Justice Statistical Data System SIEJ Sistema de Informação das Estatísticas da Justiça
Justice Statistics DGPJ is the service of the Ministry of Justice responsible for the statistical data within the scope of the Ministry of Justice. SIEJ Sistema de Informação das Estatísticas da Justiça 2
Justice Statistics DGPJ s attributions within the scope of the Justice Statistics within the framework of the National Statistical System SIEJ Sistema de Informação das Estatísticas da Justiça 3
Justice Statistics DGPJ is the body with power of delegation of the National Statistics Institute to perform the gathering, analysis and publication in the field of the Justice Statistics SIEJ Sistema de Informação das Estatísticas da Justiça 4
Justice Statistics Comprised areas Courts and alternative dispute resolution Registration and Identification services and public notaries Police forces and investigation support services Enforcement of sanctions and social intervention agencies Entities for the protection of rights Civil Justice, Labour, Penal, Juvenile, Administrative, Constitutional, Accounts, EU courts, Peace courts, Arbitration Centres and Legal Consultation Offices Notaries s offices, Civil, Real Estate, Companies, and Vehicle registries, Civil Identification and Criminal record services PJ, PSP, GNR, SEF, IGAE, PM, Tax, Customs and Forensic Institutes Prison services, Probation and Minors Protection Services, Commission for the Compensation to Victims of Violent Crimes Ombudsman Office, National Commission for Data Protection, Comission of Access to Administrative Documents SIEJ Sistema de Informação das Estatísticas da Justiça 5
Justice Statistics Main users Ministerial cabinets Public Administration Universities Investigation Centres Students Media SIEJ Sistema de Informação das Estatísticas da Justiça 6
Justice Statistics Importance of the Justice Statistics for the public policies Decision Evaluation Planning Statistical function Make available complete, reliable and updated information Monitoring and management Operation SIEJ Sistema de Informação das Estatísticas da Justiça 7
Before the restructuring of the Justice Statistical Data System (SIEJ), the Justice Statistics did not respond efficiently to the needs of the users, specially of those responsible for the public policies: High time to market of the statistical information 9 months to disseminate the provisional data Reduced capacity to cross variables that do not detail representations of the reality SIEJ Sistema de Informação das Estatísticas da Justiça 8
Thus, the following needs of improvement were identified in the Justice Statistics: 1. Reduction of the time and effort in the stage of collection of the statistical data; 2. Better analysis of the statistical data collected; 3. Reduction of the time needed to render the statistical data available and universal. What is the solution? SIEJ Sistema de Informação das Estatísticas da Justiça 9
What is the solution? To insure the full support of the statistical operations in an integrated Information System Old system New system is implemented Restructuring Project on the Justice Statistical Data System SIEJ Sistema de Informação das Estatísticas da Justiça 10
Old system Performing of acts by the informing entities Duplication of work Phase 1 Phase 2 Phase 3 Phase 4 Paper filling by the informing entities Forwarding of the paper inquiries to DGPJ, by mail Recording of data in the DGPJ system Data base SIEJ Sistema de Informação das Estatísticas da Justiça 11
Old system Disadvantages of the old method of collection: 1. Costs a) Paper statistical inquiries 1.750.000 paper forms in2003 b) Expedition DGPJ Informing entities DGPJ c) Staff Duplication of work in the informing entities and intensive workload in the recording of data at the DGPJ 2. Quality of the information Lack of prior output quality control 3. Time One month and a half until the recording of data (in average) SIEJ Sistema de Informação das Estatísticas da Justiça 12
New System With project Hermes two new methods of data collection were introduced: 1. Automatic transfer of files between the support applications to the activity of the informing entities and SIEJ Preferential method Intended to cover all the major informing entities. 2. Web Forms for direct recording by the informing entities on the SIEJ data base Transitory method To use while the entities do not dispose of support applications or while they are not ready for the automatic transfer of files. SIEJ Sistema de Informação das Estatísticas da Justiça 13
New System 1. Automatic transfer of files Performing of acts by the informing entities One single phase on the collection process Automatic transfer of files containing administrative data Examples: Courts, Criminal Police, etc. SIEJ data base SIEJ Sistema de Informação das Estatísticas da Justiça 14
New System 1. Automatic transfer of files Benefits: Less costs in printing, mail and staff in the data recording Better quality of data through the automatic validation of the data and the direct use of administrative data Clear reduction of the workload of the informing entities in cases of automatic interface Elimination of work duplication Statistical information available after one week SIEJ Sistema de Informação das Estatísticas da Justiça 15
