FIELD TEST OF NEW FEATURES & ADAPTATIONS BASED ON ON- GOING FEEDBACK

USAID/ 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 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

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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 (Ho, & 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 approach undertaken (KSA Joint Workshops, KSA Specific and KSA One on One trainings) fostered an iterative feedback process. This led to further documentation of new features and adaptations required, following the understanding/usage know-how of the base features and functionalities offered in the testing and training phase. Further acceptance testing was carried out on gathered and prioritized features and adaptations required for the sustainable use of the CTS. New features adapted also included features outlined in the “CTS Indicators Proposed for IBG” document shared with IBG by Chemonics. This document and its content outlining the suggested features is attached as Appendix 3. Out of the total feedback gathered and reviewed from the various workshops, “CTS Indicators Proposed for IBG” and from testing in the Volta,

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Northern and Greater Accra Regions, a total of a hundred and four (104) features were considered relevant and consequently documented and prioritized for execution under the current CTS Activity deployment. These features consist of modifications and new functionalities, referenced in Appendices 3, 4 and 5. It should be noted that all of the 104 documented new feature requests have been incorporated into the CTS by the development team as of September 30th, 2019.

This structure of the detailed “Field Test of New Features” report is as follows:

Section C – Overview of new features and adaptations based on on-going feedback

Section D – Results of end-user and other relevant GoG stakeholder surveys, as they relate to new features/adaptations made to date

Section 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

Section F – Lessons learned and further adjustments to the CTS and its operations that could be made

Section G – Next steps.

The Development and Implementation Team continues to remain accessible to feedback via WhatsApp training and testing groups, one-on-one FaceTime calls with functional end-users, email, and on the phone. This has been identified as an essential means to sustain the communication of new features and adaptation desired as identified by the functional end users.

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C. OVERVIEW OF NEW FEATURES AND ADAPTATIONS BASED ON ON- GOING FEEDBACK IN VOLTA, NORTHERN & GREATER ACCRA REGIONS

Having initiated the CTS testing and training phase in the Volta, Northern and Greater Accra Regions, CTS KSA functional end users had the opportunity to interact with the system, while gathering know-how of the base feature functionalities offered within the system. During this phase, feedback on recommended new features was documented as “Change Requests”. These change requests were categorized into either Modification Requests or New Functionality, which altogether totaled a hundred and four (104) requests. There were eighty-eight (88) modification and sixteen (16) new functionality requests. The change request categories are defined below:

. New functionalities are features that were not inclusive in the design and development phase. For example, the inclusion of a functionality to allow EOCO functional users to offer bail to arrested persons. During development, this was not considered and hence is a considered as a new functionality. . Modifications are features that existed but needed a revision in the functionality. For example, the modification requested to add “other documents” as a selection option during the upload of files. This was already an existing functionality that allowed for the upload of files.

A detailed description of all new features/change requests are captured in Appendixes 3, 4, & 5. Further details have been described in sections below.

The various change requests/new features were suggested during testing and training activities by the following user categories:

• The KSA functional users in Volta, Northern and Greater Accra Region pilot select regions. These functional users mainly performed field-testing activities together with their respective ICT focal points (FPs). The list of the functional end users who performed such testing activities and the respective KSAs they represent is captured in Appendix 6. • Workshop activities on change management, technical committee meetings, and presentations to UNICEF. Appendix 1 contains the dates these workshops took place.

C.1 PROCESS USED IN THE COLLECTION OF FEEDBACK ON CTS NEW FEATURES

In undertaking the reviewed testing and training activities and workshops, some of the mediums/channels/processes via which feedback was collected included, but were not limited to:

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a. Questionnaire administration during KSA Workshops in the Volta, Northern & Greater Accra regions

Training evaluation surveys, as well as training feedback forms, were designed and administered to the various functional users. The purpose of the training evaluation survey was to capture the functional users’ level of understanding, on how the CTS system relates to the types of cases that they do and the use of CTS as a tool to improve information sharing and communication within and between justice sector agencies. Results of these forms are attached as Appendix 7.

The feedback forms enabled users to communicate any issues, new features, or recommendations they considered relevant to be included to the CTS. Results of these forms are attached as Appendix 8.

b. One-on-one feedback interactions with KSA functional users. These interactions took place during training sessions with ICT FPs and system implementation engineers (SIEs).

c. Technical committee meetings / change management workshops Further details of these technical meetings and workshops (capturing dates, venues, number of participants etc.) has been captured as Appendix 2, as well as in the deliverable CLIN0002e Requisite # of CTS participants trained. It should be noted that all of the requested feature changes have been implemented and adapted in the system by the development team. Details of these requests from the various KSA heads and project directors have been captured as Appendix 5.

d. E-Helpdesk which was used by the ICT-FPs and SIEs to easily forward change requests to the development team.

C.2 CTS NEW FEATURES ADAPTED

The various feedback on new features received, which determined the new features to implement in the CTS, have been categorized under:

. CTS New Features - Proposed for IBG Input by Chemonics (Reference Appendix 3 for complete list) . CTS New Features and Adaptations Based on Volta, Northern & Greater Accra Region Testing & Training Activities (Reference Appendix 4 for complete list) . CTS New Features and Adaptations Based on Project Stakeholder Workshops (Reference Appendix 5 for complete list)

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.

C.2.1 CTS NEW FEATURES - PROPOSED FOR IBG INPUT BY THE INTERNAL GHANA CASE TRACKING SYSTEM PROJECT TEAM

Following a series of internal reviews, a total of eleven (11) new features were proposed on the “CTS Indicators” document and have been adapted to the CTS by the development team. These features are referenced in Appendix 3.

C.2.2 CTS NEW FEATURES AND ADAPTATIONS BASED ON VOLTA, NORTHERN & GREATER ACCRA REGION TESTING & TRAINING ACTIVITIES

A total of forty (40) new features were added or adapted within the CTS, combined from Volta, Northern & Greater Accra Regions, out of which five (5) were new functionalities and thirty-five (35) modification were requests.

The system development team has implemented all of the requested modifications and functionalities. Figure 2.1 below gives a detailed breakdown of the numbers indicated for the Volta, Northern & Greater Accra Regions. Features which were relevant across all the CTS platforms (Online, Offline and Android) were equally implemented. Details of the various change requests have been captured as Appendix 4. Changes which were requested for either the Online, Offline or Android applications were replicated across all the other platforms.

