Namcis Project

(Namibian Ministry of Justice Case Management System) 

Sponsored by the Government of the Federal Republic of Germany

  Namcis Project 

The “Computerisation of the Magistrate’s Courts’ Program was introduced as a joint venture between the Ministry of Justice and GTZ in 1999 and a contract was entered between GTZ & IOCORE to development a Namibian Ministry of Justice Case Management System (Namcis). 

The Namcis Project has been implemented under the leadership of the Permanent Secretary of the Ministry of Justice, assisted by the Steering Committee comprising of a Project Manager (Ministry of Justice), Senior Management (Ministry of Justice), Representative from the Office of the Prosecutor General, Super Users (Ministry of Justice), Representative of GTZ (Project Sponsor), Representatives of IOCORE (System Developer), Technical Advisors (Independent Consultants), and a Change Manager. 

The proposed solution will enable the Ministry of Justice (Magistrates, Clerks of Courts & Cash Hall Staff) and the Office of the Prosecutor General (Prosecutors) to electronically improve the interaction between the Magistrates Courts and the Cash Hall. In addition to this also to create cases electronically focusing on case management; and the creation of financial transactions. The vision is to relieve our increase in workload; therefore improving efficiency of court administration and case management.  

Selected Super Users (Experts in their business areas) have been appointed on a full time basis, responsible for the identification of business requirements, ensuring that the System Developer (IOCORE) understands our business practices and processes. These requirements will enable the System Developer to develop the Namcis System. In addition to this the Super Users are also responsible to test the system during the development stages.   

The Namcis System will be implemented starting with a Pilot Site, followed by implementation in Windhoek (Lower Magistrates’ Courts – Munguna Street Magistrate’s Court and Luderitz Street Magistrate’s Court) and eventually the implementation at all magistrate’s courts in the Republic of Namibia. 

Project Goals & Mission 

The Project Goals and Objectives of the Namcis Project are to: 

• Create cases electronically; excluding the civil judicial process
• Scheduling of court sessions & capturing of outcomes
• Create financial transactions via receipts, payment vouchers and journals
• Printing of selected reports
• Improve the quality of service rendered
• Improve the sharing of resources and knowledge
• Improve the control over financial transactions
• Improve the interaction between courts and cash hall
• Provide a system that is cost effective
• Deliver value for money to the stakeholders
• Increase speed of delivery to public
• Improve tracking of case files
• Improve access to information
• Improve court roll administration
• Creation of appropriate statistics
• Relieve the ever increase of workload, especially in the Cash Hall environment

Training 

A qualified Computer Instructor is training all Namcis System users in basic computer proficiency prior Namcis System implementation. 

Comprehensive Namcis System Training will be provided to the system users by the Super Users (Trainers). In addition to this classroom training, training manuals and functional support will also be provided. The Super Users (Ministry of Justice & Office of the Prosecutor General) will be responsible for these activities. 

Who will be the System Users? 

• Magistrates
• Public Prosecutors
• Clerk of Court
• Cash Hall staff
• System Administrators
• Trainers
• Management from a Management Information perspective

Help Desk 

A Help Desk environment has been established assisting computer users when experiencing system and computer related problems. 

The Help Desk Number is: 061 - 280 5411  

Stakeholders 

• Ministry of Justice
• Office of the Prosecutor General
• MOJ Management
• Magistrates
• Public Prosecutors
• Clerk of Court
• Cash Hall Staff
• Public

Project Sponsor 

GTZ (The Deutsche Gesellschaft fuer Technische Zusammenarbeit – Federal Republic of Germany) 

Vendor for Namcis Project 

IOCORE, company in South Africa, responsible in developing the Namcis System 

Where will the Namcis System be implemented?

Pilot Site: - 

To be identified, and consequently after successful testing, implementation at the following: 

• Windhoek Magistrates’ Courts (Munguna Street Magistrate’s Court & Luderitz Street Magistrate’s Court)
• All other magistrates courts in the Republic of Namibia

Who to Contact? 

Permanent Secretary of the Ministry of Justice 

·        Ms L Shapwa

Tel: 061 - 280 5222 

     GTZ  

·        Ms R Falkenberg

Tel: 061 - 280 5215 

    IOCORE 

·        Mr H Vlok

Tel: +27 11 790 2000 

     Project Manager 

·        Mr J Botma

Tel: 061 - 280 5294 

   Change Manager 

·        Mr J Greeff

Tel: 061 - 280 5301 

     Super Users 

·        Ms R Horn

Tel: 061 - 292 1225 

     Project Office 

·        Tel: 061 - 280 5294 

    Project Correspondence 

·        The Permanent Secretary: Ministry of Justice

Private Bag 13302

Windhoek

Namibia 

·        Mr J Greeff at:

jgreeff@moj.gov.na