E-Filing at the  Supreme Court of of Newfoundland and Labrador September 10 th , 2009
Why e-Probate? <ul><li>Well defined, structured and contained area of business having finite procedures </li></ul><ul><ul>...
Business Objectives <ul><li>Greater access to Justice </li></ul><ul><li>Reduce staff workloads </li></ul><ul><li>Promote d...
Benefits of e-Probate <ul><li>Provides infrastructure for other electronic initiatives </li></ul><ul><li>Leverages existin...
 
Target Audience <ul><li>Existing Judgment Enforcement Registry users </li></ul><ul><li>Phase 1: The Legal community </li><...
Challenge and Response <ul><li>Understanding and implementing the centuries old Rules of Court </li></ul><ul><li>Interview...
Challenge and Response <ul><li>Simplifying a complex process for use by all potential users.  </li></ul><ul><li>Creation o...
Challenge and Response <ul><li>Integration with existing Court Case Management Systems </li></ul><ul><li>In depth analysis...
Challenge and Response <ul><li>Implementing electronic signatures </li></ul><ul><li>Electronic Commerce Act set the enabli...
Challenge and Response <ul><li>Usability issues when dealing with an aging population </li></ul><ul><li>Provision of an in...
Current Project Status Build Completion Implementation Close Out June. 1, 2009 – Dec. 4, 2009 Dec. 4, 2009 – Feb. 15, 2010...
Technology Solution Stack 3-Tier Architecture SHA2-(256) Encryption Oracle/ Oracle Stored Procedures XML-RPC Windows/Linux...
Application Technology
Infrastructure Technology
E-Filing 101
View into E-Filing Application <ul><li>E-Filing provides an easy to navigate, step-by-step process for filing Probate and ...
E-Filed Documents <ul><li>Notice of Application </li></ul><ul><li>Notice of Withdrawal </li></ul><ul><li>Caveat </li></ul>...
Sample E-Filing Screens
View of E-Filing Application
View of E-Filing Application
View of E-Filing Application
Q & A
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E-Filing at the Supreme Court of Newfoundland and Labrador - CTC 2009

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  • The system architecture will be integrated into the shared Justice External Web Portal Environment. The integrated hosting environment, already hosts the following existing web portal applications:   Judgment Enforcement Registry (JER-Remote) Support Enforcement Web Portal (SEA Web) Municipal Property Offences Electronic Filing System (MPO EFS) Supreme Court Dockets Online (SCDO) Application Architecture The e-Filing system employs a secure 3 – Tier Application Architecture consisting of a WEB, Business and Database layer. There is no direct link from one layer to another. All layers communicate with each other via a request. A request is sent from the initiating layer to a listener on another layer. When an incoming request is received, the sender is first validated using an algorithm based upon their username, IP, Browser, Computer Name and a 64 bit encrypted hash. If validated, the request is processed and returned to the initiating layer. All requests to the database layer are queued in a queue manager. The queue manager polls every 1/100 of a second and processes waiting jobs. The jobs are also validated prior to execution. The e-Filing system runs on a secure HTTPS transmission and all data is stored behind internal Juniper firewalls.
  • Users access the e-Filing system via the Web Portal. The Web Presentation Layer displays the e-Filing Website. Users complete the step-by-step forms, successfully pass credit card pre-authorization, and submit their data into an Internal e-Filing Manager. The Business Logic Layer implements many of the Rules contained within Rule 56 to ensure filings are completed accurately. The data that the user is working with prior to submission is held in a session database on the Session Data Layer. This data is pulled from the Session Data Layer into the Persistent Data Layer every 20 minutes, or when a filing is submitted, saved, or cancelled. The Administration Module contains the e-Filing Manager. This is an internal application accessible by only Court Staff. A Court Staff member receives notification via email and by an alert in the existing Case Management System of a new filing submitted via the e-Filing Website. The Court Clerk accesses the Manager and views the submitted PDF – the same PDF created by the e-Filing user. The Clerk then either accepts or rejects the filing. The Acceptance of a filing calls procedures and functions on the Integration Layer . Upon acceptance, the users pre-authorized credit card payment is finalized, the document data is entered into the Courts Legacy Case Management System, the PDF is stored in TRIM and an email is sent to the e-Filing user informing the user of their accepted document. Upon rejection, a rejection reason is selected and an email is sent to the e-Filing user informing them of their rejected document and the reason why. The Short-term EFS Database holds data for a period of time defined by the retention schedule. Once a document has been Accepted, all data is entered into the Court Case Management System and TRIM and therefore the short-term database is cleared of data relative to that e-Filing Document. The Administration module also houses the e-Filing Reports module, Reconciliation Module and administrative tools for controlling Website content and notification emails.