New System 2. Web Forms Performing of acts by the informing entities Duplication of work Phase 1 Phase 2 Examples: Registry Offices, Notaries Offices, Arbitration Centres, etc. On-line filling of Web Forms Data Base SIEJ Sistema de Informação das Estatísticas da Justiça 16
New System 2. Web Forms Benefits regarding the old system: Less costs in printing, mail and staff in the data recording Better quality of data through the automatic validation Disadvantages in relation to the automatic transfer of data: The duplication of work by the informing entities still occurs Less reliable information once the administrative data are not used More time to disseminate the information SIEJ Sistema de Informação das Estatísticas da Justiça 17
Old System Disadvantages of the old data base/ AS400 system for the processing and analysis of data: 1. Data stored in more than one compartment, without the possibility of a global analysis 2. Limited statistical analysis tools 3. Lack of detail 4. Slow system 5. Unfriendly graphic interface SIEJ Sistema de Informação das Estatísticas da Justiça 18
New System Benefits of using a multi-dimensional data base : The existence of a single data repository allows a transversal, functional and temporal data analysis, with greater detail and quality, regardless of their origin Use of advanced tools of statistical analysis and of support to the decisions SIEJ Sistema de Informação das Estatísticas da Justiça 19
New System Benefits of using a multi-dimensional data base: Greater capacity to aggregate data according to the different levels of detail Use of tolls with intuitive and friendly graphic interfaces, regardless of the users knowledge on data bases SIEJ Sistema de Informação das Estatísticas da Justiça 20
Old System Dissemination in paper and in PDF files at www.dgpj.mj.pt, in a static way Data dissemination: provisional over nine months; definitive over twelve months after the end of each year Weak perception of the effective counterpart by the providing entities SIEJ Sistema de Informação das Estatísticas da Justiça 21
New System Benefits of the on-line and dynamic dissemination of the statistical information: The different users, with different degrees of access, may manipulate and explore the information rendering the statistical reports adequate to their needs; Any alteration or updating in the data is immediately available to all users; SIEJ Sistema de Informação das Estatísticas da Justiça 22
New System Benefits of the on-line and dynamic dissemination of the statistical information : The information disseminated on the Internet is available for any user, at any moment, in any part of the world; Geo-referencing of the data; Intuitive, friendly and appealing graphic presentation. SIEJ Sistema de Informação das Estatísticas da Justiça 23
Main benefits of the (1) Statistical operations phases Old System New System Data collection Paper Automatic Interface Direct collection of administrative data TProcessing Analysis Dissemination Manual introduction of the data on SIEJ without the possibility of automatic validations Data in several compartiments without possibility of a global analysis Static reports in PDF Over 12 months to disseminate provisional data More frequent automatic validations of the most frequent errors Transversal, functional and temporal data analysis, with greater detail and quality Universal Dynamic and customized reports Provisional data on the following month SIEJ Sistema de Informação das Estatísticas da Justiça 24
Main benefits of the (2) Time limit to disseminate the information Coverage of all the statistical operations Easily updated Costs Inter-activity Critical and usefull information to support the Public Policies Aknowledgement by the informing entities and/or users Allows the dissemination of data without manual intervention since the origin, that is, from the support operations until the final output Any alteration or updating in the data is immedaiately available to all users Reduction of operative costs concerning the statistical function Te different users, with different degrees of access, may manipulate and explore the information (within pre-established limits) in a friendly and intuitive way SIEJ Sistema de Informação das Estatísticas da Justiça 25
A few numbers on the New Justice Statistical Data System (1) Around 5.000 informing external entities, 1.550 of which send the data through automatic interfaces; 8 automatic interfaces implemented; Around 2.830.000 statistical forms filled via web, since 2004, 168.000 of which are maps and the remaining, statistical forms; 56 web forms to collect data; SIEJ Sistema de Informação das Estatísticas da Justiça 26
A few numbers on the New Justice Statistical Data System(2) 367 statistical data reports, 67 of which are available to the public; 300 statistical reports of management support; Around 15 million new operational registries processed a year and over 300 million on the multi-dimensional data base (except for the ones resulting from the entering of new informing entities on the System). SIEJ Sistema de Informação das Estatísticas da Justiça 27
Investments made on the : Project accomplished with the help of community funds Total cost of the project 1.463.700 Community funds 750.000 National funds 713.700 SIEJ Sistema de Informação das Estatísticas da Justiça 28
Directorate-General for Justice Policy Av. Óscar Monteiro Torres, 39 1000-216 LISBOA Email: correio@dgpj.mj.pt Tel.: +351 217 924 000 Fax: +351 217 924 090 SIEJ Sistema de Informação das Estatísticas da Justiça 29