THOMSON REUTERS C-TRACK CASE MANAGEMENT SYSTEM SOFTWARE AS A SERVICE SERVICE DEFINITION FOR G-CLOUD 6

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1 THOMSON REUTERS C-TRACK CASE MANAGEMENT SYSTEM SOFTWARE AS A SERVICE SERVICE DEFINITION FOR G-CLOUD 6

2 C-Track Case Management System (CMS) is a cnfigurable, brwser based case management system fr all levels f curts. The system captures, tracks, and prcesses infrmatin related t a case; manages dcument filings, generates dcuments, creates reprts fr curt fficials and allws inquiries frm the public and media int cases within the curt that are available fr public recrd. C-Track CMS is designed t prvide efficiencies in perfrming daily functins by replacing manual activities with autmated system prcesses, remving redundant data entry and tasks and prviding users with access t curt data and reprts. FEATURES/FUNCTIONALITY Highly Cnfigurable: C-Track CMS is designed t be highly cnfigurable s that it can adapt t each curt's unique requirements, rules and prcedural changes. C-Track's rules engine is cnfigured with the curt's business rules t autmatically set alerts, assign tasks, change a case status and generate dcuments based n case prcessing r case event activity. C-Track CMS als includes a tl that enables authrised users t manage the business rules and data values, s any rules changes can be made withut technical supprt. Integratin: Built n an pen system architecture, C-Track CMS is designed t be integrated with almst any curt applicatin frm an existing case management system t a legal prfessinal registratin system t an accunting r dcument management system. Data can be transferred frm ne system t anther by using standard data transfer technlgies and C-Track s Applicatin Prgramming Interface (SOAP and REST). Secure: C-Track's rle-based security mdel allws fr a wide variety f user rles t be created s that different user types can be given permissin t apprpriate levels f infrmatin and system functinality. Cmprehensive: C-Track CMS can be cnfigured fr single and multijurisdictinal curts, cntaining cmprehensive case prcessing functins frm case initiatin thrugh dispsitin and archiving. C-Track CMS als prvides a reprting capability with searching and real-time interactive reprting. NATIVE INTEGRATED FUNCTIONS Case Infrmatin - C-Track CMS has standard case infrmatin such as case number, case type, case status, and case title. The Curt can cnfigure additinal fields and designate their types and values. The case number can cntain any cmbinatin f numbers r characters, and the curts can designate hw a case may be autmatically numbered. Case Events - C-Track CMS uses case event entries t recrd the events and dcuments filed n a case. Entries are defined by a type (e.g. Mtin) and subtype (e.g. Extend Time t File Brief). Each entry type and subtype can be assciated with a different set f data fields apprpriate t the type f entry. These fields will be used t track data such as the persn wh filed the dcument, the date received, and the methd received. The entry type, subtype, and its attributes are defined by the Curt. An unlimited number f entries may be assciated with a case. An entry can trigger subsequent actins t be taken n the case thrugh the C-Track Rules Engine. An entry may perfrm ne r mre f the fllwing actins: Create ntices / dcuments

3 Create alerts / tasks Prvide ntificatins t the user Change the status f the case Perfrm custm business lgic. Alerts - An alert system allws the user t set a reminder fr either a dcument due r a task assigned. It may be created either manually r autmatically depending n the ccurrence f ther events. These alerts can be assigned t curt staff and/r indicate frm which party n the case it is due. When the alert becmes verdue, the assigned staff can receive an reminder. A user may query fr alerts by assigned staff, alert status r by due date. Ntes - One r mre ntes can be attached t cases, participants, case event entries, calendar events, and ther items as needed. Ntes include details such as the date entered, data mdified, and wh entered the nte. Ntes can be created and accessed at a persnal level r fr users with the prper security level. Entity Management - C-Track CMS allws many types f entities, such as a persn, rganisatin, prperty, agency, and lawyer. An entity may be stred in the system nly ne time and then assciated with multiple cases as a party, participant r lawyer. C-Track CMS allws the user t view the cases t which that entity is assciated and als allws the users t update that entity s infrmatin acrss the cases (i.e. address, and cntact infrmatin). Entity-t-entity assciatins (i.e. persn t persn, persn t rganisatin) can be defined fr all C-Track CMS entities. C-Track CMS has the functinality t manage multiple aliases fr a single entity and can merge tw entities if they are determined t be the same ne. Assciatins/Relatinships - C-Track CMS has a facility t assign directinal relatinships between any tw entities. Such assciatins (i.e. child, mther, etc.) are frmed t relate peple t peple, prperties (e.g. vehicles, evidence), businesses r agencies. C-Track CMS als allws the user t define case-related assciatins (e.g. lawyer t party). Calendaring - C-Track CMS allws users t schedule cnferences, ral arguments, r ther types f events as designated by the Curt. The user can set up calendars based n a recurrence pattern. The user can set multiple events during a single calendar and multiple cases in thse events. Resurces (e.g. judges, staff, cnference, rms and equipment) can be assigned t entire calendar sessins r individual events. C-Track CMS allws users t prepare calendars and schedule cases, as well as t generate autmatic ntices, rder templates and ther dcuments. They can als mnitr cnflict infrmatin when assigning cases and use the cnflict management reprting t alert justices r judges t ptential cnflicts with pre-specified lawyers, law firms r parties. C-Track CMS allws the user t track the schedule fr curtrm and cnference rm venues. The user is able t effectively blck ut time perids and cmmunicate schedules fr a rm s that it will nt be duble-bked. C-Track CMS maintains a hliday/nn-wrking day calendar that can be mdified by authrised users t meet the needs f the Curt. The C-Track scheduling algrithms and business rules are cnfigured t warn the user if scheduling hearings/cnferences n hlidays r nn-wrking days. Panels may be assigned t a sessin r t a case and lead judges designated.

