Planning Research and Statistics

Vision

To provide an excellent service of verification and credible information that will serve as a reference in the Federal Ministry of Justice. 

Mission Statement

To enhance service delivery in the justice sector through strategic planning, research and data base management. 

History

The Department of Planning, Research and Statistics is one of the core departments of the Ministry. The department was established to perform its formal functions in the following areas:
i. Development Plan (Rolling, Medium, Perspective, etc.)
ii. Monitoring and Evaluation of plan Implementation
iii. Secretariat of the Ministerial Tenders Board
iv. Research into the sectors over which the Ministry has jurisdiction
v. Research into the internal organization and Operational Modalities of the Ministry.
vi. Setting and monitoring of performance and staff of the Ministry
vii. Constant collection and processing of data and statistics relating to the Ministry.
viii. Management of the Ministry’s records and Computer Services, Registry, Library, etc.)
It is charged with the responsibilities of handling policy issues bordering on Criminal Justice Reforms and major assignments of the ministry.
It will in due course undertake impact assessment programmes/ surveys on various aspects of Justice Sector Reform with a view to providing evidence based data information. The Information Project Implementation Committee comprises the Director PRS/HOB (as Chairman/ Alternate), Chief Statistician, Asst. Chief Admin. Officer (PRS) Senior Legal Officer (PRS), representatives of Departments of Public Prosecution, Civil Litigation, Citizens’ Rights, SA HAGF (Prison Decongestion), and the Consultant/SJG.
It is to handle the implementation of all the activities on IT Training/ Software installation and information gathering. The Secretariat is in the PRS Department.
These two committees are by their inauguration expected to ensure continuity in the objectives of putting in place up to date information on the status of implementation of the Justice Reform Agenda of the Ministry and they have been meeting to ensure the establishment of a sustainable information system for effective service delivery.

Present Organizational Structure and Functions by the Department/Units.

i. Directs the work of the department so that it fulfils its mission and mandate of providing a Statistical information to the Justice System,
ii. Monitoring of Projects and Programmes.
iii. IT support, Library Services,
iv. Legal/ Social Research,
v. Strategic & Operational planning,
vi. Tenders Board activities.
• Participates in the Ministry’s Management Meetings.
• Plays a full part in the corporate management of the Ministry
• Ensures work of the directorate, provides value for money and is done in a timely and professional manner.
• Head of the Secretariat of Ministerial Tenders Board.
• Ensures the results of DPR. S work are communicated effectively to all stake holders and the public.
• Plays a full part in the reform of the Ministry and the Justice System.
• Advises the Permanent Secretary on planning, research and statistical matters. 

FUNCTIONS of RESEARCH and STATISTICS DIVISION

i. Directs the work of the Division, so that it fulfils its mandate of providing the required services to the Ministry.
ii. Advises the Director on Library, information, documentation and book related matters.
iii. Liaises with all Liaison Officers through the Librarians in the Zonal Officers through the Librarians in the Zonal headquarters on their staffing, Library Requirements/facilities and services.
iv. Recommends the acquisition of Library materials, books, journals and non-prints.
v. Sees to the maintenance of standard in Library practice through constant monitoring and inspection of Zonal Libraries located in the Zones of the Federation.
vi. Directs for the Compilation of bibliographies
vii. Facilitation of Library manpower development through staff training and capacity building.
viii. Supervises the preparation and publishing of progress and annual reports and newsletters.
ix. Supervises the preparation of budgets for library development in the Ministry’s Headquarters and Zonal Libraries.
x. Supervises the Ministry’s Customized Library.
xi. Ensures staff members have the necessary skills to carry out their duties.