Figure 2.1: Total Number of Compiled Change Request/New Features: Volta, Northern & Greater Accra Region

NEW FEATURES REQUESTED IN VOLTA,NORTHERN & ACCRA REGIONS 19

11

5 3 2

Volta Region Northern Region Greater Accra Region

New Functionality Modification

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Figure 2.2: Change Request/New Feature Count per KSA: Tamale Only

NEW FEATURE REQUESTS: TAMALE, NORTHERN REGION ONLY

3

2 2

1

July July July EOCO JS GPrS

Modification New Functionality

Figure 2.3: Change Request/New Feature Count per KSA: Volta Only

NEW FEATURE REQUESTS : VOLTA REGION ONLY

6

4

3

1 1 1 1 1 1 1 1

June June June May June June May June May June Ho Aflao Ho Ho Agbozume Ho Ho Ho EOCO GPoS GPrS JS LAC MOJ

Modification New Functionality

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Figure 2.4: Change Request/New Features Count per KSA: Greater Accra Only

CHANGE REQUEST: GREATER ACCRA REGION / NSAWAM

5

2 2

1 1

September September September September September GPoS GPrS JS LAC MOJ/DPP

GPoS September GPrS September JS September LAC September MOJ/DPP September

C.2.3 CTS NEW FEATURES AND ADAPTATIONS BASED ON PROJECT STAKEHOLDER WORKSHOPS

During the workshops held with the various KSA heads prior to the commencement of the Testing and Training Phase in Volta Region, a total of fifty-three (53) features have been adapted within the CTS. Of this number, there were thirty-one (31) modifications to the on-line version, twenty-one (21) modifications to the CTS offline application, and one (1) CTS Android application modification. These features have been captured as Appendix 5. Figure 2.5 below is a graph representation detailing the above indicated numbers.

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Fig 2.5: Requests submitted by CTS stakeholders by entity

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D. RESULTS OF END-USER AND OTHER RELEVANT GOG STAKEHOLDER SURVEYS

The suggested new features/change requests were documented and implemented into the CTS by the development team. As indicated, these new features that were adapted to the CTS have been captured as Appendices 3, 4, & 5.

Following the acceptance testing of these new features and adaptations implemented/deployed in the iterative development process, CTS functional users confirmed acceptance of the implemented changes in a review of the suggested inputs/feedback . This activity was supervised by the ICT FPs in the region alongside selected or vetted functional users of the KSA that requested for these new features. These authorized, functional end-users have certified user acceptance tests (UATs) as confirmation that they were competent enough to use the CTS and its feature functionalities and adaptations in line with their specific activity creation/update tasks.

Some observations and comments made by users after the adaptations to the new features included:

. Improved data representation on the CTS screens. Appendix 4 includes details on some of the data fields which were included based on feedback received . Affirmation by users that the functionality of the new features supported CTS usage . Increased know-how of the CTS. The reports generated in the system showcase active use of the system. Sample reports are in Appendix 10 . Minimal error for data field inputs. This can be attributed to the extensive training activities performed by the various ICT- FPs and SIEs. The various supervisors of the functional users were also made to partake in a Data Quality Assessment Exercise ensuring that data inputted meets the quality and accuracy required.

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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

As a measure of sustainability, a deployment plan for the constant revision, continuity and expansion of the CTS has been designed. A full sustainability plan can be found in the Plan/Manual for Sustainable Use of the System Including How the System Can Be Expanded. The content covers the key elements of a sustainability plan, including a holistic approach that considers the people, processes and technology that need to be in place for the system to be successfully installed, adopted and/sustained by the user community, as well as for the benefits of the system to be achieved and seen by the beneficiaries.

. People:  Commissioning of a CTS KSA Operated Development Team in the event of close-out activities for IBG’s Development Team. The team would conduct CTS system upgrades and source code maintenance as well as add functionalities such as the inclusion of other criminal justice framework institutions. It is recommended that this team be comprised of an IT Specialist, ideally with a representative each from the various KSAs. There have been recommendations to institute this team under a management/oversight structure within an independent agency such as the Ministry of Interior, which has been contacted and has responded to schedule a meeting. This team would then undergo a series of knowledge transfer initiatives in the form of extensive training of trainers’ sessions, organized by the IBG development team. Knowledge of this adaptation would be also transferred to this team. Ideally, it is recommended that the IBG development team should maintain the CTS Application Software over a support period. . Technology:  e-Helpdesk Support Application The helpdesk is an application developed as a means of sustaining the usage of the CTS in scenarios where there is no support staff present at a particular location or in scenarios where the issue encountered needs to be addressed by the CTS application developers. It is a feature embedded in the system, allowing for management of the helpdesk to easily transfer to GoG counterparts. The GoG will need to identify individuals to continue this function beyond the life of the project. These requirements have been communicated in Terms of Agreement with the KSAs. Fig. 3 below shows a sample screen shot of the e- Helpdesk Dashboard.

Figure 3: E-Help Desk Dashboard

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. Processes for incorporating the CTS’ new features / change requests:

Process1- E-Helpdesk

Figure 4 below gives a detailed workflow of how requests come to the helpdesk, are reviewed, processed, finalized, and then resolved.

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Figure 4 e-Helpdesk Flow (Current & Recommended Close-Out Flow)

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The workflow operations as described in Figure 4 above is as follows:

1. The KSA functional user during the training and testing phase identifies a modification or a new functionality that is required for the effective usage of the CTS. 2. KSA functional user submits a change request. 3. The request is documented/logged by the regional ICT-FP via the helpdesk in the form of a ticket. 4. The logged ticket request is then captured by the support representative who sends it to the development team. 5. After further discussion by the development team and an agreement/understanding on the need to include the recommended request, the request is implemented. 6. The testing team performs further checks to ensure that the change request/functionality is compatible with or conforms to the CTS design system. 7. The testing team forwards the resolved issue to the support team, who then relays it the ICT-FP. The functional users are then informed.

Process 2 –UAT Script

The UAT script is a process for receiving recommendations to change the system. It is administered to the various functional users to ensure and verify that the system functionalities perform as expected. As the user is being tested on usage, feedback on how the system works is incorporated as well as challenges with using it are witnessed by the development team. This feedback and observations are then executed directly by the CTS development team. A sample test script is attached as Appendix 9.

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F. LESSONS LEARNED AND FURTHER ADJUSTMENTS TO THE CTS AND ITS OPERATIONS THAT COULD BE MADE

F.1 LESSONS LEARNED SO FAR Some of the lessons learned in relation to the soliciting of inputs during the CTS Testing & Training Phase include but are not limited to: 1. The KSA joint training workshop approach was a vital inception activity for the commencement of training and testing initiatives to kick off buy-in and accessibility. . The approach explained in detail the CTS project objectives and provided platforms for questions to be asked by the various functional users to the understanding and acceptance of all. . The workshop allowed for the various functional users across the KSAs to also share their inputs to the system. The relevant inputs were received and documented as new features/change requests were incorporated into the system. . Consequently, it gave a joint platform for the various functional users to understand and appreciate their roles in relation to the CTS.

2. The administration of feedback questionnaires allowed for functional users to indicate their level of acceptance and recommend inputs. These questionnaires also allowed the project to capture inputs from functional users who did not have or use the opportunity to contribute to the workshop discussions.

