9.0 CASE MANAGEMENT SOFTWARE SYSTEM and COMPANY REQUIREMENTS

Transcription

1 9.0 CASE MANAGEMENT SOFTWARE SYSTEM and COMPANY REQUIREMENTS This section lists the minimum specifications for a Case Management Software System and the Company that is providing it. The new system will provide needed information management tools to Native Village of Barrow. A CASE INITIATION Section Requirement Does Not A-1. The software application must support unified case management. For example, Native Village of Barrow Tribal Court can define an unlimited number of additional case types, without the purchase of additional case type specific modules. Each Native Village of Barrow Tribal Court defined case type must support the following functionality; When Native Village of Barrow Tribal Court case types are entered, only those codes and values (i.e. events, documents, statutes) that are applicable to those case types are displayed and available for entry for systems users. Only those Native Village of Barrow Tribal Court defined users, or groups of users can add or access Native Village of Barrow Tribal Court specified case types. Each Native Village of Barrow Tribal Court defined case type can have different Native Village of Barrow Tribal Court defined business rules that apply. A-2. A-3. A-4. A-5. A-6. The court must be able to define and structure business rules within the software application that permits the automatic updating of case records based off events (e.g., motions filed, dispositions decided) or data entry triggers. The software application must allow for the creation of ticklers/alerts/prompts to monitor the timely preparation of the appellate records based on Native Village of Barrow Tribal Court -defined triggers. The software application must allow Native Village of Barrow Tribal Court to receive initial filing information electronically on a schedule. The software application must provide case verification status and produce results (e.g., acceptance, non-acceptance, reason). Please list any other information in this category that you would like the Native Village of Barrow Tribal 1

2 Court to consider: B GENERAL REQUIREMENTS and DESIGN Section Requirement Does Not A-1. A-2. The software application provider must have case management software customers in at least 100 other locations in the United States. The software application must be in at least its third release or version. A-3. The software application must use Microsoft SQL 2005 or higher as the back-end database. A-4. The software application must be deployed and updated from a central server(s). A-5. The software application must be used, installed and working in other municipal court jurisdictions. A-6. The software application must be able to be securely hosted by software application provider if required by Native Village of Barrow Tribal Court. A-7. The software application must not require Native Village of Barrow Tribal Court Administrator level access for installation and updates on system user workstations. A-8. The software application must use a tabbed browsing interface metaphor in order to allow for multiple cases, names, calendars, and dashboards to be accessed. (i.e. Microsoft Internet Explorer or Mozilla Firefox). A-9. The software application must be fully accessible and usable via the web by any authorized user with authorized access without the purchase of additional thin-client software. A-10. The software application must be written in Microsoft.NET A-11. The software application must utilize N-tier architecture. A-12. The software application must provide the ability for Native Village of Barrow Tribal Court to define required fields and screens. A-13. Screen configuration and display must utilize XML. A-14. All screen displays, fields, coded values and system views must be entirely defined by Native Village of Barrow Tribal Court and provide each user their own view of the case management application based on system login and COURT/sub-COURT involvement. A-15. Each functional group, user and team must have a unique view of the case management application while still providing Native Village of Barrow Tribal Court Administrators a global view on all system performance, cases and name/party records. A-16. The software application must provide Native Village of Barrow Tribal Court definable dashboard 2

3 functionality for each user, functional group and team to display key reports, searches and displays providing the user a view of their cases, calendar, and reports. A-17. The software application must provide global, webstyle searching which ranks, sorts and lists search results to quickly locate case and name records. Each search result must be hyperlinked for quick name and case access. A-18. The software application must be GJXDM / NIEM compatible. A-19. The software application's database must be fully relational and require only single entry of data elements, for example, name/party records must be entered only once and linked to other tables by reference only. A-20. Vendor must fully describe limitations and functionality of reporting tool(s); Provide drill down / hyperlink functionality (i.e. clicking on a hyperlinked case will open up the case record in the case management system). Provide automated, scheduled reporting to staff and external stakeholders (i.e. every Thursday, report is delivered to Judge inbox.) Tightly integrated with case management system (i.e. case intake forms, automatically generate name summary reports rather than forcing user to run name summary report). Provide graphing functionality (i.e. ability to use pie charts and graphs). Ability to export and print all report contents. Export to Excel, PDF, XML, comma delaminated, without the purchase of additional third party software. A-21. The software application must provide secure, viewonly access via the web for staff, administration, external case participants and the general public (e.g. law enforcement officers, judges and the public). For security purposes the areas accessed must be able to be defined by Native Village of Barrow Tribal Court s technical staff based on groups, roles, or users. For example, a law enforcement officer can only query certain areas of the software application while the administration can query the entire application and the public can see publicly available court information. 3

