Malawi with an innovative case management system built by Para flow

The leading Bulgarian IT company Paraflow Communications Ltd. built an innovative case management system for the judiciary and prosecution system of Malawi in the period 2013 – 2015. This is the first regional case management system. It is based on an innovative development by the Paraflow team on the Microsoft SharePoint platform, with integrated digitalization tools and biometric authentication. Due to its significance, the project in the Southern African country is one of the few funded through the European program Development and Cooperation – EuropeAid (CONTRACT NO: FED/2013/314-429 is financed by the 10th EUROPEAN DEVELOPMENT FUND).

The purpose of the project is to provide complete, accurate, and timely information about the judiciary system. The need for information and an effective flow of information between the judicial institutions and the prosecution of Malawi is crucial for the court’s legal and governance system, and decision-making. The system automates case management and provides the necessary interoperability to facilitate the timely transfer of information to all partners in the field of justice. The system design also includes the possibility to expand access to other institutions, such as first-instance courts, private legal aid offices, prisons, and the police.

Accents 

The preliminary analysis of the existing processes in the court and prosecution required the development of an innovative system for management and process control.
The system offers a flexible mechanism for defining and controlling complex processes, allowing a visual representation of actions and process states at any given moment.
The algorithm for process definition and its subsequent execution and control allows easy modification through built-in Microsoft SharePoint tools.
A complex process can be developed even with the most basic tools, for example Microsoft Excel, and then imported into the system.
The developed innovative system was thoroughly tested and approved by representatives of the court, prosecution, and supervisory representatives for the EuropeAid program of the European Union.

Results

Improvement of case registration.
Administration, tracking, and monitoring of all civil and criminal cases.
Improved online access to information and services for all court users (including bigger audience).
Increased efficiency of staff in the judiciary and prosecution.
Protection of the fundamental rights of those in contact with the justice system.
Improved integration and sharing of information between the judiciary and the Attorney General's Office.
Possibility to scan all documents using scanners connected to the workstations delivered as part of the system.
Use of an approved fingerprint reader, which serves as an electronic signature.

Most institutions in Malawi use modern biometric authentication methods, which explains their introduction in the country’s Supreme Court. The client-side of the developed system works on any accessible computer, according to the assigned rights and access levels of the user. The intuitive search mechanism of Microsoft SharePoint is available to users, allowing them to find information from various data sources related to cases and accompanying documentation. Part of the solution developed by Paraflow is also a full range of ready-to-use tools for creating, implementing, and managing reports, as well as the ability to perform business analyses and monitoring. Additionally, security mechanisms have been introduced to prevent unauthorized disclosure of sensitive information. The system ensures effective archiving, so that data is not lost in case of damage. The case management system in the judiciary and prosecution system of Malawi is an innovative development on the Microsoft platform by the Paraflow Communications team.

The unique and effective process management system in the Supreme Court of Malawi has already been implemented and is functioning successfully.

Potential Clients are: Public Sector – Ministry of Justice, Private Sector – organizations (records management). The system has great export potential.
The preparation of the specific assignment and accompanying analysis took more than four months, with the participation of certified specialists from Paraflow and many renowned international experts. The analysis was completed with documentation of over 400 pages in English and UML diagrams, describing over 22 case processes in the court. The schemes of the individual processes include: DPP, HIGH AND SUPREME COURTS, CASE WORKFLOW OVERVIEW.