3. One-on-one interactions with the various functional users during training by the ICT- FPs provided another avenue for inputting of views. These interactions provided platforms for the functional users to fully express themselves and explain in detail reasons behind their recommended inputs.

4. CTS demonstrations to KSA project heads and technical/advisory committee members prior to the commencement of the testing and training phases was very useful for buy-in as well as receiving input and recommendations for new CTS features. This was because the participants were technically inclined to the use of the CTS and its expected outcomes and as such, these demonstrations provided the right platforms for capturing new features.

5. The use of the ADKAR module (Awareness, Desire, Knowledge, Ability and Reinforcement) for change management emphasized the need to embrace the use of the CTS.

F.2 FURTHER ADJUSTMENTS TO THE CTS AND ITS OPERATIONS THAT COULD BE MADE.

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The Ghana CTS Project adopted an iterative user-based approach to design and develop the CTS and will continue to do so. In incorporating feedback so far from interactions with the functional end users, ICT-FPs, and the development team, the following are further adjustment suggestions that could be made to the CTS:

1. Automating forwarding/dispatch and receiving of dockets via the use of the CTS for efficient and effective use of the CTS

2. Creation of digital KSA interface communication documents to gradually transition from paper documentations to digital documentations for easy docket transfers. Examples of digital forms to be created include Charge Sheet, Remand Warrant, and Conviction Warrants

3. Biometric data capturing for accurate identification and accountability of CTS Job parties

4. Integration of existing KSA-specific case management, such as e-Justice, to expand on crime coverage and identify recidivists who resort to changing their names and identities to avoid being traced.

5. Incorporation of all other Criminal Justice Framework institutions to have a wider coverage of cases to improve statistical reports and to offer an extensive backbone of regulatory authority into CTS initiatives. Example of such institutions are Ghana Revenue Authority (GRA), Bureau of National Investigations (BNI), Ghana Immigration Service (GIS) and Food and Drugs Authority (FDA).

6. Integration of select CSOs (to access some basic information on CTS cases as well as statistical data) to support the CTS to work better via enforcement initiatives and to use the data for purposes of advocacy.

7. Full Implementation of SMS Notification for receipt of easy alert notifications, independence of internet connectivity and for further efficiency and reliability on message notifications

8. KSA historical data/back-log digitization.

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G. NEXT STEPS

The next steps are as follows:

1. Ongoing documentation and implementation of new feature and adaptation requests emanating from expanded usage of the CTS, by additional authorized functional end users and other relevant justice sector agencies. 2. Updating the CTS manuals to reflect the adapted functionalities and communicating to KSA functional end users of such updates. 3. Documentation preparation of next phase features and adaptations emanating from the Piloting and CTS live data ingest Phase as well as the incorporation of adaptations required for new standard operating procedures for processing sexual violence, Justice for All, trafficking in persons, border crimes, and corruption/organized crime cases. 4. Preparation for regional roll-out of the CTS and its Roll-Out phase feature functionalities and adaptations across all KSAs.

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APPENDICES APPENDIX 1: WORKSHOPS, TRAININGS, AND SEMINARS

Workshops, Trainings and Seminars

No. NUMBER OF PLACE / TYPES OF TITLE TOPICS DATE(S) PARTICIPANTS VENUE PARTCIPANT F M TOTAL 1. Meeting with Heads Friday, Judicial Service Workshop of Key Stakeholder March 08, Conference All KSAs, 04 08 12 Agency 2019 room-Accra 2. Tuesday, Coconut Change Management EOCO & Ghana ADKAR Model March 12, Grove Hotel- 05 25 30 Workshop Prisons Service 2019 Accra 3. Thursday, Coconut Change Management Review of Policies March 14, Grove Hotel- EOCO 03 12 15 Workshop and Procedures 2019 Accra 4. Friday, Coconut Change Management Review of Policies Ghana Prisons March 15, Grove Hotel- 02 13 15 Workshop and Procedures Service 2019 Accra 5. Tuesday, Legal Aid Change Management Cleaver ADKAR Model April 02, Commission & 32 10 42 Workshop House-Accra 2019 MoJAGD 6. Wednesday, Change Management Review of Policies Cleaver Legal Aid April 03, 08 06 14 Workshop and Procedures House-Accra Commission 2019

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Workshops, Trainings and Seminars

No. NUMBER OF PLACE / TYPES OF TITLE TOPICS DATE(S) PARTICIPANTS VENUE PARTCIPANT F M TOTAL 7. Change Management ICT Focal Point Thursday, IBG Office- ICT Focal Point and Resistance to 01 10 11 Training April 4, 2019 Accra Persons Change 8. Change Management Review of Policies Friday, April Cleaver MoJAGD 24 06 30 Workshop and Procedures 05, 2019 House-Accra 9. Tuesday, Coconut Judicial Service & Change Management ADKAR Model April 30, Grove Hotel- Ghana Police 20 27 47 Workshop 2019 Accra Service 10. Coconut Change Management Review of Policies Thursday, Ghana Police Grove Hotel- 06 06 12 Workshop and Procedures May 02, 2019 Service Accra 11. Coconut Change Management Review of Policies Friday, May Grove Hotel- Judicial Service 14 08 22 Workshop and Procedures 03, 2019 Accra 12. Joint Testing & Piloting Monday, May Freedom Training/Information All KSAs 14 28 42 Training 13, 2019 Hotel-Ho workshop 13. Joint Testing & Piloting Tuesday, DPP/AG’s Training/Information Training DPP/AG 00 04 04 May 14, 2019 Office-Ho workshop 14. Joint Testing & Piloting Legal Aid Wednesday, Legal Aid Training/Information Training Commission’s 01 02 03 May 15, 2019 Commission workshop Office

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Workshops, Trainings and Seminars

No. NUMBER OF PLACE / TYPES OF TITLE TOPICS DATE(S) PARTICIPANTS VENUE PARTCIPANT F M TOTAL 15. Joint Testing & Piloting Wednesday, Ghana Prison’s Training/Information Training Ghana Prison 00 06 06 May 15, 2019 Office-Ho workshop 16. Joint Testing & Piloting Wednesday, EOCO’S Training/Information Training EOCO 01 03 04 May 15, 2019 Office-Ho workshop 17. Training/Information Testing & Piloting Thursday, Regional Police Ghana Police 09 15 24 workshop Training May 16, 2019 HQ-Ho Service 18. Training/Information Testing & Piloting Friday, May Judicial Service Ghana Judicial 08 09 17 workshop Training 17, 2019 Office-Ho Service

