1. KPI  Management and Policy Consultants Conference on Performance Evaluation of the Judiciary Ankara, 25 March 2011 1 CoE Conference on Performance Evaluation of the Judiciary Court Statistics, Judge Workload Analysis, Quality and Performance Management Dr Axel G Koetz Ankara 25 March 2011 This Document is complete only together with the oral presentation; use of isolated pages might lead to misunderstandings. Questions: Dr Axel G. Koetz, Managing Partner, KPI Management and Policy Consultants Unicenter 2920, D-50939 Cologne, axel.koetz @ koetz-ag.com, Tel/Fax +49 (0)221-9411801 / 05 Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011 Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011

2. KPI  Management and Policy Consultants Conference on Performance Evaluation of the Judiciary Ankara, 25 March 2011 This presentation refers in part to results of work generated by the author during the Projects Dr Axel G Koetz, KPI International Management and Policy Consultants, Unicenter 2920, D-50539 Cologne Germany, axel.koetz@koetz-ag.com KPI  Management and Policy Consultants ACCOUNTABILITY AND EFFECTIVENESS OF UKRAINIAN JUDICIARY FUNCIONING: Civil Service Component EuropeAid/125611/C/SER/UA STRUKTURANALYSE DER RECHTSPFLEGE Organisation der Amtsgerichte Organisation der Kollegial- und Instanzgerichte Organisation der Staatsanwaltschaften Im Auftrag des Bundesministeriums der Justiz, Bonn (published in German by Bundesanzeiger Printing House) and other related studies on behalf of German State Governments Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011

3. KPI  Management and Policy Consultants Conference on Performance Evaluation of the Judiciary Ankara, 25 March 2011 Use of Statistics in Court Management Conference Material Part 1 of 4 Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011

4. KPI  Management and Policy Consultants Conference on Performance Evaluation of the Judiciary Ankara, 25 March 2011 4 Today Problems Data are collected for many use(r)s – including academic exercises – but not for management Nobody cares for data quality as those who create do not profit from results Case data, HR data and financial data are collected by different departments and for different users and never integrated for management use An immense quantity of data is collected, stored and forgotten Collection of date itself creates an inappropriate resource consumption Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011

5. KPI  Management and Policy Consultants Conference on Performance Evaluation of the Judiciary Ankara, 25 March 2011 5 Necessary Integration of Statistics Case Statistics HR and Resources Statistics Financial Statistics External Quality Statistics Court Management Data Base Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011

6. KPI  Management and Policy Consultants Conference on Performance Evaluation of the Judiciary Ankara, 25 March 2011 6 What means Court Management ? Top Down View: Optimization of the overall Judicial System from the viewpoint of Effectiveness and Efficiency Bottom-Up View: Ensure a proper functioning of the court according to central goals and making best use of court resources Effectiveness, Quality and Efficiency of the Judiciary Instruments Legal possibilities to „manage “ Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011

7. KPI  Management and Policy Consultants Conference on Performance Evaluation of the Judiciary Ankara, 25 March 2011 7 Orient Statistics to Management Needs 1: What the Head of Court Might Like to Know Number of cases (incoming / completed / unfinished) Case workload (per relevant case type and overall) Time needed for case types Backlogs Percentage of cases sent back from higher court due to successful appeals Satisfaction of Court users with speed, friendlyness, accessibility Differences in performance between judges – in quantity, speed and correctness of output De facto available staff off all types Position of the courts performance compared with others Changes of numbers compared with the last year/s May be more ? May be other ? May be none at all ? Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011

8. KPI  Management and Policy Consultants Conference on Performance Evaluation of the Judiciary Ankara, 25 March 2011 8 Orient Statistics to Management Needs 2: What the Central Level Might Like to Know Number of cases nationwide, regional, per court Case workload: Overall indicator for key case types Time needed for case types overall / per court Backlogs per case type / per court Percentage of cases sent back from higher court due to successful appeals – overall and per court Satisfaction of Court users with speed, friendlyness, accessibility, overall and per court Differences in performance between courts and judges – in quantity, speed and correctness of output De facto available staff off all types versus plan (overall / per court) Comparative data describing court performance Changes of numbers compared with the last year/s Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011

9. KPI  Management and Policy Consultants Conference on Performance Evaluation of the Judiciary Ankara, 25 March 2011 9 Are Big Courts More Productive Than Small Courts ? 666 District Courts, Unweighthed Cases, Planned Judges Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011

10. KPI  Management and Policy Consultants Conference on Performance Evaluation of the Judiciary Ankara, 25 March 2011 10 Do Judges in Small Courts Need More Support Staff Than in Big Courts ? 0 2 4 6 8 10 12 14 16 18 20 0,005,0010,0015,0020,0025,0030,00 Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011

11. KPI  Management and Policy Consultants Conference on Performance Evaluation of the Judiciary Ankara, 25 March 2011 11 How much time does a Judge need for for an average Case ? 0 5 10 15 20 25 30 00,511,522,533,544,55 Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011

12. KPI  Management and Policy Consultants Conference on Performance Evaluation of the Judiciary Ankara, 25 March 2011 12 Why Does One Court Solve 50% of the Cases in 3,5 Months Whilst Another Takes 6 Months ? Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011

13. KPI  Management and Policy Consultants Conference on Performance Evaluation of the Judiciary Ankara, 25 March 2011 13 Why Differ Backlogs by the Factor 10 Between Courts of Different Regions ? Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011

14. KPI  Management and Policy Consultants Conference on Performance Evaluation of the Judiciary Ankara, 25 March 2011 14... And External Quality Evaluation ? Problem: External data need extra processing, this means work Chance: See the unbiased view of the „users“ instead of what the system produces internally Customer cards might provide multiple choice answers on –Accessibility of the court –Evaluation of court staff behaviour –Evaluation of felt work quality –Evaluation of processes, timing etc. Interesting is the time series analysis and the internal / external comparison Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011

15. KPI  Management and Policy Consultants Conference on Performance Evaluation of the Judiciary Ankara, 25 March 2011 15 Questions Lead to Other Questions... Should we change the court network and eliminate courts with less than xx Judges ? In how far can we exchange court support staff to technology (and uphold small courts) How can we deal with non performing Judges who solve less cases / are systematically slower than the average Do we have under-resourced courts and are lacks in resources or regional „styles“ responsible for backlogs ? Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011

16. KPI  Management and Policy Consultants Conference on Performance Evaluation of the Judiciary Ankara, 25 March 2011 16... Other Questions Lead to Decisions Change the „court network“ Increase training for nonperforming judges and judges with a high proportion of successful appeals Introduce better workflow software and optimize regulations to save support staff capacity Redistribute resources according to real workloads Have discussions with Court managers who fail to bring their numbers in order. Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011

17. KPI  Management and Policy Consultants Conference on Performance Evaluation of the Judiciary Ankara, 25 March 2011 17 Start from Existing Systems (Aspect 5 of 5) State of the Art Management Information Systems (MIS) are challenging, costly and the development might take years Instead of waiting for funds for optimal solutions, in many cases small changes in existing Software might bridge the time. Sometimes the work with pilot systems on court and region level can give important insight before the big project is started Dr Axel G Koetz, Managing Partner, Koetz Partner International, Unicenter 2920, D-50939 Cologne Germany, e-mail axel.koetz @ koetz-ag.com Court Statistics, Judge Workload Analysis, Quality and Performance Management – Ankara (CoE) 25 March 2011