Justice Statistical Data System
SIEJ – Sistema de Informação das Estatísticas da Justiça
Project Hermes
Justice Statistics
• DGPJ is the service of the Ministry of Justice
responsible for the statistical data within the
scope of the Ministry of Justice.
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Project Hermes
Justice Statistics
• DGPJ’s attributions within the scope of the
Justice Statistics
Collection
• …
within
Processing
the
Analysis
framework
of
Dissemination
the
National
Statistical System
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Project Hermes
Justice Statistics
• DGPJ is the body with power of delegation of the
National
Statistics
Institute
to
perform
the
gathering, analysis and publication in the field of
the Justice Statistics
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Project Hermes
Justice Statistics
• Comprised areas
Courts and alternative
dispute resolution
• Civil Justice, Labour, Penal, Juvenile, Administrative,
Constitutional, Accounts, EU courts, Peace courts,
Arbitration Centres and Legal Consultation Offices
Registration and
Identification services
and public notaries
• Notaries’s offices, Civil, Real Estate, Companies, and Vehicle
registries, Civil Identification and Criminal record services
Police forces and
investigation support
services
• PJ, PSP, GNR, SEF, IGAE, PM, Tax, Customs and Forensic
Institutes
Enforcement of
sanctions and social
intervention agencies
• Prison services, Probation and Minors Protection Services,
Commission for the Compensation to Victims of Violent
Crimes
Entities for the
protection of rights
• Ombudsman Office, National Commission for Data
Protection, Comission of Access to Administrative
Documents
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Project Hermes
Justice Statistics
•
Main users
–
–
Ministerial cabinets
–
–
Universities
–
Students
–
Media
Public Administration
Investigation Centres
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Project Hermes
Justice Statistics
• Importance of the Justice Statistics for the public
policies
Decision
Evaluation
Planning
Statistical function
Make available
complete, reliable
and updated
information
Monitoring
and
management
Operation
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Justice Statistics
Project Hermes
• Before the restructuring of the Justice Statistical Data
System (SIEJ), the Justice Statistics did not respond
efficiently to the needs of the users, specially of
those responsible for the public policies:
• High time to market of the statistical information  9
months to disseminate the provisional data
• Reduced capacity to cross variables that do not detail
representations of the reality
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Justice Statistics
Project Hermes
• Thus, the following needs of improvement were
identified in the Justice Statistics:
1. Reduction of the time and effort in the stage of collection
of the statistical data;
2. Better analysis of the statistical data collected;
3. Reduction of the time needed to render the statistical
data available and universal.
What is the solution?
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Justice Statistics
Project Hermes
What is the solution?
 To insure the full support of the statistical
operations in an integrated Information
System
Old system
New system
Collection
Processing
Analysis
Dissemination
 Project Hermes is implemented – Restructuring Project on
the Justice Statistical Data System
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Justice Statistics
Project Hermes
Old
system
Collection
Processing
Analysis
Dissemination
Performing of acts by the informing
entities
Duplication
of work
Phase 1
Paper filling by the
informing entities
Phase 2
Forwarding of the
paper inquiries to
DGPJ, by mail
Phase 3
Recording of data
in the DGPJ system
SIEJ – Sistema de Informação das Estatísticas da Justiça
Phase 4
Data base
11
Justice Statistics
Project Hermes
Old
system
Collection
Processing
Analysis
Dissemination
• Disadvantages of the old method of collection:
1. Costs
a) Paper statistical inquiries – 1.750.000 paper forms in2003
b) Expedition – DGPJ  Informing entities DGPJ
c) Staff – Duplication of work in the informing entities and
intensive workload in the recording of data at the DGPJ
2. Quality of the information – Lack of prior output quality control
3. Time – One month and a half until the recording of data (in
average)
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Justice Statistics
Project Hermes
New
System
Collection
Processing
Analysis
Dissemination
• With project Hermes two new methods of data
collection were introduced:
1. Automatic transfer of files between the support applications
to the activity of the informing entities and SIEJ
 Preferential method – Intended to cover all the major informing
entities.
2. Web Forms for direct recording by the informing entities on
the SIEJ data base
 Transitory method – To use while the entities do not dispose of
support applications or while they are not ready for the automatic
transfer of files.
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Justice Statistics
Project Hermes
New
System
Collection
Processing
Analysis
Dissemination
1. Automatic transfer of files
Performing of acts by the informing
entities
One single phase on the
collection process
Automatic transfer of
files
containing
administrative data
Examples:
Police, etc.
Courts,
Criminal
SIEJ data
base
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Justice Statistics
Project Hermes
New
System
Collection
Processing
Analysis
Dissemination
1. Automatic transfer of files
• Benefits:
– Less costs in printing, mail and staff in the data recording
– Better quality of data through the automatic validation of the data
and the direct use of administrative data
– Clear reduction of the workload of the informing entities in cases of
automatic interface  Elimination of work duplication
– Statistical information available after one week
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Justice Statistics
New
System
Project Hermes
Collection
Processing
Analysis
Dissemination
2. Web Forms
Performing of acts by the informing
entities
Duplication
of work
Phase 1
Phase 2
Examples: Registry Offices,
Notaries Offices, Arbitration
Centres, etc.