19. Training/Information Testing & Piloting Wednesday, Judicial Ghana Judicial 02 04 06 workshop Training May 29, 2019 Service-Keta Service 20. Training/Information Testing & Piloting Tuesday, Ghana Police Ghana Police 00 03 03 workshop Training May 28, 2019 Office-Aflao Service 21. Testing & Piloting Judicial Training/Information Wednesday, Ghana Judicial Training Service- 00 03 03 workshop May 29, 2019 Service Agbozume 22. ADKAR, Change Inauguration of CTS Monday, June Coconut Management & Committees & Work 3rd, 2019 Grove Hotel- All KSAs 05 14 19 Comm. & Info- Plan Session Accra Sharing Strategy

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Workshops, Trainings and Seminars

No. NUMBER OF PLACE / TYPES OF TITLE TOPICS DATE(S) PARTICIPANTS VENUE PARTCIPANT F M TOTAL 23. ADKAR, Change Change Management Management & Monday, June Sky Plus All KSAs’ 04 17 21 Workshop Comm. & Info- 24, 2019 Hotel-Ho Sharing Strategy 24. Change Change Management Management & Monday, June Sky Plus All KSAs’ 04 17 21 Workshop communications & 24, 2019 Hotel-Ho Protocol 25. Joint Testing & Piloting Monday, July Gariba Lodge- Training/Information All KSAs’ 07 27 34 Training 15, 2019 Tamale workshop 26. Attorney Joint Testing & Piloting Tuesday, July General’s Attorney Training/Information 02 02 04 Training 16, 2019 Department- General workshop Tamale 27. Joint Legal Aid Testing & Piloting Tuesday, July Legal Aid Training/Information Commission 02 02 04 Training 16, 2019 Commission workshop Office-Tamale 28. Joint Testing & Piloting Wednesday, EOCO Office- Training/Information EOCO 01 03 04 Training July 17, 2019 Tamale workshop 29. Joint Testing & Piloting Wednesday, Ghana Prisons Ghana Prisons Training/Information 00 02 02 Training July 17, 2019 Office-Tamale Service workshop

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Workshops, Trainings and Seminars

No. NUMBER OF PLACE / TYPES OF TITLE TOPICS DATE(S) PARTICIPANTS VENUE PARTCIPANT F M TOTAL 30. Training/Information Testing & Piloting Thursday, Regional Police Ghana Police 00 04 04 workshop Training July 18, 2019 HQ-Tamale Service 31. Training/Information Testing & Piloting Friday, July Judicial Service Ghana Judicial 03 14 17 workshop Training 19, 2019 Office-Tamale Service 32. Change Coconut Change Management Management & Wednesday, Grove Hotel- All KSAs’ 02 11 13 Workshop Comm. Work Plan July 23, 2019 Accra Seminar 33. Coconut Change Management Thursday, Various Protocol Seminar Grove Hotel- 07 19 26 Workshop July 25, 2019 Organizations Accra 34. In-House Training Change Management Wednesday, Judicial Service Ghana Judicial on Change 02 02 04 Workshop July 31, 2019 HQ-Accra Service Management

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APPENDIX 2: TESTING & TRAINING LOCATIONS: VOLTA, NORTHERN & GREATER ACCRA REGION

GPoS GPrS JS EOCO MOJ/DPP LAC

Ho Regional Police Ho District Court Headquarters

Ho High Court Ho District Police

Station Ho Central Ho Regional Ho Regional Ho Regional Ho Circuit Court Prison Office Office Office

VOLTA Agbozume District REGION Aflao District Court

Police Station Keta Circuit Court

Tamale Regional Tamale Tamale Tamale Regional Tamale Police Central Tamale High Court Regional Office Regional Office Headquarters Prison Office NORTHERN REGION GREATER Accra Regional Headquarter Headquarters Headquarters ACCRA Police Nsawam Accra High Court s Accra Accra Accra REGION Headquarters Prison

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Accra Central District Police Accra Circuit Court Station Accra Divisional Police Station, Accra District Court Ministries Tema Regional Police Tema High Court Headquarters Tema Fishing Tema Habour Police Tema District Court Regional Station Office Tema Comm. 1 Divisional Police Tema Circuit Court Station

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APPENDIX 3: CTS INDICATORS PROPOSED AS A RESULT OF INTERNAL REVIEWS Indicator Design Approach STATUS REMARKS Number of cases entered into the CTS Count by search criteria (Period) date range Completed • The CTS reports and statistics provides all these reports Number of CTS reports reviewed by KSA • At least a minimum number of twenty-three List Completed (Sample leadership (including CTS Technical and Matrix Reports have been captured in the Reports captured as Committee, CTS Advisory Committee, and CTS Appendix 10) RISGs) • Reports have been demonstrated to KS heads and directors during committee meetings • A change request tracker sheet has been designed to document all the new Types of new features/adaptations field tested Completed features/adaptation

A detailed attendance sheet captured while on Number of individuals trained site would be populated to determine number of Completed individuals trained CTS Audit trail captures actions performed by Number of actions taken within the CTS Completed each user on the system Help desk system and daily reportage on calls, Number of help desk complaints (calls, emails, emails will be documented in the helpdesk which Completed etc.) received is online as well as through hard copies Average overall case processing time - arrest Arrest date to job end date, activity one on Completed to sentencing or other conclusion setup that is flagged as conclusion

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Average time from charge at district police Date from transfer from the district to the station internal transfer of case to divisional division the date that the division received the Completed police station case Average time from receipt of internal transfer Duration average; Date of internal transfer by of case (indictable crimes) by division to time division to time or date to the regional Completed of transfer of case to regional headquarters headquarters

Dispatch Date from the forwarding form the Average time from police prosecutor inquiry JUPOL to the date that the DPP received. Completed to DPP for response/advice Duration at which it took to send their advice back to the prosecutor

Time of arrest to time of 1st appearance at the Average time from arrest to first court court. The date of arrest and 1st appearance date Completed appearance average Average time from first hearing date to Date of 1st hearing and the date of judgement or Completed judgment or final ruling ruling date average Court Remand grant date and the next hearing Average time between remand grant date and date find the average Completed next hearing date (during pre-trial stage)

Average time from arrest to appearance of Report on the date of arrest (court 1st hearing Completed public or private defender date, 1st appearance date)

Average case processing time for individual Case file date to conclusion; Courts; Any setup Completed judges and prosecutors that conclude a case on the part of the court

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APPENDIX 4: CHANGE REQUEST TRACKER SHEET: ONLINE, OFFLINE, ANDROID FOR VOLTA, NORTHERN & GREATER ACCRA REGION APPENDIX 4.1: CHANGE REQUEST TRACKER SHEET: ONLINE REQUESTS - VOLTA ONLY KSA / Status Functional Justification for Requested (Completed Location Month Requested Revision Indicator Group Change /Pending) Reporting Create Activity screen. Completed There should be a new field as 'SENTENCE' where they This was to identify the can specify the year(s) of separation of the remand GPrS Ho May Modification sentence and a prisoner from a sentenced 'CONVICTED' checkbox to convicted prisoner. be able to know the convicted inmate. Completed They suggested the remarks fields under the CTS Job JS Ho May Removal of remark text field Modification Activity should be removed because they do not provide remarks for any activity done.