  • The e-Filing system will be housed in an environment currently used by other Department of Justice applications. The Production environment is 3-Tier, has been in existence for many years without a breach, and is deemed to be highly secure. Firewalls sit between each layer and the internal databases are stored behind firewalls inside a secure data center. E-Filing Users must authenticate using the Sheriff’s office approved users registry. Once a user successfully obtains an account on this system, they can apply to access the e-Filing system. The Internal Administration Module (e-Filing Manager) is only accessible to staff that reside on the Government of Newfoundland and Labrador network. The e-Filing Manager can only be accessed through the existing Court Case Management System.
  • E-Filing at the Supreme Court of Newfoundland and Labrador - CTC 2009

    1. 1. E-Filing at the Supreme Court of of Newfoundland and Labrador September 10 th , 2009
    2. 2. Why e-Probate? <ul><li>Well defined, structured and contained area of business having finite procedures </li></ul><ul><ul><li>Probate/Administration applications annually average 2500 </li></ul></ul><ul><li>Focuses on existing Rules of Practice and Procedure </li></ul><ul><ul><li>Translating to plain language </li></ul></ul><ul><li>Provides an additional channel to court processes </li></ul><ul><li>Interest within the legal community </li></ul><ul><li>Increase in number of self-represented applicants </li></ul>
    3. 3. Business Objectives <ul><li>Greater access to Justice </li></ul><ul><li>Reduce staff workloads </li></ul><ul><li>Promote data consistency </li></ul><ul><li>Improve managerial reporting </li></ul><ul><li>Enhance the collection and retention of data </li></ul><ul><li>Set the foundation and standard for other initiatives </li></ul><ul><li>Increase confidence in Court e-Filing processes </li></ul>
    4. 4. Benefits of e-Probate <ul><li>Provides infrastructure for other electronic initiatives </li></ul><ul><li>Leverages existing Judgment Enforcement Registry system </li></ul><ul><li>Integrates with existing Case Management System </li></ul><ul><li>Provides mechanism for electronic payments </li></ul><ul><li>Relies and builds on the existing partnership with the Public Legal Information Association of Newfoundland and Labrador (PLIAN) </li></ul>
    5. 6. Target Audience <ul><li>Existing Judgment Enforcement Registry users </li></ul><ul><li>Phase 1: The Legal community </li></ul><ul><li>Phase 2: Any Probate and Administration filer </li></ul>
    6. 7. Challenge and Response <ul><li>Understanding and implementing the centuries old Rules of Court </li></ul><ul><li>Interviews and requirement gathering sessions with: </li></ul><ul><ul><li>Probate and Administration staff </li></ul></ul><ul><ul><li>Supreme Court Judges </li></ul></ul><ul><ul><li>Pilot User Group (PUG) </li></ul></ul><ul><ul><li>PLIAN – plain language assistance/form simplification </li></ul></ul><ul><li>Review e-Filing initiatives in other jurisdictions </li></ul><ul><li>User Acceptance Testing (UAT) </li></ul>
    7. 8. Challenge and Response <ul><li>Simplifying a complex process for use by all potential users. </li></ul><ul><li>Creation of a Pilot User Group (PUG) </li></ul><ul><li>Consultations with Instructional and Web Design experts </li></ul><ul><li>Frequent review sessions with Court staff and PUG </li></ul><ul><li>Conformity of plain language PLIAN handbook with Rule 56 </li></ul>
