DEMONSTRATION OF FULL AND FINAL (ONLINE/OFFLINE …

February 13, 2019

This publication was produced for review by the United States Agency for International Development. It

was prepared by Chemonics International Inc.

DEMONSTRATION OF FULL AND FINAL

(ONLINE/OFFLINE DESKTOP AND

ANDROID MOBILE) CTS BUILD TO

SPECIFICATION

USAID/GHANA JUSTICE SECTOR REFORM CASE TRACKING SYSTEM ACTIVITY

REVISED SUBMISSION

DISCLAIMER

The authors’ views expressed in this publication do not necessarily reflect the views of the United States

Agency for International Development or the United States government.

DEMONSTRATION OF FULL AND

FINAL (ONLINE/OFFLINE DESKTOP

AND ANDROID MOBILE) CTS

BUILT TO SPECIFICATION USAID/GHANA JUSTICE SECTOR REFORM CASE TRACKING SYSTEM ACTIVITY

Contract No. AID-OOA-I-13-00032, Task Order No. 72064118F00001

Cover photo: USAID/Ghana, Government of Ghana officials, and CTS Activity implementation

team at the inauguration of the inter-institutional CTS Advisory Committee and CTS Technical

Committee. (Credit: Samuel Akrofi, Chemonics International)

DEMONSTRATION OF FULL AND FINAL (ONLINE/OFFLINE DESKTOP AND ANDROID MOBILE) CTS BUILT

TO SPECIFICATION | i

CONTENTS

Acronyms………………………………………………………………………………..ii

Program Description ............................................................................................. 1

Executive Summary ............................................................................................... 2

Demonstration Undertaken ................................................................................. 3

Integration of Feedback and Responses to Questions ....................................... 4

Next Steps .............................................................................................................. 6

Annex A. Screenshots from Offline, Desktop CTS Application……………..…7

Annex B. Screenshots from Android CTS Application…………………….....10


TO SPECIFICATION | ii

ACRONYMS

CLIN contract line item number

CTS case tracking system

GoG Government of Ghana

ICT information and communications technology

KSA key stakeholder agency

USAID United States Agency for International Development

UAT user acceptance test


TO SPECIFICATION | 1

SECTION 1 – PROGRAM DESCRIPTION

The USAID/Ghana Justice Sector Reform Case Tracking System (CTS) Activity seeks to

develop an integrated CTS to support the Government of Ghana’s (GoG’s) ability to

effectively investigate and prosecute criminal acts. The CTS Activity will improve

Ghana’s ability to track criminal cases from their introduction into the system to their

prosecution, trial, and sentencing in the courts, and execution of the sentence in prison,

improving information sharing and coordination among Ghana’s law enforcement and

judicial authorities and increasing the efficiency and effectiveness in investigating and

prosecuting criminal cases of all types, especially those related to corruption, border

security, maritime security, and cybercrime – the focus areas of the Security

Governance Initiative. The project has three objectives:

• Develop a comprehensive design and sustainable roll-out process for an

integrated CTS for the Ghana criminal justice sector;

• Implement a testing phase and identify the requirements for the sustainable use

and expansion of the integrated CTS; and

• Improve procedures and policies to strengthen change management, coordination, and communication across key justice-sector institutions that

sustain the use of an integrated CTS.

The CTS Activity is implemented by Chemonics International, in conjunction with sub-

contractors Inter-regional Bridge Group and Transnational Development Associates.



SECTION 2 – EXECUTIVE SUMMARY

CLIN0002a(4), Demonstration of full and final (online/offline desktop and Android mobile) CTS

Built to Specification is a contractual deliverable under Objective 2: Implement a testing

phase and identify the requirements for the sustainable use and expansion of the integrated

CTS. This report was compiled following a demonstration held on December 12, 2018

for Mr. Emmanuel Mensah-Ackman, Deputy Director, Office of Democracy, Rights, and

Governance at USAID/Ghana.

We encourage the reader to log into the current demonstration model and get a feel

for the CTS while reading this report. The current demonstration model can be

accessed at:

http://ghanacts.cyprosoft.net

Username: GCTS

Password: GCTS

This report is structured as follows:

Section 3 – Demonstration undertaken. Here we provide a brief overview of the

demonstrations delivered for Mr. Mensah-Ackman on December 12th, 2018.

