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DESIGN AND IMPLEMENTATION OF A WEB BASED

ELECTRONIC COURT CASE MANAGEMENT SYSTEM

TABLE OF CONTENTS

Declaration

Abstract

List of figures

Acknowledgement

CHAPTER ONE: INTRODUCTION

1.1 Background to the study

1.2 Statement of the Problem

1.3 Purpose of the study

1.4 Project Aims and Objectives

1.5 Significance of the study

1.5.1 The industry (Judicial Service)

1.5.2 The society

1.5.3 Academia

1.6 Methodology

1.7 Organization of the study

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CHAPTER TWO: LITERATURE REVIEW

2.1 Overview

2.2 Web Application

2.4.1 Russia

2.4.2 Brazil

2.4.3 Australia

2.4.4 Venezuela

2.4.5 Kenya

2.4.6 Ghana

2.5 Factors influencing effective judicial service delivery

2.5.1 Cost of eCCMS

2.5.2 Employee job satisfaction using eCCMS

2.5.3 Security of court data in eCCMS

2.5.4 Fraud/Corruption

2.5.5 Conceptual framework

2.6 Overview of Databases

2.7 The role of the current eCCMS

2.7.1 User

2.7.2 Public access

2.8 How web applications work

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2.9 Summary of the chapter

CHAPTER THREE: SYSTEM DESIGN AND SPECIFICATION

3.1 Introduction

3.2 Research Design

3.3 Development Methodology

3.3.1 Why Agile Development Methodology

3.4 Fact finding Techniques

3.4.1 Research

3.4.2 Interviews

3.4.3 Observation

3.5 System Category

3.6 Requirement Specification

3.6.1 FUNCTIONAL REQUIREMENTS

3.6.2 Non Functional Requirements

3.6.3 HARDWARE REQUIREMENTS

3.7 System Modeling

3.7.1 System Modelling using Unified Modeling Language

3.8 UML: Structural Modeling

3.8.1 Class Diagram

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3.9 UML: Behavioral Modeling

3.9.1 Use Case Diagram

3.9.2 Use Case Diagram

3.9.3 Entity Relationship Diagram

3.9.4 Activity Diagram

3.10 UML: Architectural Modeling

CHAPTER FOUR: SYSTEM IMPLEMENTATION

4.1 Introduction

4.2 Development tools

4.3 User Interfaces

4.3.1 Login pages

4.3.2 Registrar Home Page

4.3.3 Registering a case

4.3.4 View Cases

4.3.5 The search function for registrar

4.3.6 The update function

4.3.7 Deleting a Case

4.3.8 Report Creation

4.3.9 Chief registrar dashboard

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4.3.10 Online webpage for clients

4.4 Testing

4.4.1 Functionality Testing

4.4.2 Usability Testing

4.4.3 Compatibility Testing

4.4.4 Performance Testing

4.4.5 Validation Testing

4.4.6 Acceptance Testing

4.4.7 Unit Testing

CHAPTER FIVE: CONCLUSION AND RECOMMENDATION

5.1 Conclusion

5.2 Lesson Learnt

5.3 Recommendation

APPENDIX

References

List of figures
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CHAPTER ONE: INTRODUCTION

1.1 Background to the study

The Judiciary is the system of courts of justice in a country, the

arm of government charged with the responsibility to

administer justice. Ghana's legal system was built on a

foundation of received Anglo-Saxon common law, statutory

law, and other documents. (The Judicial Secretary, 2016). It is

independent from other government functions and provides a

forum for the just resolution of disputes in order to preserve

the rule of law and to protect the rights and liberties

guaranteed by the Constitution of Ghana. The Ghanaian

Judiciary consists of the Superior Courts of Judicature, which

include the Supreme Court, the Court of Appeal, the High Court

and the lower courts currently comprising the Circuit Courts,

the District Courts and the Juvenile Courts. The Fast Track,

Commercial Courts, Human Rights Court, Financial, Industrial

(Labor) and Land Courts have recently been established as

divisions of the High Court to facilitate the speedy resolution of

disputes, particularly those of a specialized nature. (Dickson,

2015)
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The advancements of the 21st century have led to an