Dispatch docket the remarks Completed MOJ Ho May Modification Should be optional shouldn’t be mandatory

To add Bail as a field with The Police also grants bail to Completed GPoS Aflao June Surety Name, Surety Mobile Modification suspects, and it will be good Surety Address as sub-fields to have such functionality.

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This will offer the selection of Completed an option for a document Static data for Document type that has not been listed. GPoS Aflao June Category should include Modification The user will have access to Other Documents. the description field and explain what the document was about. The offence report date and Completed Specific to remand prisoner GPoS Ho June the offence date should be Modification backlog made optional Request to type Investigators A drop-down box would be Completed GPoS Ho June Name if it is not available as Modification more effective and accurate static data. analysis. This will help other JSAs Completed Request for Investigator's LAC Ho June Modification working on/with the case in Contact Number field question contact them easily.

This will help other JSAs Completed Request for Investigator's GPoS Ho June Modification working on/with the case in Contact Number field question contact them easily. To enable users to not put Completed Offence location for the the location of the offense if GPrS Ho June prisons should be made Modification not known. For Prisons only optional to allow for data entry on backlog of remand prisoners. Add field text field to specify For user to state main reason Completed GPoS Aflao June reason for closing/ re- Modification for closing or re-opening a opening a case job

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Add text field to capture Completed To aid investigators to trace GPoS Aflao June Hometown and Region of Modification suspects who escape custody suspect Police custody should be Completed New To differentiate remand in JS Agbozume June included in the JS Activity Functionality police versus prisons custody Screen On the bail section, they Completed There are two types of bail have two forms of bail and GPoS Aflao June Modification and therefore want it want to select from the differentiated. activity screen. They want to know the So that they can keep track of Completed GPoS Aflao June names of the surety when Modification the surety when the accused bail is granted at the court escapes bail. To sort data and make Completed Closed Dockets should be reports on number of GPoS Ho June part of the Statistic and Modification dockets closed by the Reports. stations, districts, and divisions. They form part of the Completed Trial (fields - Serial No. , prisoners admitted, and they GPrS Ho June Admission Date, Court Due Modification have their own separate Date) details. They form part of the Completed Convict On Trial (field - prisoners admitted, and they GPrS Ho June Modification Court Due Date) have their own separate details.

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They always want to know Completed where or the station where the Docket came from, and MOJ Ho June Add Station Modification that should be part of the brief docket summary that display on top of their Activity Screen. Party details are acquired Completed Required Field be made overtime hence the need for EOCO Ho June Optional for Party Details in Modification the system to allow null over Job Creation a specified period. Since some EOCO cases span Completed over a period, there is the Offence date field be able to New EOCO Ho June need for the offence date field accept 'date range' Functionality in Job Creation to accept date range.

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APPENDIX 4.2: CHANGE REQUEST TRACKER SHEET: OFFLINE REQUESTS - VOLTA ONLY KSA / Functional Justification for Status (Completed Location Month Requested Revision Indicator Group Requested Change /Pending) Reporting There should be a new field in the “Create Activity” screen This was to identify the called 'SENTENCE' where they separation of the remand can specify the year(s) of GPrS Ho May Modification prisoner from a Completed sentence and a 'CONVICTED' sentenced convicted checkbox to be able to know prisoner. whether the inmate was convicted. They suggested the remarks fields under the CTS Job Activity should Completed JS Ho May Removal of remarks text field. Modification be removed because they do not provide remarks for any activity done. The remarks in the dispatch Completed MOJ Ho May Modification This should be optional. docket should be optional. The Police also grants bail Add Bail as a field along with to suspects, and it will be GPoS Aflao June Surety Name, Surety Mobile, Modification Completed good to have such and Surety Address as sub-fields functionality. Add text field to capture To aid investigators trace GPoS Aflao June hometown and region of Modification suspects who escape Completed suspect. custody

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Police custody should be To differentiate remand in New Completed JS Agbozume June included in the JS Activity prison versus police Functionality Screen. custody. To indicate a court warrant has been issued Bench warrant should be New JS Agbozume June for an accused person to Completed included in the Activity Screen. Functionality be arrested and presented to the court They want to select which of There are two types of the two forms of bail was GPoS Aflao June Modification bail and therefore want it Completed selected from the activity differentiated. screen. They want to know the names So that they can keep GPoS Aflao June of the surety when bail is Modification track of the surety when Completed granted at the court. the accused escapes bail. They form part of the Trial (fields - Serial No., prisoners admitted, and GPrS Ho June Admission Date, Court Due Modification Completed they have their own Date) separate details. They form part of the Convict on Trial (field - Court prisoners admitted, and GPrS Ho June Modification Completed Due Date) they have their own separate details. Sometimes the time they bring the inmates differs from the time they are Convicted (additional field - GPrS Ho June Modification sentenced so the Completed Date of Sentence) additional field will help to track the time from when they were sentenced to

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the time the inmate was brought. Since some EOCO cases span over a period, there Offence date field be able to New Completed EOCO Ho June is the need for the offence accept a 'date range'. Functionality date field in Job Creation to accept a date range.

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APPENDIX 4.3: CHANGE REQUEST TRACKER SHEET: ONLINE REQUESTS - TAMALE ONLY

Functional Group Justification for Status of KSA Reporting Location Month Requested Revision Indicator Requested Change Request EOCO As part of the their Regional data input from the Office A new text box called asset New suspect they can Completed EOCO Director July identifier Functionality input all valued assets EOCO Bail functionality on their Regional activities screen since they Office also give out bail called That they also effect enquiry bail or investigation New arrest and give out Completed EOCO Investigator July bail Functionality bail EOCO EOCO works with Regional institution and the age and They sometimes Office year which is compulsory or don’t know the age mandatory can be option for of the company or them when they select the the year of EOCO Investigator July gender institution Modification establishment Completed A message notification At the log into the popup counting the number CTS the can be able of e-notes/ e-memos when to know the activities EOCO they log into the system to perform rather Regional rather than going to their than going to their EOCO Investigator Office July inbox of the mail before Modification mail Completed

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Crime To be able to capture the To enable prisons to GHANA Record Ghana photo of the inmates at the New do their own Completed PRISON Officer Prison July prisons Functionality identification The court remand should have the type of remand as well to indicate whether the remand is police remand or the court remand. If so then Sometimes the court High Court the police remand can be remand accused on Completed COURT Court Clerk Building July updated automatically Modification police custody On the Court activity screen, the prosecutor and To enable them High Court July the investigator name should know the prosecutor Completed COURT Court Clerk Building be part of the header Modification and investigator The court wants to enter the bail conditions when bail is affected i.e. if the accused should be reporting to the High Court police or there is an amount To know the Completed COURT Court Clerk Building July to pay Modification conditions of bail