4 Cnflict Management and Recusals - C-Track CMS allws curt staff t indicate ptential cnflicts f interest between a judge and an entity (persn, lawyer, rganisatin, etc.) in the system. This cnflict infrmatin is then used t identify cases that have ptential cnflict(s) between the judge (e.g. via scheduling) and a party/participant n that case. C-Track CMS further allws the curt staff t take apprpriate actin t reslve that ptential cnflict. C-Track CMS prvides a substitutins and recusals screen t recrd substitutin and/r recusal fr a judge fr a single case r fr an entire hearing date. Rules Engine - C-Track CMS internally utilises a data-driven rules engine that autmates the mst cmmn curt tasks invlved with case life cycles. During the curse f cnfiguring C-Track CMS, the Curt will develp lifecycle definitins based n their specific business rules and peratins. C-Track CMS will incrprate these rules and prcedures int the cnfiguratin, rules engine and custm business lgic. The rules engine is triggered by adding a case event entry that may autmatically change the case status, create an alert, generate a ntice r perfrm ther user-defined functins. C-Track Cnfiguratin - C-Track CMS is built t be easily cnfigurable by the user. This includes data drpdwn values (chices fr values) such as case event entry types and subtypes, data attributes fr varius areas such as case event entries and case infrmatin. The Rules Engine is als cnfigurable t allw curt staff t quickly adapt t the Curt s changing rules and prcedures. Dcument Management System - In rder t stre, track and manage dcuments, C-Track CMS has an integrated dcument stre. The system is als capable f integrating with Dcument Management Systems t prvide the fllwing additinal functins: Dcument strage, tracking, archiving, printing; Dcument redactin, security, rganisatin; Dcument wrkflw: creatin, review, apprval. Hyperlinks in C-Track CMS case event entries allw users t view assciated electrnic dcuments stred in the Dcument Management System. OPEN STANDARDS Our philsphy is t use pen standards prducts and technlgies as a way t build lngevity and flexibility int Curt applicatins. In rder t meet the Curt s bjectives related t scalability, flexibility, and rbustness, the applicatin is using a J2EE develpment platfrm with Java as its primary language. We utilise the fllwing technlgies and tls: The applicatin cre cmpnents have been built using a Java/J2EE develpment platfrm. We use industry standard Java IDE tls when cnstructing add n cmpnents and enhancements. The user interface cmpnents will be cnstructed with HTML, DHTML, XML and JavaScript. The database is mdelled using industry standard tls, is deplyed n a cmmercial grade Relatinal Database System (Micrsft SQL Server r Oracle), with queries and database manipulatin dne using SQL.

5 We will utilise reusable cmpnents frm its C Track Fundatin Cmpnents library as a mechanism fr imprving quality and efficient implementatin. We have used this develpment envirnment fr several years acrss multiple prjects, and we have been able t streamline the develpment prcess by effective use f pwerful tls and industry practices. OPEN SOURCE C Track CMS is an enterprise J2EE sftware slutin that takes advantage f several pen surce libraries t streamline the develpment prcess. Each J2EE library is fully supprted by us in all envirnments, and is an integral part f the internal functining f the system. TECHNICAL REQUIREMENTS The C Track CMS slutin requires users t have internet access and use f a standard web brwser (supprting IE8 and abve, Firefx, Chrme and Safari). AVAILABILITY SERVICE LEVELS Service hurs shall have the meaning given t it belw: C-Track Case Management System Availability - Except fr planned maintenance utages, the C-Track Case Management System will be available t the Custmer fr 99.9% f the Service hurs. C-TRACK CASE MANAGEMENT SYSTEM SUPPORT SERVICE LEVELS NO SERVICE PRODUCT SERVICE LEVEL 1 Pririty 1 An Incident which invlves a cmplete lss f service/functinality affecting multiple users and/r unavailability f ne r mre functinal services *1, resulting in a critical business impact that prevents a Curt Jurisdictin/user Respnse time: 1 service hur frm Supplier s receipt f truble ticket frm Custmer s secnd line supprt prvider using agreed ticketing system.

