Comparative Study on the Workload of Public Prosecutors in Selected Council of Europe Member States

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Comparative Study on the Workload of Public Prosecutors in Selected Council of Europe Member States COMPARATIVE STUDY ON THE WORKLOAD OF PUBLIC PROSECUTORS IN SELECTED COUNCIL OF EUROPE MEMBER STATES prepared on the basis of expertise by Lorena Bachmaier, Grażyna Stanek, James Hamilton, Gaja Štovičej and Catherine Carrie This study is implemented in the framework of the Council of Europe Project "Human Rights Compliant Criminal Justice System in Ukraine" which is part of the Council of Europe Action Plan for Ukraine 2018-2021 1 Table of contents: Abbreviations.................................................................................... 3 Executive summary............................................................................ 3 Introduction ...................................................................................... 6 Background information of Ukraine ..................................................... 9 Aim of the study .............................................................................. 12 Methodological principles and tools ................................................... 13 Topics and common structure of the country reports............................. 16 Table of contents and questionnaire for country reports ........................ 17 Country reports ............................................................................... 19 Germany ........................................................................................ 19 Ireland ........................................................................................... 32 Poland............................................................................................ 53 Slovenia ......................................................................................... 75 Spain ............................................................................................. 95 The United Kingdom ..................................................................... 111 Conclusions .................................................................................. 131 ANNEX 1 Comparative table .......................................................... 133 2 ABBREVIATIONS art. article GPP general public prosecutor GPPO general public prosecutor’s office PP public prosecutor PPL public prosecution law SPOA Act on the State Prosecution Office OSPG Office of the State prosecutor General SPO State prosecutors office SSPO Specialized State prosecutors office PG Prosecutor General SP COUNCIL State Prosecutorial Council ORDER Order on the number of state prosecutors SP Rules State prosecutorial Rules CPA Criminal procedure act DPP Director of Public Prosecutions CPS the Crown Prosecution Service SFO the Serious Fraud Office COPFSS the Crown Office and Procurator Fiscal Service of Scotland PPSNI the Public Prosecution Service Northern Ireland EXECUTIVE SUMMARY 1. Estimating staffing requirements in the justice sector, and more precisely within the public prosecution service, is not as easy as it might appear. As has been underlined in several research studies “the more uncomplicated methods—using the number of cases handled as a basis, for example—have proven to be highly inaccurate.” 1 For a more precise needs assessment for estimating the staffing needs of any justice sector agency, it is not enough to take into account quantitative data on the number of courts, the total caseload, or the diverse complexity of the cases handled, as for the design of an adequate staffing policy, it has become increasingly relevant to calculate the amount of time the handling of each case actually requires. Such estimates need to be done for each justice sector staff member, as their involvement in each case and the tasks they develop vary greatly. In most methods for estimating the time, even the more accurate, there are also flaws, as most of them do not take into account the time required for non-case related work—that is, the actual workload involved. 2. In increasingly litigious societies with always-restricted budgets, the relevance of the efficiency in the justice sector has become a major challenge. While the focus has been put mainly on studying the caseload and also the workload of 1 See e.g. the World Bank report “Estimating Staffing Needs in the Justice Sector”, by H. Gramckow, 2011 and the research studies cited there. 3 judges and courts, and their requirements has drawn wide attention by policy- makers as well as in research studies, until now there has not been a similar interest with regard to the staffing needs and the estimate of workload of public prosecutors separately. 3. The aim of this study is to provide a comparative overview on different national systems for measuring the workload of public prosecutors to provide relevant information and analysis to support the Ukrainian authorities in aligning the public prosecution service with the standards applied in other European democracies in the context of staffing, management, efficient workload distribution, budgetary decisions as well as defining performance indicators and thus also for monitoring performance. 4. The analysis of the information provided in the six national reports is reflected in the annexed comparative table.2 All the countries studied have fairly good statistics on the caseload, with separated figures for cases dealt within the criminal justice system. However, these statistics are mainly aimed at reflecting the clearance rate and the possible delays, based on the total incoming criminal cases (usually upon reported crimes) and cases disposed per year. 5. Statistics do not usually show how many of those cases were disposed after a full-fledged trial or closed without indictment, because the case was dropped for lack of sufficient evidence. The number of cases that will be finally prosecuted will also depend on the structure and principles of the criminal prosecution. If a legal system follows the principle of mandatory prosecution (Spain, Poland, Slovenia and Spain) or discretionary prosecution (Ireland and United Kingdom), this will impact the total number of cases that are effectively investigated, indicted and finally tried. All these details are rarely reflected (Germany, for example, does provide those details). 6. Out of the statistics on the bulk caseload it can be identified how many cases each public prosecutor is on average handling per year (caseload calculation per PP). For example, Poland and Slovenia, offer a similar figure: 200 cases per PP/year. But such calculation provides a ratio that does not aid in assessing the staffing needs and its usefulness for a comparative analysis is also limited. 7. The ratio of PPs per 100.000 inhabitants vary greatly in the countries studied: Germany: 9.5; Ireland: 2.9; Poland: 17.8; Slovenia: 10; Spain: 4.9; England and Wales: 3.7. This ratio does not allow to draw conclusions on the staffing needs or the shortage of workforce in the prosecution service, as has been mentioned above. 8. Save for Germany, none of the countries studied have a fixed ratio for calculating the number of public prosecutors that are needed to face the caseload in a country (thus, showing how many PPs are needed to handle the number of cases). Germany introduced such a system, developed by a private consultancy company in 2005. The so called PEBB$Y system for calculating personnel requirements is based on the formula for the average processing time, calculated in minutes, for different types of proceedings. Such calculations were obtained after the empirical data collected in representative PP units during six months, which results in the “base number”. The system applies following formula: quantity of 2 See Annex 1. 4 cases x base number ÷ by annual working time (in minutes) = personnel requirements. The standardized value of 100.000 minutes is assumed as the annual working time in minutes for a PP after calculating the total time / per year as average each PP works. 9. The rest of the countries do not have such a pre-established ratio based on such a sophisticated time calculation system. Poland and Slovenia do not inform on a business-intelligence based management system for calculating the staffing needs of the prosecution. The UK uses a system of calculating the average time needed for each of the tasks carried out by the PPs, based on daily or monthly timesheets and the complexity criteria (weighted-case system). Spain has implemented a quite sophisticated system based on monthly-performed tasks per PP and a business intelligence tools, that scores with a certain amount of points each of those tasks (depending on a number of variables, but not exact time measurement). This sophisticated scoring system takes already into account the complexity of the cases/tasks. 10. All of the systems have criteria for identifying complex cases. These criteria, if they are not used for implementing a case-weighted system for estimating the staffing needs, at least it is used for distributing the work among the PPs in each PP unit. Germany does not have separate specific complexity criteria for measuring the time needed and thus the workload, as the PEBB$Y system is more sophisticated as it is based on the measurement of the time employed for each task (which could be defined as an improved Delphi system). The “complexity criteria” applied in all of the countries are very similar: number of defendants/victims; evidential difficulties; complex legal issues; international elements. 11. Ireland is here the outlier, due to its unique system of handling criminal cases, where a different public prosecutor (or solicitor or barrister), intervenes in the
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