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APPENDIX 4.4: CHANGE REQUEST TRACKER SHEET: OFFLINE REQUESTS - TAMALE ONLY Functional Justification for Group Requested Requested Status of KSA Reporting Location Month Revision Indicator Change Request As part of their data input from the suspect, they EOCO Regional New text box called New can input all valued EOCO Director Office July assets identified Modification assets. Completed Bail functionality on their activities screen since they also give out bail That they also EOCO Regional called enquiry bail or New effect arrest and Completed EOCO Investigator Office July investigation bail. Modification give out bail. They sometimes do not know the EOCO needs to age of the know the age and company or the year of an institution. EOCO Regional New year of Completed EOCO Investigator Office July Modification establishment The court remand should have the type of remand as well to indicate whether the remand is police Sometimes the remand or the court court remands the remand. If so, then New accused into COURT Court Clerk High Court Building July the police remand Functionality police custody. Completed

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can be updated automatically The court wants to enter the bail conditions when bail is effected i.e. if the accused should be reporting to the police or they can pay bail. New To know the Completed COURT Court Clerk High Court Building July Functionality conditions of bail

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APPENDIX 4.5: CHANGE REQUEST TRACKER SHEET: OFFLINE REQUESTS - ACCRA & TEMA ONLY

KSA / Location Month Requested Revision Indicator Justification for Requested Status of Functional Change Request Group Reporting MOJDPP Accra September Attorney Names should Modification To allow the various state attorneys to Completed include ranks for DPP. be identified by the right ranks JS Accra September First Hearing Date should Modification The First Hearing date also is the Trial Completed be changed to “First Date, and most people do not Hearing/Trial Date”. understand the meaning of “Hearing”. LAC Accra September Alert Segmentation Modification Legal Aid alerts should be segmented Completed by regions but the head office should receive ALL alerts. LAC Accra September Specific Case Numbers for Modification Different case numbers are assigned to Completed Job Parties each party on a case hence the need for that functionality. GPrS Nsawam September Upload Inmate Photograph Modification Change "Upload Inmate Photograph" Completed to "Upload Photograph" under activity screen. Ghana Nsawam September Remand date set by the Modification The prisons do not set the remand Completed Prisons court should reflect on date. Service their activity screen automatically for verification from them Ghana Accra September Retained dockets should Modification At a glance, they can know the Completed Police not be nationwide but retained docket from their region. Service filtered to show from the region as well.

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Ghana Accra September The names displayed for Modification They do not know all the users by Completed Police selection during eNotes their names. Service and eMemos should at least contain the station or the court of the user. Ghana Nsawam September The remand cycle is for Modification They need to know where the remand Completed Prisons the prisons but when the prisoner is. Service court sets the remand custody then the system gives alert both to the police as well as the prisons to know the exact location of the remand prison. Ghana Nsawam September The prison wants to know Modification They want to know the KSA that came Completed Prisons the KSA coming for the for the physical person. Service prisoner and not just the name of the individual. e.g. if the police is coming for the prisoner to take them to court, they want to select the KSA available for collecting the prison. Ghana Nsawam September Add the station to the Modification They do not know all the users by Completed Prisons eNotes so it will be easier their names. Service for them to know the person and which Station he or she belongs to.

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APPENDIX 4.6: CHANGE REQUEST TRACKER SHEET: ANDROID REQUEST; VOLTA, NORTHERN & ACCRA

Functional Requested Justification for Status of KSA Group Location Month Indicator Revision Requested Change Request Reporting as part of their data Police A new text box Android input from the Police Investigator Regional July called assets Completed Modification suspect they can Office identifier input all valued assets A field for the To capture the Police latitude Android graphical location of Completed Police Investigator Regional July longitude and Modification where cases are Office the altitude being initiated from

A field for POLICE To aid investigators Native Android Completed POLICE Investigator REGIONAL JULY trace suspects who of/Hometown Modification OFFICE escape custody

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APPENDIX 5: CTS SUGGESTED NEW FEATURE MODIFICATIONS RAISED BASED ON DISCUSSIONS WITH STAKEHOLDERS (ONLINE, OFFLINE, ANDROID) Note: All suggested new feature requests listed under Appendix 5 have been implemented and adapted to the CTS SUGGESTED NEW FEATURE REQUESTS: CTS ONLINE APP Ghana Prisons Service 1. Database identification of minors involved in criminal activities as either accused, victim or complainant. Flag non-adults in the system to track the imprisonment of minors and provide the GoG with accurate data regarding minors being held in prison and Ghana Police Service (GPS) holding cells. 2. Add “Pending” as a result option in the Complaints stage. This will provide the GoG with data on cases where the investigation has yet to commence. 3. Clarify suspect/prisoner jurisdiction within the CTS. This will keep remand prisoners under the jurisdiction of the GPoS and transfer them to the Ghana Prisons Service when committal proceedings are initiated. At this point, the remand prisoner becomes a trial prisoner and is under the jurisdiction of the Ghana Prisons Service. 4. Add BNI as a potential GoG entity to which cases might be transferred. 5. Ensure that all cases go to the Director of Public Prosecution (DPP) for advice prior to the commencement of prosecution. 6. Capture expected return date to avoid missing of remand expiry date among the Prisons, Courts, and Police in charge of remand prisoners. This is to ensure that remand prisoners will have their day in court on the date agreed between prosecution and defense. 7. Include institutions in addition to individuals as suspects for EOCO. 8. Track timeliness of the process i.e. tracking timeliness of cases moving within the actual judicial system. 9. There should be an alert to let the relevant end-users know that the upload has been completed. 10. Correct system typos; We have identified two types of errors – grammatical/typo and technical. These should be corrected prior to the start of the formal testing and piloting, where data will be entered into the actual system. 11. Integration of investigatory protocols developed by the KSAs in coordination with the Security Governance Initiative (SGI) and/or other international community actors.

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12. Employ a technology demon to detect the presence of data entered, but not uploaded, and prompt the end-users to upload their data to the primary server. 13. The system should capture names of sureties and their residential addresses to assist in retrieving bail payments. 14. The Login section should include a “Captcha screen” for security purposes.

GHANA POLICE SERVICE 1. Add ‘Pending’ as another Result to Complaints – that is where the investigation has not begun and the case is not closed either. EOCO

1. Transfer of cases including other KSAs that are not part of the current 6 KSAs e.g. BNI, GRA, GIS, etc. 2. include Complaint initiated by EOCO (proactive approach, based on intelligence gathering). 3. Include institutions in addition to individuals as suspects for EOCO; (this is to be provided).

