The USAID New Justice Program supports the High Council of Justice (HCJ) in enhancing its effectiveness through the implementation of internationally recognized management practices and automated solutions.
At the initiative of the HCJ leaders, to optimize its business processes from September 2018 to July 2019, Program experts conducted a time, quality and cost assessment of the HCJ staff and members work, taking into account institutional tasks. Process mapping and gap analysis were performed, areas of improvement identified, and practical recommendations were given to improve the institution activities. Some of the recommendations have been tested in practice jointly with HCJ members and staff.
During the presentation of the project results to the representatives of the HCJ, Supreme Court, High Anti-Corruption Court, Council of Judges, High Qualifications Commission of Judges, State Judicial Administration and National School of Judges, Deputy Director of the Office of Democracy and Governance at USAID Mission to Ukraine and Belarus Ann Hopper said:
“In every sector, in which USAID works, we strive to support innovative approaches, so the recipient government is able to manage the resources and better work for Ukrainian people. And this is, of course, the case with the judicial reform and our partners in judicial self-governance institutions and the courts, and why we are so happy through the USAID New Justice Program to support this wholistic business process analysis.”
The participants of the event discussed the potential for change identified through the analysis of business processes and the piloting of recommendations. In particular, pilot testing of one of the recommendations showed that establishing a separate structural unit (back office) to perform technical and administrative functions would save 25% of the working time of skilled HCJ staff to enable them to engage in specialized activities. On an annual basis, the back office may save 26.4 thousand hours of labor for the specialized work of HCJ within working hours, and together with the effect of the recommended improvement of the rules of procedure, re-assigning responsibilities, standardization of reporting, data encryption and business processes automation, savings will be 100,000 hours of labor per year.
Summarizing the results of the discussion, USAID New Justice Program Chief of Party David Vaughn drew attention to such takeaways for further work, as the need to delegate functions to subordinates to avoid overlapping and increase work efficiency, the importance of creating a back-office and using cost-effective business process automation solutions. He emphasized that USAID is ready to provide further support to the HCJ in implementing the recommendations based on the analysis results.
“We are convinced that this approach should be extended to other judicial institutions in order to build a better, more transparent and efficient judicial system that will improve access to justice and increase Ukrainians’ public trust in courts,” said David Vaughn.