4 B GENERAL SYSTEM USE Section Requirement Does Not B-1. B-2. B-3. B-4. B-5. B-6. B-7. B-8. B-9. B-10. B-11. B-12. B-13. The software application must maximize the use of function/hot keys for one-key stroke execution of key commands, drop-down codes, save, search and navigation functions. Function/hot keys definition can be completely defined by Native Village of Barrow Tribal Court. Data entry screens must not allow the entry or modification of data until users explicitly instruct the application to do so. The software application must provide for the mandatory use of COURT-specified codes in certain fields. The software application must provide for Native Village of Barrow Tribal Court defined mandatory use of all Native Village of Barrow Tribal Court specified required fields on all screens. Vendor should describe any and all limitations. The software application must provide for the ability for Native Village of Barrow Tribal Court defined business rules for required fields entry based on the values of other fields. For example, cases cannot be closed without a disposition. Vendor should describe any and all limitations. Nearly all data entry screens must include a free text comments or notes fields for every record. The software application must allow for all coded values to be Native Village of Barrow Tribal Court defined. The software application must allow for all coded values to be visible based on dependency of other fields. The software application must allow for easy modifications or additions to drop-down menus. The software application must apply data entry formatting in applicable free text entry fields, i.e., Phone Number (###) ###-#### x#####, ZIP Code [#####(-####)][or Canadian ZIP Code?#? #?#]. The software application must support autofiltering on all coded lookup fields, e.g., typing 'M' in the Gender fields automatically fills 'Male' in the data entry box. The software application must store and link information with the appropriate case, using electronic case folders that contain automatically 4

5 generated documents or any valid system file. B-14. B-15. B-16. B-17. B-18. B-19. The software application must be able to track correspondence by individual and by individual involvement to a particular case. The software application must provide a method for automatically linking/triggering events, case status changes, documents, and correspondence (i.e. a certain event will automatically trigger a certain document to be generated). The software application must allow for the ability to open any third party software application, file or website from within the software application (e.g. Westlaw, Lexis-Nexis, Internet Explorer). The software application must allow for renaming any or all system fields to meet local COURT or user requirements. The software application must allow for removing any system fields to meet local COURT or user requirements. The software application must include the ability to electronically route cases, work tasks and notify system users of those routed items. Users can navigate directly to routed cases and work tasks via hyperlink. C INQUIRIES Section Requirement Does Not C-1. C-2. The software application must provide for the easy retrieval of information by using on-screen, web style searching where any relevant case/matter information is ranked, sorted, and hyperlinked for access. The software application must provide the ability to search for records using almost any data or combination of data contained within the record(s). C-3. C-4. C-5. C-6. The software application must provide the ability to search on parts of names, addresses, and other data elements and export all search results. The software application must provide the ability to search on ranges of information in applicable fields, such as date and weight fields and export all search results. The software application must allow for searching on any combination of fields in every screen and export all search results. The software application must provide for administration and managerial searches to be conducted on screen, and provide number counts of 5

6 C-7. C-8. C-9. search performed (e.g., number of cases of certain type, with certain status will visually display how many records met the criteria). The software application must provide for the easy retrieval of information by using on-screen searching. The software application must be capable of restricting searches performed by system users, or groups based of Application Administrator defined setup. The software application must provide the ability to search for records using almost any data or combination of data contained within the record(s). C-10. The software application must provide the ability to search on parts of Names/Parties, addresses, and other data elements. C-11. The software application must provide the ability to search on ranges of information in applicable fields, such as dates. C-12. The software application must restrict access to court specified name and case data, during system searching based upon Native Village of Barrow Tribal Court defined security. D SECURITY AND DESIGN Section Requirement Does Not D-1. Security measures must ensure the confidentiality of all files within the software application. A unique login and password must be available to each user, and must be linked to the defined application capabilities for each user. D-2. The software application must support the use of user privilege profiles to restrict access to specific data areas. D-3. The software application administrator must be able to maintain a security system as directed by [COURT ADMINISTRATOR] which can be modified in minutes with no programming required. D-4. The software application administrator must be able to define security on both a group and an individual level. D-5. The software application must provide multi-court, multi-division, and multi-jurisdiction security for case records such that employees of one COURT can be restricted from viewing/modifying the case records and subsequent case type coded values of another COURT using the application. D-6. The software application must provide for security based on the type of case, for example, access to juvenile cases can be restricted. 6