Library Section

i. Assist in advising the Director on Library, information, documentation and book related matters.
ii. Assists in Liaising with all Liaison Officers through the Librarians in the Zonal Officers through the Librarians in the Zonal headquarters on their staffing, Library requirements/facilities and services.
iii. Assist in making acquisition of Library materials, books, journals and non-prints.
iv. Handles reference enquiries on Library related matters received in the Ministry.
v. Literature searching and dissemination of Law literature / information.
vi. Assists in the maintenance of standard in Library practice through constant monitoring and inspection of Zonal Libraries located in the Zones of the Federation.
vii. Compilation of bibliographies/Assists in facilitating Library manpower
development through staff training and capacity building.
viii. Assists in the preparation and publishing of progress and annual reports and newsletters.
ix. Assists in the preparation of budgets for library development in the Ministry’s Headquarters and Zonal Libraries.
x. Carries out ad-hoc duties assigned by the DD, the Director, the Permanent Secretary and the Minister.
xi. Assists the Deputy Director (Research & Statistics) in ensuring that the mandate of providing library services to the Ministry is fulfilled.
xii. Ensures that the Library work is properly carried out as directed by the DD(R&S).
xiii. Provides strategic and operational support for ministry-wide planning including: Priority setting Costings Monitoring Performance Indicators

Functions of ICT Section

The ICT Unit of the Ministry of Justice was established in 2010 under Planning, Research and Statistics Department.
i. Provide Periodic and preventive maintenance services on all Hardware, Software, Local Area Network (LAN) and other ICT related infrastructure of the Ministry.
ii. Planning and implementation of In-house ICT capacity for officers of the Ministry through hands-on training
iii. Content Management and maintenance of the Ministry’s Website.
iv. Liaison with the ISP (GBB) to provide access to Intranet/Internet connectivity.
v. Provide a sustainable enterprise-wide information system in the Ministry that will enhance fast, easy and cheap access to information within and outside the Ministry.
vi. Provide blueprint or proposal for the process of re-engineering and transformation of the Federal Ministry’s manual methods into automated functional systems.
vii. Support other service-wide projects that provide share services or collaborate information process with the Ministry.
viii. Offer technical support to Departments, Units, Sections and individual users.
ix. Advice the management on upgrade and deployment of ICT infrastructure.
x. Coordination and Supervision of the implementation of ICT projects for the Ministry.
xi. Represent the Ministry on all ICT related activities within the government MDAs.(Attending regularly the meetings of Council of ICT Heads)
xii. Assisting the printing and distribution of office ID – card
xiii. Installation of Antivirus on office computer systems (on-going project)
xiv. Installation of CCTV surveillance/security equipment
xv. Supervision and installation of the e-library software
xvi. Other assignments as assigned by the Management.

Function for Planning and Evaluation Division

i. Produces quarterly and annual reports on departmental activities.
i. Assists the Director in the day to day running of the directorate.
ii. The first point of contact in DPRS for the Parastatals.
iii. Focal person on Justice Information System Project Works on Donor Assisted Projects & Programmes
iv. Prepares Long range inputs into the Ministry’s capital Budget, NEEDS and Vision 2020
v. Evaluation of Proposals for inclusion in NEEDS Document and Vision 2020
vi. Project capital budget requirements for the Ministry.
vii. Participates in Evaluation of Bid Documents for Tenders.
viii. Processes Due Process Certificates from Bureau for Public Procurement.
ix. Ensures that databases exist in the Data bank, both for internal management, monitoring purposes and studies of the Justice System.
x. Carries out Statistical Analysis.
xi. Builds up information to be used in future time series analysis.
xii. Champions the conduct of surveys and provides data for research purposes,
xiii. Ensures training of staff to meet the demand for Statistical/ Data processing work.
xiv. Assists departments and Parastatals to interpret and analyse their own data
xv. Handles the publication of Justice Statistics
xvi. Represents the Ministry in Data/Statistics affairs as directed from time to time.
xvii. Assists in strategic and operational planning for FMOJ and its Parastatals.
xviii. Carries out policy analysis related to priority areas.
xix. Ensures that information exists which will aid the planning and policy-making process. Secretary to the Ministerial Tenders Board (MTB)