    8. 9. Challenge and Response <ul><li>Integration with existing Court Case Management Systems </li></ul><ul><li>In depth analysis of existing systems </li></ul><ul><li>Interviews and shadow sessions with system users and GNL-OCIO Justice Support team </li></ul><ul><li>User guides and handbooks </li></ul><ul><li>Use of N-Tier architecture and modern technologies </li></ul><ul><ul><li>Allowing for a scalable, modular approach </li></ul></ul><ul><li>UAT </li></ul>
    9. 10. Challenge and Response <ul><li>Implementing electronic signatures </li></ul><ul><li>Electronic Commerce Act set the enabling baseline </li></ul><ul><li>Leveraging existing Judgment Enforcement Registry system </li></ul><ul><li>Cross-jurisdictional review of signature authentication issues/developments </li></ul><ul><ul><li>Work in progress </li></ul></ul><ul><li>Phased solution approach: Legal Community in Phase 1 followed by the General Public in Phase 2 </li></ul><ul><li>Consultations with Judges, staff and PUG regarding rules updates </li></ul><ul><li>UAT </li></ul>
    10. 11. Challenge and Response <ul><li>Usability issues when dealing with an aging population </li></ul><ul><li>Provision of an intermediary step to allow for the reading, writing, and printing of Supreme Court Probate/Administration forms </li></ul><ul><li>Consultations with Instructional and Web Design experts </li></ul><ul><ul><li>Compliance with W3C Web Standards </li></ul></ul><ul><ul><li>Adherence to GNL Website guidelines </li></ul></ul><ul><li>Review sessions with PUG and Court staff </li></ul><ul><li>UAT </li></ul>
    11. 12. Current Project Status Build Completion Implementation Close Out June. 1, 2009 – Dec. 4, 2009 Dec. 4, 2009 – Feb. 15, 2010 Feb. 15, 2010 – Mar. 03, 2010
    12. 13. Technology Solution Stack 3-Tier Architecture SHA2-(256) Encryption Oracle/ Oracle Stored Procedures XML-RPC Windows/Linux/Apache TRIM/TRIM API and SDK PHP 5.3 MetaScan <ul><ul><li>SSL/TLS Encryption </li></ul></ul>Queue Listener and Dispatch <ul><ul><li>Snort ™ intrusion prevention system </li></ul></ul>XML – Web Services Application Architecture Web Presentation Layer (External) Administration Module (Internal) Business Logic Layer (External) CMS Integration Layer (Internal) Non-Persistent (Session) Data Layer (External) Persistent Data Layer (Internal)
    13. 14. Application Technology
    14. 15. Infrastructure Technology
    15. 16. E-Filing 101
    16. 17. View into E-Filing Application <ul><li>E-Filing provides an easy to navigate, step-by-step process for filing Probate and Administration documents; </li></ul><ul><li>Implements business validation based upon Rule 56 to ensure documents are accurate and completed in full; </li></ul><ul><li>Provides “Help Hints” on every text field to ensure the user understands what is being requested; </li></ul><ul><li>Converts user-supplied information into a plain language, formatted PDF which can be read and understood by the user. </li></ul>
    17. 18. E-Filed Documents <ul><li>Notice of Application </li></ul><ul><li>Notice of Withdrawal </li></ul><ul><li>Caveat </li></ul><ul><li>Withdrawal of Caveat </li></ul><ul><li>Petition for Letters of Probate </li></ul><ul><li>Petition for Letters of Administration </li></ul><ul><li>Petition for Letters of Administration, C.T.A. </li></ul><ul><li>Petition for Letters of Administration, D.B.N. </li></ul><ul><li>Petition for Letters of Administration, C.T.A., D.B.N. </li></ul>
    18. 19. Sample E-Filing Screens
    19. 20. View of E-Filing Application
    20. 21. View of E-Filing Application
    21. 22. View of E-Filing Application
    22. 23. Q & A

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