7 D-7. The software application must provide for security based on the type of name, for example, access to confidential name types can be restricted. D-8. The software application must provide for security on at least the following levels: table, function (add, modify, etc.), fields, coded values and case type. D-9. For key records, such as name and case information, the software application must track the date, time, and login of the person who added the record, and the date, time, and login of the person who last modified the record. D-10. The software application must allow an authorized application administrator to define what functions a user can access. D-11. The software application must support various types of access privileges (e.g. read-only, update, no access). D-12. The software application must provide comprehensive auditing & logging giving administrators a granular view of what data is being edited, viewed, deleted and added by system users. D-13. System must provide the logging tables and corresponding reporting capability to track the dates and times of modifications and maintains a record of all historical data changes and additions. E REPORTS Section Requirement Does Not E-1. The software application must provide integrated reporting within the case management system without requiring system users to navigate to reports for access (i.e. case management system should be the reporting system). E-2. The software application must provide dashboard functionality for all users based on login and COURT/sub COURT where common reports and data entry screens automatically run upon system start. E-3. The software application must include a report writer to create custom views for statistical and managerial reports. E-4. For reports that are created and viewed, the software application must provide users with the ability to define security that determines if the reports can be opened, moved, deleted, or copied. E-5. The software application must provide the ability for reports to be exported to multiple formats (e.g. XML, CSV, Acrobat, HTML, RTF, Dbase, Excel) without the purchase of additional third party software. E-6. The software application must provide the ability for reports to be distributed to and viewed by personnel who do not have access to the application. 7

8 E-7. The software application must provide for the ability for reports to be run from a secure website. E-8. The software application must provide the ability to format reports to accommodate multiple paper sizes & layouts. E-9. The software application must include a collection of commonly used standard reports. E-10. The software application must allow the general user to easily run reports without having any report writing knowledge. E-11. The software application must allow for the placement of reports in user-defined locations to allow for easier execution of reports (e.g. calendar reports are run from the calendar screens or tables.) E-12. The software application must provide a judge(s)- specific and definable dashboard functionality by user, functional group and judge type. This functionality must display key reports and searches and provide the user with a view of their cases, calendar and reports. E-13. The software application must include interactive and dynamic CourtTools functionality to gauge Native Village of Barrow Tribal Court performance measures. E-14. The software application must allow for judges and judicial staff to subscribe to key reports for automated delivery (for example, daily case load reports are sent to judges at 6:00am). E-15. The software application must provide the ability to distribute reports electronically to other agencies that are not system users in accordance with Native Village of Barrow Tribal Court rules or procedures based on Native Village of Barrow Tribal Court defined business rules. E-16. The software application must provide for the ability for court data to be run from a secure website for public view. E-17. The software application must be able to produce information showing required court appearances or other activities by judge. E-18. The software application must be able to produce reports that summarize scheduled activities. E-19. The software application must be able to produce summary status of documents sent or served. E-20. The software application must be able to generate overall case closure reports (e.g., cases closed over specific period with reason closed). E-21. The software application must be able to produce detailed reports for specific individuals by case and groups of cases with requested data in chronological order. E-22. The software application must be able to generate clientcentered reports on name/party activity summary. 8