6 grup *2 frm wrking. Fix r wrkarund t be prvided. 2 Pririty 2 An Incident which invlves a partial lss f service/functinality affecting multiple users and/r partial unavailability f ne r mre functinal services *3, resulting in a critical business impact that prevents a Curt Jurisdictin/user grup *4 frm wrking effectively. Respnse time: 4 service hurs frm Supplier s receipt f truble ticket frm Custmer s secnd line supprt prvider using agreed ticketing system. Fix r wrkarund t be prvided. 3 Pririty 3 An Incident that affects a single user nly whereby they have either partial r ttal lss f the service. Respnse time: 4 service hurs frm Supplier s receipt f truble ticket frm Custmer s secnd line supprt prvider using agreed ticketing system. Fix r wrkarund t be prvided. 4 Pririty 4 All incidents that are nt cvered by pririty 1, 2 & 3. Respnse time: as agreed with Custmer s secnd line supprt prvider n an incident by incident basis using agreed ticketing system. Fix r wrkarund t be prvided. Service day - Mnday t Friday ther than public and bank hlidays in Lndn Service hurs 09:00-17:00 UK Lcal Time n Service days *1 Functinal services defined as n-line issue, dcument strage, issue, case management, statistical prductin, rder prductin/case dispsal, listing. *2 Curt Jurisdictin as set ut in the Order Frm. User grups defined the fllwing grups f users frm each jurisdictin; judiciary, listing staff, issue staff, case management staff, rder prductin, n-line issue, r n-line fee payment, file management. *3 Functinal services defined as n-line issue, dcument strage, issue, case management, statistical prductin, rder prductin/case

7 dispsal, listing. *4 Curt Jurisdictin as set ut in Order Frm. User grups defined the fllwing grups f users frm each jurisdictin; judiciary, listing staff, issue staff, case management staff, rder prductin, n-line issue, r n-line fee payment, file management. SERVICE CONSTRAINTS (E.G. MAINTENANCE WINDOWS) Wherever pssible, Planned Maintenance (fr any planned infrastructure r sftware updates) will be scheduled utside f standard UK business hurs (09:00-17:00 UK Lcal Time). Wherever pssible, Emergency Maintenance (fr any nn-planned infrastructure r sftware updates) will be scheduled utside f standard UK business hurs (09:00-17:00 UK Lcal Time) unless there is an identifiable risk t the service prvided. INFORMATION ASSURANCE Thmsn Reuters Case Management System is delivered frm an IL3 accredited, UK based data centre. Thmsn Reuters has implemented a glbal ISO and 9001 certificatin prgramme with BSI. BACKUP/RESTORE & DISASTER RECOVERY The service prvides real-time redundancy built int the clud platfrm. Standard backup prcedures include daily backups with a retentin perid f 14 days. Enhanced capabilities, such as 28-day retentin, can be ffered at an additinal cst under the C-Track Enhanced Service Management prpsitin. ON-BOARDING AND OFF-BOARDING PROCESSES/SCOPE Thmsn Reuters will wrk with each custmer t ensure the CMS is tailred t their unique cnfiguratin requirements, thus these prcesses are specific t thse requirements. Please see ur C-Track Implementatin Services prpsitin fr ur apprach t implementatin and prject management methdlgy. DATA RESTORATION / SERVICE MIGRATION We prvide data migratin services frm legacy systems t C-Track prducts. Scpe and specific requirements are detailed under C-Track Implementatin Services prpsitin.

8 DETAILS OF ANY TRIAL SERVICE AVAILABLE N trial service is available due t the need fr cnfiguratin. PRICING Pricing is set ut in the C-Track CMS SaaS prpsitin Pricing Schedule. ORDERING AND INVOICING PROCESS T rder, cntact Jim Leasn, Curt Management Slutins Prgramme Manager (Phne: ; Mbile: ; ). Invicing arrangements are t be agreed between the parties as apprpriate t requirements and scpe. TERMS AND CONDITIONS This Service Descriptin and the prvisin f ur C-Track SaaS prpsitins are subject t the Thmsn Reuters C-Track SaaS Terms and Cnditins fr G-Clud 6. TERMINATION TERMS A minimum fixed term f 2 years is required. Terminatin withut cause befre the expiry f that perid will incur terminatin charges. CUSTOMER RESPONSIBILITIES Our supprt bligatins are subject t the custmer s bligatins set ut in the Thmsn Reuters C-Track SaaS Terms and Cnditins fr G-Clud 6.

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