Project Description

GOVERNMENT

CASE MANAGEMENT SYSTEM AT DEPARTMENT OF JUSTICE

KARIBE, the new web application solution, is composed of a database that connects not only the land registry’s 29 sections and its parents agency the DOJ but also the Treasury Department, Planning Board, Municipal Tax Collection Center (CRIM) and Permits Management Office (OGPe).

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Department of Justice is the executive department of the government of Puerto Rico responsible for the enforcement of Puerto Rican law, the administration of justice, among other.

CHALLENGE

For prospective buyers trying to close a deal on a property in Puerto Rico, or for lawyers investigating current owners in an inheritance settlement, title searches often caused frustrating delays. Obtaining a clean certification or registering any real estate transaction required a visit in person to the specific section of the Puerto Rico Property Registry (PRPR) where the land record or deed was registered.

“Supervision of the registrars and other personnel was difficult for lack of adequate tools.”

-Mayra Huergo
Department of Justice Associate Secretary.

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Department of Justice” case study.

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DISADVANTAGES

The PRPR’s legacy application acquired a decade ago was a disconnected system individually serving each of the registry’s 29 sections, housed in 17 locations throughout the island.

The system was so complicated that PRPR could have as many as 300,000 documents waiting to be processed, resulting in loss of revenue as lawyers withdrew documents before they were registered.

“Our country’s heritage was desintegrating.”

-Mayra Huergo
Department of Justice Associate Secretary.

FACTS

$5M

In revenue thanks to the new paperless process.

5

Different interconnected agencies.

15K+

Users from different agencies.

10

Processes simplified.

260K

Documents accessed anywhere.

THE SOLUTION

DIGITALIZATION

Once the digitalization of all the registry volumes was performed with the collaboration of other partner, the Department of Justice faces a business model change obtaining with it new revenue thanks to the savings that a digital business provides. That represents an added value to their business and all the customers by expanding the efficiency of the system.

TECHNOLOGY INFRASTRUCTURE

Entailed creating a robust technology infrastructure for the registry’s archives to centralize data management and to expedite services through online access, inscriptions errors, and electronic payment capabalities. New legislation was required to allow electronic signature, payments, and document delivery.

BENEFITS

All users can access the system 24/7.

Notaries can submit all supplemental documents in PDF format.

Receive timely notification via email of any defects that may prevent registration of documents they have filed.

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NEW AND POWERFUL INTEGRATIONS

The new Puerto Rico Digital Registry now connects:

Land registry’s 29 sections
It’s parent agency the DOJ
Treasury Department
Planning Board
Municipal Tax Collection Center (CRIM)
Permits Management Office (OGPe)

TECHNOLOGIES

CLIENT

HTML5
CSS3
Bootstrap
Javascript
Backbone
Node
Jade
JSON
JQuery

API

RESTful API architecture
.Net, C#
Entity Framework
LINQ
JSON

TOOLS

Microsoft Visual Studio
Microsoft SQL Server
Reporting Services (SSRS)

IMPLEMENTATION

The Microsoft SQL Server 2014 was implemented over a Windows Server Failover Clustering cluster, and AlwaysOn Availability was enabled. INVID developed stored procedures for all data queries, CRUD and data business logic. Reporting Services was used for reports, receipts, and other documents generation. Reporting Services is accessed via web service to obtain a PDF instead of using a report viewer component.

The API application is hosted on a dedicated IIS server web farm with load balancing. All data is transmitted using JSON format.

Karibe’s web application is hosted on another dedicated IIS server web farm with load balancing. It is a single page web application that uses HTML templates. The architectural development pattern used was MVC. Jade was used for creating HTML and CSS files faster. It also uses a bootstrap framework for responsive adaptation to mobile or desktop browsers. Cloud Backup is provided by Microsoft Azure to protect data and critical applications in case of natural disasters.

THE IMPACT

Connection with five other agencies not only benefits the government but also expedites transactions for citizens. The Treasury receives the revenue generated by transaction fees directly, and agencies have instant access to the information required to fulfill their responsibilities.

Integration with CRIM y OGPe allows citizens to validate if a property they are registering is situated in the correct location or if it has any municipal tax issues at the CRIM. Citizens and notaries can avoid long lines at multiple agencies by accessing information about deeds, property maps, leans and embargos, tax debts, and permits through a single web application.

The revenue estimates have exceeded all expectations, making the project self-liquidating. The cost of the entire Digital Registry transformation, including the digitalization process, IT infrastructure, development and implementation, was paid for with the revenue generated in the first two months.

TESTIMONIALS

This project not only means a significant service improvements for citizens, lawyers, financial institutions and other government agencies, but it also has the potential of increasing revenue by allowing us to capture approximately $5 million that were lost annually due to inefficiencies.

Cesar Miranda, Former Justice Department Secretary

The system now streamlines processes and automatically assigns cases preventing arbitrary selection of documents presented for processing. Registrars access documents pending their approval with their digital fingerprint.

Mayra Huergo, Former Department of Justice Associate Secretary

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