emergence of many disciplines with great potential to solve

existing problems. One such potential field is Technology,

which has over the years been increasingly adopted in many

processes to avert the problems of ineffective and inefficient

service delivery. (Chrisphine, 2012). One of the key areas of

interest is automation of the judicial processes. Many

challenges have been faced in the process of attaining justice

including delays due to misplacement of the case files at the

registry when reference is ought to be made. As legal practice

has become more technologically advanced, pressure mounts

on the courts is to join the flow of technological progress in

other to provide a good service delivery. In addition, to

emphasis on government transparency, to build public trust

and confidence in judicial institutions. (Slowes, 2012)

Electronic Case Distribution System (eCDS) was introduced in

Judicial Service of Ghana. Under the Electronic Case

Distribution System (eCDS), cases are assigned to the judges

by the registrar. The system was to select adjudication cases at

the High Court and was automated to eliminate suspicion of

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case fixing. It was introduced to judicial staffs and other

stakeholders in Kumasi by Robert Cudjoe the Director of ICT in

Judicial Service. (Joy FM, 2011)

The court can now electronically manage a case from the filing

state and assigning cases to judges.

Case management

Case management is one of the main management activities in

use within courts. The other main management effort is court

management. While case management is connected to the

primary processes in courts, which includes court

administration and other processes that are directly related to

case processing, the court management is connected to the

secondary processes in courts and involves activities like

strategy making, human resource management, research and

development, Technology, finance, and maintenance of the

build environment. (Rooze, 2010).

Component of case management

Electronic case management systems provide support and

automation in case management. In order to support or

automate case management, it is necessary to understand the

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components of case management as a management support. A

typical process in court consists: (a) receive documents; (b)

administrative preparation; (c) content preparation; (d) court

decision-making; (e) content elaboration; (f) administrative

completion; (g) send and archive. (Rooze, 2010).

1.2 Statement of the Problem

Recently, Prosecuting Attorney’s current case management

system is a desktop base application where cases that are

registered are printed out and pasted on the notice board to

enhance public access. The courts print out the cases that will

be held in that particular week and keeps the outdated cases

that have already been held in excel on the desktop. Due to

this clients need to come back to the court to confirm the day

its case will be held and sometimes leads to frustrations.

This project seek is to control and allow complete registration

of all cases related to court activities to enhance reduction of

time and eliminating manual works. The System delivers core

functionality that is to provide meaningful ancillary benefits to

the courts, such as more efficient data entry, more effective

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data retrieval, better tools and enhanced bar and public access,

thus the public can have access to it anytime and anywhere.

Well developed and implemented Electronic Court Case

Management System (eCCMS) make it possible for a court to

stick more closely to a published standard schedule and

timetable, which the court can track cases better, and controls

the use of resources and notify and inform all on what has

been decided and what is to be expected

1.3 Purpose of the study

To study the influence of the Electronic Case Management

System (eCCMS) on implementation and effectiveness of court

service delivery in the Law Court Complex, Judicial Service of

--------.

1.4 Project Aims and Objectives

The aim of this project is to develop and implement an

Electronic Court Case Management System (eCCMS) to control

and allow complete registration of all court case which are

related to the court by the domain user thus registrar, who can
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register, update, delete, and search case and create report.

The flow of information provides communication and

notification between the courts and public.

1.4.1 The following are the Objectives of the Project

 To implement an Electronic Court Case Management

System (eCCMS) for case registration which are related to

courts, and creation, modification and updating through

user interface.

 The software will allow information to be entered by

users, control information in the system and tracking of

current case status to enhance public access.

