locations: Volta, Northern & Greater Accra Region25 Appendix 3: CTS Indicators Proposed AS A RESULT OF INTERNAL REVIEWS ........ 27 Appendix 4: Change Request Tracker Sheet: Online, Offline, Android for Volta, Northern & Greater Accra Region ................................................................................................................. 29 Appendix 4.1: Change Request Tracker Sheet: Online Requests - Volta Only ............. 29 Appendix 4.2: Change Request Tracker Sheet: Offline Requests - Volta Only ............. 33 Appendix 4.3: Change Request Tracker Sheet: Online Requests - Tamale Only ......... 36 Appendix 4.4: Change Request Tracker Sheet: OFFline Requests - Tamale Only ....... 38 Appendix 4.5: Change Request Tracker Sheet: Offline Requests - Accra & Tema Only40 Appendix 4.6: Change Request Tracker Sheet: Android Request; Volta, Northern & Accra .......................................................................................................................................................... 42 Appendix 5: CTS Suggested New Feature Modifications raised Based On Discussions With Stakeholders (Online, Offline, Android) ................................................................................. 43 Appendix 6: Total Number of GoG Staff and Leadership Trained to Partake in Testing Phase: VOlta & Northern ....................................................................................................................... 48 Appendix 7: Training Evaluation/Assessment Survey Administered to Volta & Northern Region Functional Users ............................................................................................................. 52 Appendix 8: Training Feedback Survey Administered to Volta & Northern Region Functional Users ............................................................................................................................................... 54 1 FIELD TEST OF NEW FEATURES & ADAPTATIONS BASED ON ON-GOING FEEDBACK Appendix 9: Sample Test Scripts for EOCO ......................................................................... 56 Appendix 10: Sample CTS Reports Screenshots .................................................................. 58 2 FIELD TEST OF NEW FEATURES & ADAPTATIONS BASED ON ON-GOING FEEDBACK A. PROGRAM DESCRIPTION The USAID/Ghana Justice Sector Reform Case Tracking System (CTS) Activity seeks to develop an integrated CTS, to support the Government of Ghana’s (GoG’s) ability to effectively investigate and prosecute criminal acts. The CTS Activity will improve Ghana’s ability to track criminal cases from their introduction into the system to their prosecution, trial, and sentencing in the courts, and execution of the sentence in prison, improving information sharing and coordination among Ghana’s law enforcement and judicial authorities and increasing the efficiency and effectiveness in investigating and prosecuting criminal cases of all types, especially those related to corruption, border security, maritime security, and cybercrime – the focus areas of the Security Governance Initiative (SGI). The project has three objectives: • Develop a comprehensive design and sustainable roll-out process for an integrated CTS for the Ghana criminal justice sector; • Implement a testing phase and identify the requirements for the sustainable use and expansion of the integrated CTS; and • Improve procedures and policies to strengthen change management, coordination, and communication across key justice-sector institutions that sustain the use of an integrated CTS. The CTS Activity is implemented by Chemonics International, in conjunction with sub- contractors Inter-regional Bridge Group (IBG) and Transnational Development Associates (TDA). 3 FIELD TEST OF NEW FEATURES & ADAPTATIONS BASED ON ON-GOING FEEDBACK B. EXECUTIVE SUMMARY CLIN0002h, Field Test of New Features/Adaptations Based on Ongoing Feedback is a Ghana CTS activity contractual deliverable under Objective 2: Implement a testing phase and identify the requirements for the sustainable use and expansion of this system, in accordance with Section C.3 of the PWS. This report was compiled, following reviews of the case tracking system (CTS) with staff and leadership of the six GoG key stakeholder agencies (KSAs) across the: (1) Judicial Service of Ghana (JSG), (2) Ghana Police Service (GPoS), (3) Ghana Prisons Service (GPrS), (4) Director of Public Prosecution (DPP) at the Ministry of Justice and Attorney General’s Department, (5) Legal Aid Commission (LAC), and (6) Economic and Organized Crime Office (EOCO). This report summarizes the new feature functionalities and adaptations, under the CTS Activity and its testing – emanating from a series of workshop activities and interactive consultations with the six KSAs, during the testing and training phase. These workshops constituting the testing and training phase activities included but were not limited to: . Workshop initiatives involved consultative/open discussion interactions/formalities with the heads of the 6 participating KSAs, as well as feedback from, and responses to, the relevant CTS Technical Committee and Advisory Committee scheduled meet-ups, including visitations from non-GOG stakeholders, such as UNICEF. A summary of the workshop dates and activities is outlined in Appendix 1. Such workshop initiatives incrementally provided the necessary buy-in to showcase the work in progress on CTS feature functionalities, used across the unique KSA case creation/activity input screens, and its feedback gathering - within the iterative CTS development process. The Systems Developer, together with the implementation team, documented such feedback for review and shortlisted a prioritized list within a “CTS Change Request Tracker Template” -- designed to capture, track/monitor and implement such new feature adaptations and its testing for sign-off. Field testing and training initiatives with active participation of authorized KSA Functional End Users, within the Volta Region (Ho, Aflao & Agbozume), Northern Region (Tamale) and Greater Accra Region (Accra & Tema) across the six participating justice sector agencies (GPoS, GPrS, EOCO, JSG, LAC, and MOJ/DPP). The list of the specific field testing and training locations is captured in Appendix 2. The three-pronged training
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