Data Base
On-line filling of Web
Forms
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Justice Statistics
Project Hermes
New
System
Collection
Processing
Analysis
Dissemination
2. Web Forms
• Benefits regarding the old system:
– Less costs in printing, mail and staff in the data recording
– Better quality of data through the automatic validation
• Disadvantages in relation to the automatic transfer of
data:
– The duplication of work by the informing entities still occurs
– Less reliable information once the administrative data are not used
– More time to disseminate the information
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Justice Statistics
Project Hermes
Old
System
Collection
Processing
Analysis
Dissemination
• Disadvantages of the old data base/ AS400 system
for the processing and analysis of data:
1.
2.
3.
4.
5.
Data stored in more
than one compartment,
without the possibility
of a global analysis
Limited statistical
analysis tools
Lack of detail
Slow system
Unfriendly graphic
interface
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Justice Statistics
Project Hermes
New
System
Collection
Processing
Analysis
Dissemination
• Benefits of using a multi-dimensional data base :
– The existence of a single data
repository allows a transversal,
functional and temporal data
analysis, with greater detail
and quality, regardless of their
origin
– Use of advanced tools of
statistical analysis and of
support to the decisions
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Justice Statistics
Project Hermes
New
System
Collection
Processing
Analysis
Dissemination
• Benefits of using a multi-dimensional data base:
– Greater capacity to
aggregate data according
to the different levels of
detail
– Use of tolls with intuitive
and friendly graphic
interfaces, regardless of
the users’ knowledge on
data bases
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Justice Statistics
Project Hermes
Old
System
Collection
Processing
Analysis
Dissemination
• Dissemination in paper and in PDF files
at www.dgpj.mj.pt, in a static way
• Data dissemination: provisional over
nine months; definitive over twelve
months after the end of each year
• Weak perception of the effective
counterpart by the providing entities
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Justice Statistics
Project Hermes
New
System
Collection
Processing
Analysis
Dissemination
• Benefits of the on-line and dynamic dissemination
of the statistical information:
– The different users, with
different degrees of access,
may manipulate and
explore the information
rendering the statistical
reports adequate to their
needs;
– Any alteration or updating
in the data is immediately
available to all users;
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Justice Statistics
Project Hermes
New
System
Collection
Processing
Analysis
Dissemination
• Benefits of the on-line and dynamic dissemination
of the statistical information :
– The information
disseminated on the
Internet is available for any
user, at any moment, in any
part of the world;
– Geo-referencing of the data;
– Intuitive, friendly and
appealing graphic
presentation.
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Justice Statistics
Project Hermes
• Main benefits of the Project Hermes (1)
Statistical
operations phases
Old System
New System
Data collection
Paper
Automatic Interface  Direct
collection of administrative data
TProcessing
Manual introduction of the data on
SIEJ without the possibility of
automatic validations
More frequent automatic
validations of the most frequent
errors
Analysis
Data in several compartiments
without possibility of a global
analysis
Transversal, functional and
temporal data analysis, with
greater detail and quality
Dissemination
Static reports in PDF
Over 12 months to disseminate
provisional data
Universal
Dynamic and customized reports
Provisional data on the following
month
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Justice Statistics
Project Hermes
• Main benefits of the Project Hermes (2)
Time limit to
disseminate the
information
Critical and usefull information to support the Public Policies 
Aknowledgement by the informing entities and/or users
Coverage of all the
statistical operations
Allows the dissemination of data without manual intervention
since the origin, that is, from the support operations until the
final output
Easily updated
Any alteration or updating in the data is immedaiately available
to all users
Costs
Reduction of operative costs concerning the statistical function
Inter-activity
Te different users, with different degrees of access, may
manipulate and explore the information (within pre-established
limits) in a friendly and intuitive way
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Justice Statistics
Project Hermes
• A few numbers on the New Justice Statistical Data
System (1)
– Around 5.000 informing external entities, 1.550 of which send
the data through automatic interfaces;
– 8 automatic interfaces implemented;
– Around 2.830.000 statistical forms filled via web, since 2004,
168.000 of which are maps and the remaining, statistical
forms;
– 56 web forms to collect data;
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Justice Statistics
Project Hermes
• A few numbers on the New Justice Statistical Data
System(2)
– 367 statistical data reports, 67 of which are available to the
public;
– 300 statistical reports of management support;
– Around 15 million new operational registries processed a year
and over 300 million on the multi-dimensional data base
(except for the ones resulting from the entering of new
informing entities on the System).
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Justice Statistics
Project Hermes
• Investments made on the Project Hermes:
– Project accomplished with the help of community funds
• Total cost of the project – 1.463.700 €
• Community funds– 750.000 €
• National funds – 713.700 €
SIEJ – Sistema de Informação das Estatísticas da Justiça
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Directorate-General for Justice Policy
Av. Óscar Monteiro Torres, 39
1000-216 LISBOA
Email: [email protected]
Tel.: +351 217 924 000
Fax: +351 217 924 090
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