 The system “Event” and “Scheduling” is to determine new

case arrivals, session appointments, case deadline,

reservation of courtroom and the judge who will head the

case.

 To develop friendly user interfaces combined with intuitive

layouts.

 To create a database to store, manage and backup case

records.
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 To create an administrator page that will show statistical

analysis.

1.5 Significance of the study

When this project is completed, it will benefit the following

stakeholders: the industry (Judicial service), the society and

the academia.

1.5.1 The industry (Judicial Service)

The system will be used by the registrar for case registration

and data processing (data storage and data retrieval) which

involves creation, modification and updating information

through user interface. The Chief registrar as well will be able

to know the activities that is going on in various courts such as

the name of registrars and the judge in each court, the time

the registrar spent after login and also show the total number

of a case type in each court such as trespassing, defrauding,

robbery, data breach etc.

1.5.2 The society

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The system will enable client or individuals to get access to a

case details anywhere and anytime by going online to visit the

webpage, which shows the details of a case such as the sitting

date, the suit number, the name of the judge who will handle

the case, the courtroom which the case will be held, the names

of both plaintiff and defendant, etc.

1.5.3 Academia

This project will illustrate how open source tools can be used

for the development of web-based applications thereby making

the academia aware of the benefits of using cheaper tools. This

project in future will allow other students to review the

application and to think of new ways in which some

components of the application will be improved or think of

ways of adding new components to meet more needs.

1.6 Methodology

The nature of the project recommended agile model of System

Development Life Cycle (SDLC).The agile model process starts

with a simple implementation of a subset of the software

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requirements and iteratively enhances the evolving versions

until the full system is implemented.

The agile methodology gives the need to develop a system

based on the requirements of the users, and enable to add up

various units of the system pertaining the various feedbacks

received from the users. At each iteration and increment,

design modifications are made and new functional capabilities

are added. And the phases includes Identifying Problems,

Opportunities and Objectives, Determine Human Information

Requirement, Analyzing System Needs, Designing the

Recommended System, Developing and Documenting

Software, Testing and Maintenance of the system.

Observation at the Supreme Court and The Law Court Complex

showed that the Court had traditional ways with managing

administration tasks, such as case registrations, viewing the

case list (Cause list) to the public and scheduling of cases. The

courts sometimes struggle with tracking cases since their

system is a desktop based system. This problem presented

itself as an opportunity that can be built upon. The public

sometimes complains they had to come far away from their

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destination to check when a case will be held and the

courtroom. People visiting the first time get frustrated since he

will pass through many processes sometime wait for long to

know the time a case will be held.

Obtaining this information a system will be designed that will

meet the requirement of all the users both the Domain users

and the public. In the design phase, every user interface will be

designed for each section of the web application. Each user

interface will be designed based on the principles of the User

Experience (UX).

Localhost, MySQL and MariaDB will serve as database source.

The familiarity with MySQL offers the chance to work without

problems. The development of this web application will require

HTML CSS, jQuery. These will help in the development of the

user interface and its elements such as web forms, buttons,

and modals.

Finally, PHP as server side programming language to interact

with MySQL database and MariaDB. The web application will be

implemented via a hosting plan. Users will be able to access

the web application by going to the specified URL of the

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application. The design will ensure a smooth transition to the

web application for all users of the system.

1.7 Organization of the study

The project report is divided into five chapters. Chapter one of

the study introduces the problem statement and describes how

the specific problem will be addressed through the aims and

objectives and it also contains the significance of this study.

Chapter two focuses on the review of literature and relevant

research associated with the problems addressed in the study.

Chapter three presents the methodology and procedures used

for data collection and analysis, determining functional and

non-functional requirements of such an application. In chapter

four, covers the areas of implementing and testing of various

prototypes at different stages in the development and also it

also contains the various techniques and languages used in the

development process. Chapter five offers a summary and

discussion of findings, implications for practice, present and

future and recommendations for future research.