Guidelines for the Implementation of the CTA Case Management Information System Enhancement Project

June 3, 2014 EN BANC RESOLUTION NO. 003-14 WHEREAS, during the En Banc Session (EBS) held on April 08, 2014, the "Guidelines for the Implementation of the CTA-CMIS Enhancement Project" was included in the Agenda on Administrative Matters; WHEREAS, in the EBS held on said date, Associate Justice Juanito C. Castaeda, Jr. presented, for the perusal of the Court En Banc, a copy of said Guidelines, hereto attached as Annex "A", consisting of seven (7) pages and shall form integral part of this En Banc Resolution; WHEREAS, after due deliberation during the EBS held on June 03, 2014 and upon motion of Justice Castaeda, the aforesaid Guidelines was duly approved by the Court En Banc; NOW, THEREFORE, in view of the foregoing, the "Guidelines for the Implementation of the CTA-CMIS Enhancement Project," consisting of seven (7) pages are hereby adopted for appropriate implementation in the Court of Tax Appeals. Effective immediately. TAScID On Leave ROMAN G. DEL ROSARIO Presiding Justice (SGD.) JUANITO C. CASTAEDA, JR. Associate Justice (SGD.) LOVELL R. BAUTISTA Associate Justice (SGD.) ERLINDA P. UY Associate Justice (SGD.) CAESAR A. CASANOVA Associate Justice (SGD.) ESPERANZA R. FABON-VICTORINO Associate Justice (SGD.) CIELITO N. MINDARO-GRULLA Associate Justice (SGD.) AMELIA R. COTANGCO-MANALASTAS Associate Justice (SGD.) MA. BELEN M. RINGPIS-LIBAN Associate Justice ANNEX A Guidelines for the Implementation of the Court of Tax Appeals Case Management Information System (CTA-CMIS) Enhancement Project CTA-CMIS Version 2.1 1. Purpose and Scope This document is issued to prescribe the guidelines in the implementation of the enhanced CTA Case Management Information System (CTA-CMIS) which will be known as the "CTA-CMIS 2.1." It covers the delineation of roles and functions of the end-users in its implementation. 2. Definition of Terms 2.1. Court of Tax Appeals Case Management Information System (CTA-CMIS) the information system for recording case information and events, producing management reports to expedite case processing and to improve case flow. It basically consists of (1) end-users/users, (2) procedures, (3) data and (4) reports. 2.2. CTA-CMIS Database the centrally-located electronic database that contains information about cases filed with and received by the Court the authorized CTA-CMIS users can access within the Court's local area network (LAN). It is hosted in a central server facility managed and maintained by the MIS Division (MISD). AaIDHS 2.3. CTA-CMIS Software refers to the collection of computer programs developed thru the assistance of USAID that enables CTA-CMIS users to manage data related to case management processes. The software is a web application, hosted, together with the CTA-CMIS Database, on a central server managed and maintained by the MISD. Access to the CTA-CMIS software is through a web browser. Authorized CTA staff could access the system over the local area network (LAN). 2.4. IT Infrastructure refers to workstations (computer desktops, laptops, notebooks and tablets being used at the workplace), server hardware and network equipment at the server rooms, the CTA-CMIS database and software that process data and used as tools for collecting, storing, processing, and disseminating case management data to authorized users. 2.5. Local Area Network (LAN) refers to a network which connects workstations and servers and enables the users to share applications, data files and printers. Since CTA Buildings I and II and Judicial Records Building are now connected, all users in all those buildings can access the CTA-CMIS system. LAN is part of the IT Infrastructure. 3. New Features and Functionalities The CTA-CMIS is used to manage data related to the performance of tasks under the computerized case management information system including but not limited to case filing/receiving, fee payment, docketing, case assignment, recording of key events otherwise known as case processing, recording of promulgated Resolutions/Decisions and post-decision monitoring. The CTA-CMIS 2.1, has the following added features and functionalities; 3.1. Creation of outgoing documents using predefined templates; 3.2. Review and approval of outgoing documents; 3.3. Preparation of daily Itinerary of Travel for the Sheriffs and Process Servers; 3.4. Ability to use flexible search; and 3.5. Getting assistance from the CTA-CMIS Technical Administrator. 