LEGAL AID SCHEME 1. Ensure that when there is no suspect the case stays at GPoS. 2. Do we know whether the suspect has a lawyer? If no lawyer and cannot afford a lawyer, then alert Legal Aid Commission (LAC). 3. At the time of arrest, information should be keyed into the system if the suspect is not aware of his/her ability to access LAC services. 4. The CTS should have the ability to alert Legal Aid Commission (LAC), if an arrested person indicates the absence of a Lawyer. 5. Ability to indicate when a suspect initially indicates that they have a lawyer but loses the lawyer at some point and therefore needs a new lawyer. 6. Ability for the CTS to notify LAC of every arrest. 7. Ability to process means and merit test by LAC. 8. Ability for the CTS to process the function of assigning a lawyer or disqualifying the application by the party category.

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AGP/DPP 1. GPoS cannot bypass DPP to initiate even summary trials. All cases should come to DPP for advice first.

JUDICIAL SERVICE 1. Capture expected police inquiry remand return dates to avoid granting of ‘loose remands’.

SUGGESTED NEW FEATURE REQUESTS: CTS OFFLINE APP GHANA POLICE AND EOCO BASIC DATA 1. The job start date should be defaulted to the day of job creation. The end date should be taken off. 2. In creating a job for the first time, those fields that are not needed during the creation and can be accessed during the activity stage should not be on the CTS JOB DOCKET forms (BASIC DATA) e.g. the investigators full name, prosecutor full name investigation start date. 3. The user should be tied to his or her region, division, district, station as well as the community during setup and can be hidden so as not to do double entry. 4. The total value should be explained; if there is no need at the time of data entry should be taken out. 5. The Main Offence Group and the Main Offence should be aligned so as the user will be able to follow it up. 6. In logging in to the offline app for the first time, the offline app should have the ability to inform the user that user has not logged in to the central server and requires internet to log in. PARTY DETAILS 1. The data fields in the party detail screen should be arranged properly. 2. The ADD NEXT OF KIN and the ADD IDENTIFICATION button can be made to stand out so the user can see it clearly. 3. Double Click to Insert Photography should stand out and not be in line with the SAVE PARTY, RESET and the Keep Copy? 4. The Sub Activity Result needs some explanations.

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5. After a successful party details saved, the screen should take the user to the view/edit party details automatically.

LEGAL AID 1. Since the activity is performed during that day, the day the activity is going to be carried can be selected automatically i.e. the activity date should be selected by the system automatically.

GHANA PRISONS 1. The interface of the Ghana prisons should not be the same as that of the job initiators of the CTS. 2. The add activity date should be automatically selected by the system and not the users to avoid picking the wrong dates.

MOJDPP 1. The add activity date should be automatically selected by the system and if possible hidden.

THE JUDICIAL SERVICE – COURTS 1. Next sitting date should be in the future not on the current date. 2. Bail granted date, bail execution date and the attendant date should be well explained. 3. Include the basic details of the surety at bail stage i.e. residential address, phone number, email etc. 4. The activity date should be automatically selected by the system since it is the day that the user is adding activity on the CTS job. 5. The remand date, remand expected return date and the conviction date should be explained since all points to the current date. 6. There is no adjournment date but there is adjournment reasons.

GENERAL ONLINE COMMENTS 1. Develop and implement a User Acceptance Testing (UAT) to include an activity workflow chart.

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2. Embed a “Help” section within the application to ensure that the most commonly needed information is contained in this section.

SUGGESTED NEW FEATURE REQUESTS: CTS ANDROID APP 1. The Android application should be limited to (a) the main CTS Job Screen, which allows users to create, edit, and upload CTS jobs, (b) the Settings tab, and (c) the Exit tab.

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APPENDIX 6: TOTAL NUMBER OF GOG STAFF AND LEADERSHIP TRAINED TO PARTAKE IN TESTING PHASE: VOLTA & NORTHERN

# Surname First Name Other KSA Gender Position Region City/Town 1 Agonah A. R. Police Service Male Station Officer Northern Tamale Divisional Crime 2 Boakye Mick Omari Police Service Male Northern Tamale Officer 3 Gbormittah Elikplim Police Service Male Investigator Northern Tamale Station Officer 4 Kwafo Victor Police Service Male Northern Tamale Court Criminal Records 5 Yeboah Issah Prison Service Male Northern Tamale Officer 6 Quarshie Julius Prison Service Male Reception Officer Northern Tamale 7 Ayiku Michelle Teye EOCO Male Investigator Northern Tamale Staff Officer / 8 Kotey Francisca Adei EOCO Female Northern Tamale Investigator 9 White Godfred Agu EOCO Male Investigator Northern Tamale 10 Acheampong Rexford EOCO Male Regional Director Northern Tamale Assistant Records 11 Ndeogo Irene Mbillah MOJ - DPP Female Northern Tamale Officer Assistant Chief 12 Adam Hafiz MOJ - DPP Male Northern Tamale Executive Officer Higher Executive 13 Nuvlo Godwin K. MOJ - DPP Male Northern Tamale Officer Principal State 14 Salia Abdul-Quddus MOJ - DPP Male Northern Tamale Attorney

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15 Tijani Iliyasu Ahmadu JS Male Court Clerk Northern Tamale 16 Gamesu Mercy JS Female Court Recorder Northern Tamale 17 Ibrahim Memunatu JS Male Interpreter Northern Tamale 18 Boye Benjamin JS Male Head of Registry Northern Tamale 19 Imoro Damata JS Male Court Clerk Northern Tamale 20 Alhassan Sumaila JS Male Court Clerk Northern Tamale 21 Fuseini Siddique JS Male Registrar Northern Tamale 22 Siddique Aminatu JS Female Court Recorder Northern Tamale 23 Baako Abdul-Razak JS Male Data Recorder Northern Tamale 24 Abubakari Suabira LAC Male Intake Officer Northern Tamale 25 Abdullah Naemah LAC Male Intake Officer Northern Tamale 26 Kogyapwah Richard Mac JS Male Judge Northern Tamale Assistant State 27 Awekeya Viola Apegiwine MOJ - DPP Female Northern Tamale Attorney 28 Atinga Rita LAC Female Intake Officer Northern Tamale 29 Moidib Seth Khan JS Male Court Clerk Northern Tamale 30 Musah Mohammed JS-Circuit Court Male Registrar Northern Tamale

# Surname First Name Other KSA Gender Position Region City/Town Charge Office 1 Asare Beatrice Police Service Female Volta Ho NCO