Section 4 – Integration of feedback and responses to questions. Here we explain feedback

received from Mr. Mensah-Ackman and how we will be incorporating it into our work

moving forward, as well as provide answers to questions asked by Mr. Mensah-Ackman during the demonstration..

Section 5 – Next steps. This section explains how future deliverables will drive

implementation and any relevant linkages with this deliverable.

Annex A. Here we provide screenshots from the offline, desktop CTS application.

Annex B. Here we provide screenshots from the Android CTS application.

http://ghanacts.cyprosoft.net/



SECTION 3 – DEMONSTRATION UNDERTAKEN

The Systems Developer, Chris Munga, incorporated feedback from demonstrations of

the offline/online desktop and Android CTS applications to the six key stakeholder

agencies (KSAs) – as detailed in CLINs0002a(1-3) – to prepare for the demonstration

of the full and final CTS application built to specification that took place on December

12th, 2018. By conducting a series of demonstrations over the course of several

months, our team was able to provide USAID/Ghana with a full and final demonstration

that took into account feedback from a wide variety of GoG stakeholders.

On December 12, 2018, in the conference room of the Ghana CTS Activity office, the

CTS field team demonstrated the online and offline desktop and Android mobile CTS

applications for Mr. Mensah-Ackman. This demonstration provided USAID the

opportunity to assess the final CTS development and provide feedback on the

functionalities of the software, which has been documented in this contractual

deliverable and submitted to USAID for review, comment, and eventual written

approval per the CTS Activity contract. Mr. Mensah-Ackman expressed satisfaction with

the software and described it as ‘very user-friendly’ and ‘professionally done’ after the

demonstration.



SECTION 4 – INTEGRATION OF FEEDBACK AND RESPONSES TO QUESTIONS

This section details how feedback will be integrated into future programming. All

feedback listed in this deliverable was provided by Mr. Mensah-Ackman, Contracting

Officer’s Representative for the Ghana CTS Activity.

FEEDBACK TO BE INTEGRATED PRIOR TO 2019 TESTING AND PILOTING

How will one know that data has moved from the offline CTS application to the online CTS

application? There will be an alert to let the relevant end-users know that the upload has

been completed.

There are some typos in the system. Will they be corrected and, if so, when? We have

identified two types of errors – grammatical/typo and technical. These will all be

corrected prior to the start of the formal testing and piloting, where data will be

entered into the actual system. Plus, the Audit Trail will monitor data creation, data

editing and more, including adding transaction date and time.

Will the CTS indicate the date and time that a file is moved from the offline CTS application to

the online CTS application? The system will automatically track the movement of data

from offline to online.

Is the embedded core team staff idea still active? Yes, the plan detailed in CLIN0002d,

Management Oversight and Technical Support Plan remains, and the CTS Activity

implementation team has determined that it will be necessary to expand this plan. There

will still be six ICT Focal Points based in Accra; three of whom will be provided for one

year by the CTS Activity to be embedded within the Office of the Director of Public

Prosecutions, Judicial Service, and Legal Aid Scheme, while three will be provided

directly by the Ghana Police Service, Ghana Prisons Service, and Economic and

Organised Crime Office. Additionally, the CTS Activity will provide an additional three

ICT Focal Points for one year – one each based in Ho, Kumasi, and Tamale – to ensure

that appropriate day-to-day support is provided to end-users in the pilot regions of

Ashanti, Northern, and Volta.

FEEDBACK TO BE INTEGRATED INTO CLIN0002G, PLAN/MANUAL FOR

SUSTAINABLE USE OF THE SYSTEM INCLUDING HOW THE SYSTEM CAN BE

EXPANDED

How long will the record of a convicted person be held in the database? This will depend on

the preference of the GoG for data retention in the primary database and/or an archive

database. As currently built, the system will retain all records unless specifically deleted

by the overall system administrator.