9 E-23. The software application must be able to produce reports on case notes by selected criteria (e.g., date, range, type, author). F DOCUMENT GENERATION, PREPARATION and FILE MANAGEMENT Section Requirement Does Not F-1. The software application must include a utility at no additional cost that provides for automatic document and form generation using data contained in the software application. F-2. The software application must allow documents and forms to be created with Microsoft Word and Corel WordPerfect from within the application without manually having to open the word processor applications. F-3. The software application must allow generated documents to be automatically linked to a case file for future reference. F-4. All files, documents, and other files that are stored in the electronic case file folders must be able to be searched via a web-based document, file searching method. F-5. The software application must allow for the digitally signing of automatically created documents. F-6. The software application must allow for batch document production. F-7. The software application system must include integrated electronic document management functionality including; Integrated document scanning Document routing Document OCR and indexing Document searching Ability to perform image editing after scanning (despeckle, deskew, redaction) F-8. The software application must provide the ability for Native Village of Barrow Tribal Court defined document and form authors to have the ability to create additional templates that can be utilized by system users. The software application s business and event rule F-9. system must allow for documents and forms to be automatically generated based on event and Native Village of Barrow Tribal Court defined rules. The software application must provide the ability to F-10. distribute documents and forms electronically to other agencies who are not system users in accordance with Native Village of Barrow Tribal Court rules or procedures based on Native Village of Barrow Tribal 9

10 Court defined business rules. F-11. The software application must generate identifier labels for manual case files. F-12. The software application must maintain current location (e.g., storage facility, location in facility, person) for hard copy files. G - VENDOR DELIVERY, SUPPORT, AND MAINTENANCE REQUIREMENTS Section Requirement Does Not G-1. The software application vendor must deliver the software within 90 days of receipt of the written order, given full functionality of the hardware and no other custom developed applications or conversions. G-2. G-3. The software application vendor must provide annually renewable support and maintenance contracts that include software support and regular software releases at no additional cost. The software application vendor must maintain a customer accessible section of their web site that allows for enhancement/bug submission, message board/forum access, online access to support representatives and the sharing of documents and reports with other software application customers. H TRAINING Section Requirement Does Not H-1. The software application must provide a practice database, independent of the actual database, for training purposes. H-2. H-3. H-4. The software vendor must provide training using detailed training plans. The software vendor must provide a detailed training schedule prior to implementation. The software application vendor must provide annual onsite training to the administrators of the application software during a company-provided annual conference. I PERSON, CASE, EVENT, DOCKETING and CALENDARING FEATURES Section Requirement Does Not 10

11 I-1. I-2. I-3. I-4. I-5. I-6. I-7. I-8. I-9. I-10. I-11. I-12. I-13. I-14. The software application must accommodate single name/party record entry in a fully relational table. For example, a name/party is entered only once and can then be linked with information anywhere else in the application. The software application must require that all name/party records be entered in the same table. The software application must include a COURT/division/court-definable and interactive register of actions, and/or case docket functionality. This must allow for hyperlinking to other case participants and related cases. The software application must be able to track an unlimited number of addresses, phone numbers and s for any name/party. The software application must provide the ability to automatically close a case based on business rules in accordance with Native Village of Barrow Tribal Court rules or procedures. The software application must provide the ability for the closure of a case to auto-create Native Village of Barrow Tribal Court defined documents, docket entries, events, system reports and notifications. The software application must provide ability to record reason for case closure. The software application must provide ability to generate docket entries, events and document production based on specified docket entries and/or case events. The software application must provide ability to automatically generate docket entries through case initiation process. Docket entries must be variable by case type. The software application must allow for the expunging and sealing of cases. The software application must provide ability to automatically generate notices and letters as an event is scheduled or rescheduled. The software application must provide ability to enter unlimited comments about an event. The software application must provide the ability for reopening previously closed cases retaining previous case closure and current reopening information. The software application must provide case verification status and produce results (e.g., acceptance, non-acceptance, reason). The software application must be able to track an unlimited number of relationships (i.e. sister, brother, employer, employee) between name/party records. 11