4. Roles and Functions The end-users and stakeholders are as follows: EAcCHI 4.1. CTA Management The CTA Management includes the Presiding Justice, the Associate Justices and the Chairperson of the Committee on Records Management and Information Technology. It shall: 4.1.1. Perform search and other features as decision support tools to manage the case flow within their jurisdictions; 4.1.2. Perform oversight functions, approve policies on the use and update of the CTA-CMIS, and provide the necessary resources to sustain CTA-CMIS effectiveness as a data management tool. 4.2. CTA-CMIS Users Management Subcommittee The CTA-CMIS Users Management Subcommittee shall report directly to the CTA Management and shall perform the following administrative actions, including but not limited to: 4.2.1. facilitating the process of assigning users and modifying user accounts as appropriate; 4.2.2. facilitating the process of assigning permissions to users or groups as appropriate; 4.2.3. facilitating the process of modifying CTA-CMIS system codes library; and CSHEca 4.2.4. receiving, reviewing and validating/approving requests of modification/correction of entries already encoded into the CTA-CMIS upon request of the CTA-CMIS users, and thereafter, directing the concerned office to make the appropriate modification/correction in the system. 4.3. Justices' Staffs 4.3.1. Use the flexible search facility and other features to manage cases within their jurisdictions; and 4.3.2. Use the Feedback facility to request assistance from the MISD. 4.4. Executive Clerks of Court III/II and Staffs 4.4.1. Use the CTA-CMIS to review and approve the prepared draft of outgoing documents; 4.4.2. Use the flexible search facility and other features to manage cases within their jurisdictions; and 4.4.3. Use the Feedback facility to request assistance from the MISD. 4.5. Judicial Records Division (JRD) Staffs 4.5.1. Use the CTA-CMIS to prepare draft of outgoing documents; 4.5.2. Use the flexible search facility and other features to manage cases within their jurisdictions; and 4.5.3. Use the Feedback facility to request assistance from the MISD. HCTAEc 4.6. Sheriffs/Process Servers 4.6.1. Use the CTA-CMIS to prepare and print the daily Itinerary of Travel; 4.6.2. Update the records of the Itinerary of Travels based on actual service; and 4.6.3. Use the Feedback facility to request assistance from the MISD. 4.7. Management Information Systems Division (MISD) The MIS Division, as the CTA-CMIS Technical Administrator, shall: 4.7.1. Monitor and manage the issues being logged by the users using the Feedback facility; 4.7.2. Maintain the IT Infrastructure servicing the CTA-CMIS; 4.7.3. Monitor the Local Area Network to ensure efficient use of the computer network and availability and security of the CTA-CMIS computer system; 4.7.4. Perform regular backups and manage the security of the server containing the CMIS software and database; 4.7.5. Provide day-to-day, system administration and on-site technical support for CTA-CMIS users; 4.7.6. Install an online chat software to facilitate communication between users; and 4.7.7. Provide technical assistance, support, and advice to enable continuing access to CTA-CMIS and its utility by respective users. IcESDA 5. End-user Training The MISD may conduct additional trainings for end-users as the need arises especially for the new CTA employees whose functions cover the use of CTA-CMIS 2.1. 6. Transitory Provisions 6.1. Software Warranty The agreement between the American Bar Association Rule of Law Initiative (ABA ROLI) and Ideyatech, Inc. provides three (3) months software warranty during which the latter shall certify any valid defects and errors identified. 6.2. Issues/Problems Resolution During the three-month software warranty period, the CTA-CMIS Users Management Subcommittee and the MISD shall coordinate closely with the Software Developer to ensure continuing technical support and to answer technical/user inquiries from CTA-CMIS end-users. The end-users shall report any software issues, defects and errors using the new Feedback facility.