FEEDBACK TO BE INTEGRATED DURING 2019 TESTING AND PILOTING

PHASE



Integration of investigatory protocols developed by the KSAs in coordination with the Security

Governance Initiative (SGI) and/or other international community actors. Investigatory

protocols will be integrated throughout the testing and piloting phase based on:

• availability of the protocol from the KSAs, SGI, and/or other international

community actors; and

• level of acceptance of the protocol from the KSAs involved, as piloting

protocols in the CTS that have not been fully-accepted by the KSAs would be

counter-productive.

The integration of investigatory protocols into the testing and piloting of the CTS will be

detailed in CLIN001c, System Implementation/Roll-Out Plan.

Examples of some of the investigatory protocols to be inserted into the system include

how evidence is collected, sources of the evidence from which the court can draw

inferences and reach a conclusion if a charge has been proven beyond a reasonable

doubt or otherwise. Another is investigative practices of witness management, covering,

among others, gathering of witness statements.

Means to ensure that an individual or KSA will not deliberately delay the uploading of entries in

the offline system. Timeliness of uploads and long-term commitments from the GoG to

ensure sustainable internet bandwidth to fully benefit from the CTS will be part of the longer-term change management work undertaken by the CTS Activity. From the

software development side, we can employ a “Technology Web Service for automatic

upload of data from local offline database” to detect the presence of data entered, but not

uploaded, and prompt the end-users to upload their data to the primary server. It could

also automatically upload or send the data to the CTS Central database on the server.

Can the CTS accommodate the new regions which are likely to come into place following the

referendum? Yes, the CTS was built for flexibility and can accommodate such changes.



SECTION 5 – NEXT STEPS

The following contractual deliverables will provide additional information regarding

progress on the CTS.

CLIN0001c, System Implementation/Roll-Out Plan. This deliverable will define the roll-out,

including proposed pilot locations and strategies. As noted above, this deliverable will –

amongst other things – detail the integration of investigatory protocols. Per the

February 13th, 2019 letter from Contracting Officer, Keisha Effiom, and per the CTS

Activity contract, this deliverable will present our final proposed plan for testing,

piloting, and roll-out – including the number of pilot regions – for USAID review and

feedback.

CLIN0002f, System Training Plan for End Users. This deliverable will provide full details of

the training that will be provided to CTS end-users, their supervisors, ICT focal points,

and KSA leadership to maximize the utility of the CTS.

CLIN0003a(1), Draft Change Management Strategy. This deliverable will propose amended

and/or new policies and procedures for the six KSAs to support the implementation of

the CTS. CLIN0003a(2), Final Change Management Strategy will incorporate

USAID/Ghana feedback on the draft submission.

CLIN0003c(1), Draft Communication/Information Sharing Strategy. This deliverable will

detail plans to support KSAs to increase information sharing. The details of this

deliverable will strengthen the User Acceptance Test (UAT) process, which will require communication and agreement across KSAs. CLIN0003c(2), Final

Communications/Information Sharing Strategy will incorporate USAID/Ghana feedback on

the draft submission.



ANNEX A – SCREENSHOTS FROM ONLINE, OFFLINE, DESKTOP CTS APPLICATION

EXHIBIT 1. OFFLINE LOGIN SCREEN

EXHIBIT 2. OFFLINE DASHBOARD SCREEN



EXHIBIT 3. OFFLINE CTS JOB CREATION SCREEN



EXHIBIT 4. OFFLINE CTS JOB ACTIVITY SCREEN



ANNEX B – SCREENSHOTS FROM ANDROID CTS APPLICATION

EXHIBIT 5. ANDROID CTS WELCOME SCREEN



EXHIBIT 6. ANDROID CTS LOGIN SCREEN



EXHIBIT 7. ANDROID CTS MAIN END-USER SCREEN



EXHIBIT 8. ANDROID CTS JOB-CREATION SCREEN 1



























ANNEX C: EXHIBIT 17: ONLINE LOGIN SCREEN

EXHIBIT 18: ONLINE DASHBOARD SCREEN



EXHIBIT 15: ONLINE JOB CREATIONS SCREEN

U.S. Agency for International Development

1300 Pennsylvania Avenue, NW

Washington, D.C. 20523

Tel.: (202) 712-0000

Fax: (202) 216-3524

www.usaid.gov

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