12 I-15. I-16. I-17. I-18. I-19. I-20. I-21. I-22. I-23. I-24. I-25. I-26. I-27. The software application must be able to track the dates associated with address changes. The software application must provide an unlimited Rich Text Formatted (RTF) entry for 'name/party and case' notes. The software application must provide system username and date stamping for 'name/party and case notes. The software application must allow users to view all involvements to a name/party on one screen, i.e., a name/party inquiry identifies, at a minimum, all aliases, all cases, the person's relationship to each case. The software application must allow users to view all involvements to a case on one screen. The software application must store an unlimited number of aliases. The software application must be able to link cases to other cases. The software application must be able to allow the linking of Native Village of Barrow Tribal Court defined numbers to specific Native Village of Barrow Tribal Court cases. These numbers must be completely searchable to find cases. To force data entry and for proper document formatting, number entry must be masked based on Native Village of Barrow Tribal Court defined standards. The software application must provide the ability to initiate schedule of future tasks on individual or group events based on occurrence of prior tasks or events (e.g., schedule event appearances after status of prior events occur) based on Native Village of Barrow Tribal Court defined business rules. The software application must permit users to designate cases with special scheduling needs. The software application must produce schedules for individuals, events, tasks, and dates upon user request (e.g., judge s schedule by date). These schedules must be printable, exportable to Excel, RTF, Adobe Acrobat and must be web-accessible. The software application must provide a Name/Party table that contains ALL names/parties entered. The Name/Party table must accommodate the names of people, businesses, financial accounts and group names. The software application must allow users to view all cases linked to a name/party, and from this view allow users to go directly to a chosen case. 12

13 I-28. I-29. I-30. I-31. I-32. I-33. I-34. I-35. I-36. I-37. I-38. The central name/party capability must allow for searching on any name/party in the system or any other Native Village of Barrow Tribal Court defined case involvement and allow users to view all cases linked to a name/party. From this view system should allow users to go directly to a chosen case. The software application must allow users to enter an unlimited number of name/party-specific relationships, such as, brother, sister, business associate, employer, etc. For each name/party and case record, the software application must provide comments and notes fields that have unlimited entry capacity (within disk storage limits) and include a rich text editor. The software application must allow for chronological entry of case and name/party notes by date, time, and system generated author, and time and date stamp with coding capability as to type of note(s). The software application must allow for an unlimited number of Native Village of Barrow Tribal Court defined visual alert prompts for users for key name/party and case information. The software application must allow for adding an unlimited number of user-defined fields for case and name/party information. The software application must allow for an unlimited number of additional numbers that can be associated to the case, charge/citation, and name/party. The software application must allow for an unlimited number of additional system-generated numbers that can be associated to the case and name/party. These number schemes must be able to be completely defined by Native Village of Barrow Tribal Court, must be able to include case type, COURT, and/or division abbreviations, sequential number (e.g. CR ), and be generated office wide, division wide or for certain case types. The software application must be designed in a manner to accommodate unified case type creation by the Native Village of Barrow Tribal Court administrator (i.e. an unlimited number of Native Village of Barrow Tribal Court defined case types can be created and utilized in conjunction with central name records without additional cost or module purchase). The software application must be able to categorize a case with multiple Native Village of Barrow Tribal Court case types. The software application must allow users to conduct searches for Name records using many combinations of search criteria. 13

14 I-39. I-40. I-41. I-42. I-43. I-44. I-45. I-46. I-47. I-48. I-49. I-50. I-51. I-52. I-53. The software application should provide searching capabilities for every screen and field. The software application must store an unlimited number of associated agencies in cases. The software application must provide the ability to track event/docket information including, but not limited to, type, location, date and time, and event notes. The software application must allow for a judge to have a viewable and interactive calendar for upcoming associated events. The software application must provide the ability to manually assign and reassign cases to individual or groups of judges. The software application must allow for each name/party to have a viewable calendar for any upcoming associated events. The software application must allow for the publishing and display of calendar/docket information via a publicly accessible web site. The system user should have the ability to search on the name and directly navigate to any upcoming events. The system user should have the ability to search on the judge s name and directly navigate to any upcoming events. The software application should have the ability to display courtroom or court division wide based calendars. The software application must allow for the generation of user or Native Village of Barrow Tribal Court defined office calendars to be sorted on location, judges, courtroom, and time. The software application must allow for the integration of other agencies within the same database without custom programming. This should allow for the sharing and restricting of each Native Village of Barrow Tribal Court defined codes, notes, name and case types, and numbering systems, while still allowing for central name functionality and universal court number. The software application must provide flexibility with respect to calendar content and format. The software application must have the ability to output a summary of user-designated past and future scheduled events, docket events, or related cases and persons along with the calendar. The software application must allow calendars to be created individually or by batch according to various criteria including date, judge, or courtroom. 14