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District 2 Bempah Obrako Sarpong Police Service Male Volta Aflao Commander District 3 Danso Anthony Police Service Male Volta Ho Commander Regional Crime 4 Dorgbevia Wonder Police Service Male Volta Ho Officer Charge Office 5 Farouk Umar Farouk Police Service Male Volta Ho NCO 6 Osei Johnson Police Service Male Station Officer Volta Aflao Charge Office 7 Owusu Hannah Police Service Female Volta Ho NCO 8 Vandee Eric Police Service Male Crime Officer Volta Aflao 9 Addai Vivien EOCO Female Regional Director Volta Ho Deputy Staff 10 Foli Adeeku Isaac EOCO Male Volta Ho Officer Field Desk 11 William Opoku Amoako EOCO Male Volta Ho Officer Assistant Staff 12 Ziggah Victor EOCO Male Volta Ho Officer Reception In- 13 Boakye Isaac Kodjo Prison Service Male Volta Ho Charge 14 Hoenyedzi Nelson Darko Prison Service Male Reception Officer Volta Ho 15 Ganyo Christopher Kwaku Prison Service Male Sergent Volta Ho 16 Afriyie Patrick Kojo Prison Service Male Sergent Volta Ho Jupol 17 Ayamga Akolgo Police Service Male Volta Ho Commander 18 Fianyekum Edem Prison Service Male Reception Officer Volta Ho

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Oduro- Regional 19 Edward Police Service Male Volta Ho kwateng commander 20 Doh-Gelli Rose Judicial Service Female Court Clerk Volta Ho 21 Enyonam Judicial Service Female Court Recorder Volta Ho 22 Akpable Francis Judicial Service Male Court Clerk Volta Agbozume 23 Christopher Judicial Service Male Court Recorder Volta Agbozume 24 Otoo John Krampah Judicial Service Male Court Registrar Volta Keta 25 Hlortsi Raphael Elorm Kwame Judicial Service Male Court Clerk Volta Keta 26 Opaku Dennis Delali Judicial Service Male Court Clerk Volta Keta 27 Vordzorge Gloria Judicial Service Female Court Clerk Volta Keta 28 Polley Kwame Judicial Service Male Judge Volta Keta 29 Monyo Gabriel Judicial Service Male Registrar Volta Ho 30 Sah Agnes Judicial Service Female Court Recorder Volta Ho 31 Don Philip Judicial Service Male Court Clerk Volta Ho 32 Addo Robert Judicial Service Male Judge Volta Ho 33 Quainoo Rex MOJ-DPP Male Administrator Volta Ho 34 Mante Derrick Busby MOJ-DPP Male Administrator Volta Ho 35 Kurmodzro Maclean LAC Male Administrator Volta Ho

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APPENDIX 7: TRAINING EVALUATION/ASSESSMENT SURVEY ADMINISTERED TO VOLTA & NORTHERN REGION FUNCTIONAL USERS

% of % of % of % of Responses % of Responses Responses % of Responses Responses Responses Collected From Collected From Collected Collected From Collected Collected The Functional The Functional From The The Functional From The From The User Group User Group Functional User Group Functional Functional Present Present User Group Present User Group User Group Present Present Present Question YES NO YES NO YES NO YES NO YES NO YES NO How to create 100% N/A N/A N/A N/A N/A 100% N/A 100% N/A 100% N/A a CTS Job How to receive & dispatch CTS Job KSA 100% N/A N/A N/A 100% N/A 100% N/A 100% N/A 100% N/A Physical Docket ( GPS/MOJAG DPP) How to search & view a CTS 100% N/A 100% N/A 100% N/A 100% N/A 100% N/A 100% N/A Job

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How to add activity to a 100% N/A 100% N/A 100% N/A 100% N/A 100% N/A 100% N/A CTS Job How to search & view docket physical 100% N/A 100% N/A 100% N/A 100% N/A 100% N/A 100% N/A movement history How to access and use CTS 100% N/A 100% N/A 100% N/A 100% N/A 100% N/A 100% N/A Reports & Statistics

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APPENDIX 8: TRAINING FEEDBACK SURVEY ADMINISTERED TO VOLTA & NORTHERN REGION FUNCTIONAL USERS

% of Responses % of Responses % of Responses % of Responses % of Responses % of Responses Collected From Collected From Collected From Collected From Collected From Collected From The Functional The Functional The Functional The Functional The Functional The Functional User Group User Group User Group User Group User Group User Group Question Present Present Present Present Present Present

Police Legal Aid MOJ-DPP Judicial Service EOCO Prisons Strongly Strongly Strongly Strongly Strongly Strongly Agree Agree Agree Agree Agree Agree Agree Agree Agree Agree Agree Agree The objectives

of the CTS N/A 100% N/A 100% N/A 100% N/A 100% 50% 50% N/A 100% training were clearly defined The CTS training instructions 100% N/A 100% N/A 100% N/A 100% N/A 100% N/A 100% were clear and understandable The trainer was well N/A 100% N/A 100% N/A 100% N/A 100% N/A 100% N/A 100% prepared and knowledgeable

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about the CTS application

What performance improvement skills would • Typing Skills • To speed up you like to • Typing Skills • Typing Skills • Typing Skills • Typing Skills typing have in the future concerning the CTS training? Please share other • The training is comments or • Training was • Very useful good • It was perfect • So far so good. • Great expand on effective training

previous responses here

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APPENDIX 9: SAMPLE TEST SCRIPTS FOR EOCO Sample Scenario: Job Creation to Conviction or Acquitted or Conclusion

Status (CTS Step Test Steps Expected Result Notes Certified?) • User should be able to login with provided user credentials • User should be able to select “CTS Job” and choose “Create CTS Job” • User should be able to search for a CTS Job with

Create a CTS Job available information -CTS Job Number, Reg. 1 Offence No. etc. > • User should be able to add and save Party Details • User should be able to Save CTS Job • User should be able to receive an alert for a created job • User should be able to select CTS Job from the side drop down menu and choose “Select & Validate CTS Job” Search & Validate CTS • User should be able to search for a CTS Job with 2 Job available information -CTS Job Number, Reg. Offence No. etc. • User should be click “Save Record” after validating • User should be able to select EOCO from the side drop down menu and choose “Create Add a CTS Activity 3 Record” under “Docket Activity” • User should be able to search for a CTS Job with

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available information -CTS Job Number, Reg. Offence No. etc. • User should be able to add an activity by indicating the Case Stage Activity, Sub Activity etc. • User should be able to save a CTS activity • User should be able to select ‘Create Record” under “Assign CTS Docket” from the EOCO drop down menu Assign CTS Docket to • User should be able to search for a CTS Job with 4 another KSA available information -CTS Job Number, Reg. Offence No. etc. • User should be able to select destination KSA • User should be able to search for a CTS Job with available information -CTS Job Number, Reg. Search & View CTS Offence No. etc. Job Current Stage in 5 • User should be able to view the case stage/status Case Life Cycle (the activity added to the CTS Job by ALL relevant Case tracker) KSAs involved in the case life cycle (the Case Tracker)

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APPENDIX 10: SAMPLE CTS REPORTS SCREENSHOTS Based on CTS Indicators expected feature adaptations

Region By Offence Report (Matrix)

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Region By Offence Report (Statistics)

CTS Job List (List)

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