Update on Common Platform for defence professionals - Friday 24 September 2021 September 2021
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Update on Common Platform
for defence professionals
Friday 24 September 2021
1
September 2021
What is Common Platform?
• A new online, end-to-end case management system.
• It acts as a central hub enabling HMCTS, the judiciary, justice
partners and professional users (including defence professionals)
to access, share and process all relevant information about a case.
• Provides secure access to the most up-to date case information
available.
Delivery in 2 phases
• Phase 1 now running: cases processed on Common Platform from start
to finish through Magistrates’ court to Crown court; replaces Libra, Court
Store and Xhibit.
• Phase 2 to come: additional enhanced functionality; one single joined up
system; Non-Police Prosecutors will be onboarded; replaces Digital Case
System (DCS).
2
Impact of phase 1
Creates a single national system, introduces national processes across both jurisdictions.
Magistrates’ court Crown court
• New cases will be initiated, managed, • New cases will be managed, progressed
progressed and resulted on Common and resulted on Common Platform -
Platform. replaces Xhibit.
• Replaces Libra and Court Store as • Limited or no change for some users as
main document store. DCS remains main document store.
• Service centres support pre- and post- • Removes the need to input magistrates'
hearing administration for Common court case details when a case is sent or
Platform cases. committed.
• Dual processing during transition period. • Dual processing during transition period.
3
Where are we now?
• Between September 2020 and May 2021, we introduced Common Platform into 7 early
adopter sites to support criminal cases in magistrates’ and Crown courts.
• National rollout of Common Platform started in March 2021 in the Midlands.
• Common Platform is now live in 101 courts (69 magistrates’ courts and 32 Crown court
locations). This means that 44% of all criminal courts are now managing cases on
Common Platform.
• Our service centres are providing back-office administration support for Common
Platform cases and customer service for court users.
• We are finalising rollout plans, planning for all courts to be live on Common Platform by
the end of March 2022.
4
Local Implementation Teams (LITs)
What are they?
• A tried and tested process to implement change involving a
broad group of stakeholders. Feedback
• One of a number of forums - but with a local emphasis on
delivery and improvement.
• Readiness activities checked and support assessed. LIT
One conversation
Common
• Involves all criminal justice system partner agencies, HMCTS, Platform
CPS, defence, police and judiciary.
• Gives time and space to raise questions, gain information
and contribute to the process.
• Provides a forum to give feedback before and after go-live.
5
How do I access Common Platform?
All Defence information can be found on GOV.UK
• Search for “HMCTS Common Platform”.
• The pages include a learning guide, videos and how to
register your account, including terms and conditions for
your organisations.
Ahead of coming to court for your first Common Platform case,
you must
• Register for a Common Platform account.
• Complete your account and security set-up and ensure
you can login. This includes setting up the authentication
app on your phone.
6
What happens after I submit my registration?
• We prioritise setting up accounts according to which courts
are due to go live with Common Platform next.
Sign Bar Circuit
Posting Council Leads
• We work with partners to communicate which courts are
coming soon. We research duty solicitors' rotas, LAA provider
information, court data and where legal professionals are
based. HMCTS Law Weekly
Bulletins Society Comms
• We track every registration received. An initial auto response
is sent. Once you are processed, we will notify you of the next
steps. Direct Social
Crimeline
Mailing Media
• If you're working in a court that is already live and don’t have
an account, let us know and we'll get you set up urgently.
7
Defence registration – progress so far
1020
Organisations
(145 Chambers)
Engaging • The Defence Community
7600+ Generated by 30
Professionals engagement campaigns Providing • Assurance for Governance
(4117 Barristers) across 7 regions
Securing • Duty Solicitors for live courts
101
Courts
Live/Ready
8
How are Common Platform accounts managed?
• Each organisation needs at least one organisation administrator.
• This person will manage the organisation and its current users, new starters and leavers.
• They can manage organisation updates (change of address, etc) and edit current users
(new mobile number, etc).
• Moving forward, they will be able to add new users and assign defined, role-based
access.
• Users need to keep their accounts active and login at least once every 90 days.
9
What are the changes and expectations?
Magistrates’ court
• Check-in to hearings (on the day, so the court and LAA are aware of attendance).