15 I-54 The software application must have the ability to distribute calendars electronically (e.g., to jury manager, attorneys, court reporters, criminal support units.) J FINANCIAL AND FEE TRACKING Section Requirement Does Not J-1. J-2. J-3. The software application must include an integrated financial system for court, traffic, parking, or any [COURT] defined fees. A third party product will not be accepted. The software application s integrated fine, fee and module or capability must utilize the same name database as the rest of the office (i.e. changing an address of a defendant will change the address of a restitution payee.) The software application must have the capability or a module that provides for the collection and allocation of payments paid by court involved parties. J-4. J-5. J-6. J-7. J-8. The software application must have the capability or a module that allows for printing of vouchers or check back for obligations. The software application must have the capability or a module that allows for automatic or manual allocations of payments for one case or multiple case financial obligations. The software application must have the capability or a module that allows for printing of receipts for payees. The software application must have the capability or a module that provides security to restrict and permit users to only view financial cases. The software application must have the capability or a module that provides for Native Village of Barrow Tribal Court defined batch style delinquent payment report generation and printing. Report must include the following information: Payee Name Payee Address Case Number Total Amount of Restitution Total Amount Paid Total Due Set Amount of Payment Last Payment Date Last Payment Amount 15

16 J-9. The software application must have the capability or a module that provides for [COURT] defined batch style delinquent payment letters. Letters must include the following information: Payee Name Payee Address Total Due Set Amount of Payment Case Number J-10. The software application must be able to compute and enter monetary penalties (e.g., fines, fees, restitution) based on court orders received to [COURT]. J-11. The software application must allow manual entry of case note information upon receipt of notification of fee payment by payee to outside agencies. J-12. The software application must associate payment with proper case and defendant when funds are collected. J-13. The software application must allow for full, partial and installment payments by various methods. J-14. The software application must allow multiple types of payments in single transaction. J-15. The software application must allow single payment for multiple cases with capability to process separately for each case. J-16. The software application must compute totals, list transactions, and balance for each cash drawer, register, cashier, and payment (e.g., fee, fine) type. J-17. The software application must produce summary for each cashier including totals for each type of payment (e.g., cash, check, credit card, fee waiver). J-18. The software application must permit transactions that arrive after end-of-business day close-out to be entered as transaction for next day. J-19. The software application must list (as required) any discrepancies between payments, receipts, offenders and cases over specific periods for each cashier for whom above summary shows imbalance for any type of payment. J-20. The software application must generate and print (including ability to reprint) multiple receipts from one financial transaction covering payment for multiple cases. J-21. The software application must establish, maintain, and track various types of bank accounts. J-22. The software application must be able to print systemwide daily cash receipts journal. 16

17 J-23. The software application must be able to produce detailed and summary lists of financial transactions (e.g., voided transactions listed by type or chronologically) for specific accounts over specific periods (e.g., daily, monthly, for life of case). J-24. The software application must allow flexible, userdefined and -maintained account structure that permits funds to be distributed to appropriate payor based on court order. J-25. The software application must compute and produce costs and fees based on the occurrence of specific events (e.g., drug testing fees). J-26. The software application must allow for the auto creation and linking of fees based on the creation of initial penalties (e.g., traffic fine automatically creates Court Technology Fee of $10.00). J-27. The software application must maintain standard tables for costs, fees, and fines. J-28. The software application must record funds collected from other state, local, and private agencies for payment of specific case and payee s costs and fees. J-29. The software application must be able to produce detailed and summary lists of financial transactions (e.g. court cost assessments, fee assessments, monetary judgments and voided transactions) for specific cases and defendants over specific periods (e.g., daily, monthly, for life of case). J-30. The software application must be able produce documents such as payment notices. J-31. The software application must be able to create payment schedules, collect payments, apply payments collected to scheduled amount due (e.g., amount in judgment) and produce reports on overdue amounts (e.g., for previously waived fees). J-32. The software application must be able to identify (i.e., input or compute) and record payment delinquencies, generate alerts when scheduled payments not made (e.g., for unpaid assessments now due), and take or prompt user to take appropriate action (e.g., refer to collection COURT or notify appropriate court and judge). J-33. The software application must allow flexible, userdefined and -maintained account structure that permits funds to be disbursed to appropriate case cost types and other accounts (e.g. city, county, state, victims). J-34. The software application must allow for specific periods: produce separate reports showing restitution received and moneys disbursed (by victim) for each case or offender. 17

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