• Search for a case / defendant.
• Declare instruction and self-serve IDPC.
• Get full case access known as Association / Disassociation (at the exclusion of others).
• Access full case material for the defendant.
• Upload case material / ‘Send to CPS’ functionality if required (e.g. PET form)
• Can grant access to Common Platform case to others if required (e.g. instructed
counsel).
Crown court
• Check-in to hearings (on the day, so the court and LAA are aware of attendance).
• DCS remains the focus of activities in phase 1 of the roll-out.
10Legal aid agency
Information transmits by computer link between Common Platform and the LAA.
Magistrates’ court Crown court
• LAA system now uses URN to enable efficient • When a case moves to the Crown court, LAA are notified.
identification of Common Platform cases. • As with the Magistrates’ court, decisions such as
• When defence organisation ‘Associates’ with a case transfers of solicitors flow through, as do legal aid
(marking themselves ‘on the record’) there is cross- decisions where those relate to Crown court cases.
referencing done behind the scenes in Common Platform. • A new user interface at the LAA enables payment of
• LAA find the case, make a legal aid decision and this is legal aid fees for solicitors and barristers.
transmitted back to Common Platform. • This interface will also be used to inform payment of
• If there are further updates to that legal aid decision Central Funds claims.
these are also transmitted too. • Outcomes of Crown court cases transmit across to the
• Common Platform notifies the LAA where there is a LAA so that further decisions can be made on
change of representation so that LAA can issue revised Contributions at the end of the case.
Representation order or update their system.
• LAA are able to gain information for payment purposes.
11Defence observations and common issues
• Bookmark the correct URL / web address: https://prosecuting.cjscp.org.uk
• Do not use Internet Explorer web browser – it is not supported.
• Keep your account active – login at least once every 90 days and maintain your
password.
• Bring your registered mobile phone to court.
• The court cells do not have wi-fi for HMPPS security reasons. After finding the case,
download any documents you may need (e.g. IDPC) to a device to use in the cells.
GOV.UK defence pages have the ‘Defence learning guide v12’ which contains the latest
information on support available to you and who is the best team to help with any issues you
may have.
12Improvements to Common Platform
(in response to user feedback)
• Addition of ‘Send to CPS’ checkbox, so firms can automatically email a copy of case
materials to CPS at the same time as uploading to Common Platform.
• Improved the format for notification emails to defence firms so it is easier to identify the
defendant and case to which they refer.
• Added functionality so defence firm administrators can now add user roles and create
accounts themselves on Common Platform, without the need for HMCTS support.
• Work in progress: we are investigating the possibilities to make accessing a case easier.
• Work in progress: designing a real-time Preparation for Effective Trial (PET) form.
13Improvements to learning material and process
(in response to user feedback)
Enhanced existing guidance Produced new guidance around
• onboarding, registration and account • troubleshooting and the support
setup available
• using Common Platform features and • case material sections and their
functionality contents
• organisation administrators' guide
Work in progress for setting up Common Platform
• redesign of the GOV.UK defence users
pages to reorganise and simplify
access to information
14Case material sections
Our guide lists the types of documents that are expected to be
found (and uploaded) in each section of the case material
Sections that allow for Sections which generate a
‘Send to CPS’ notification
(to our service centres for something they may
• Expert reports need to action)
• Defence statement • Plea
• Plea • Applications
• Case Management • General Correspondence
• Applications
• General Correspondence
• Orders, Notices and Directions
15Questions?
16
CJSCCbusinesschange@justice.gov.ukPanel members
Marc de la Rue John Butcher Simon Massarella JP Cathy Ayton Richard Barnes
Crime Programme, Crime Programme, Magistrates’ court Legal Aid Agency, HMPPS, Head of Courts and
Business Product Owner Business Product Owner National Digital Lead Head of CCMT & Change Effective Proposal Framework
Andrew Dale-Dowd Renu Bala Jayson Lewis Melanie Harding John Rigg
CPS, CPS, HMCTS, Crime Programme, Crime Programme,
Head of Change (Op’s) Project Manager Head of Legal Operations Business Change Manager Business Change Manager
(Wales)
17
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