YAVAPAI COUNTY CASE MANAGEMENT SYSTEM MASTER AGREEMENT EXHIBIT D - PROJECT SCOPE AND REQUIREMENTS

Transcription

1 PROSECUTING ATTORNEY CASE MANAGEMENT SOFTWARE AND IMPLEMENTATION SERVICES This Statement of Work (SOW) details the effort necessary to install, configure, test, load with data converted from current systems, implement for productive use, and interface the prosecutor case management Software sufficient to meet the Functional and technical requirements as stated herein. Contents Products... 2 Services... 2 Project Management and Planning... 2 Project Initiation... 4 Project Pre-implementation Meeting... 4 Data Conversion... 6 Application and Database Installation and Configuration... 8 Application and Database Installation in Local Environment:... 8 System Configuration:... 9 Document Templates: Modifications Interfaces Testing Training Administrator Training: Technical Training: User Basic Training: Post-live Support

2 Products The Contractor shall provide the County with functions described herein and shall configure Software to meet the County s business requirements. The Contractor shall also provide an instance of PROSECUTORbyKarpel loaded with the County s data as the result of the data conversion listed below. Services The Contractor shall provide implementation labor to install and configure the Software per the County s requirements; complete the data and document template conversions; develop required interfaces; and conduct testing and training. All of the work described herein shall be at a fixed price as stated in the Services Contract. The following Services shall be deemed complete when they have been accepted by the County. The project shall include the implementation of the core case management functionality for the County along with the required interface identified below, and shall be completed no later than March 11, Police Department Interface (Jail RMS - GTL) ProsecutorbyKarpel already has a built-in Law Enforcement Arrest transfer. This interface will be configured and tested with the XML data exchange export provided by GTL that conforms to our Law Enforcement Information Exchange Packet Documentation (IEPD). This exchange shall include information such as booking information and offense information, and can include mug shots. Karpel Solutions sees this interface as primarily inbound charging requests that would use our Law Enforcement Transfer wizard to carefully manage the import of charging information regardless of the source. Project Management and Planning The Contractor and the County shall be jointly responsible for planning and managing the project, and shall each designate a Project Manager for the project who will be responsible for: Adherence to the project scope as outlined in this document, schedule, and budget; Management of work activities including o requirements analysis; o system design and installation; o system configuration; o template configuration; o data conversion; o interface development; o testing and quality assurance; o administrator and end-user basic and area-specific training; and o on-site go-live support. Coordination of resources, work sessions, and training; Project communications; 2

3 Issue tracking; Deliverables and sign-off. The Contractor and County Project Managers shall also be responsible for project monitoring and reporting, to include: Project status meetings Bi-weekly, monthly, or as agreed, via webinar or telephone Change Control / Change Management In addition to the Project Manager, the Contractor shall assign appropriate staff to complete the deliverables described in this Statement of Work, including, at minimum: system installation, software configuration, template conversion and configuration, data conversion, modification and interface development, testing and training. Additional project resources from the County include staff designated as System Administrators and Data Conversion Auditors, as well as IT staff responsible for deployment and initialization of the server environment, interface testing, and workstation configuration in the training environment. System Administrators are key team members or supervisors from the County who represent their office on the project. System administrators do not need a technical background, but must be knowledgeable in all business processes within their respective office. The role of the system administrator is to: assist with configuration of the application; assist with data conversion and system customization review; perform user Acceptance testing; schedule staff for training; attend all training with staff; set and enforce policies and procedures for use of the system; and act as the Contact Person for issues that arise after implementation and training. At least one System Administrator must be an attorney with complete authority to make policy decisions for the office. Data Conversion Auditors are County staff who are proficient in the use of the legacy systems and know the legacy data well (e.g., power users ). These power users will learn the PROSECUTORbyKarpel system and use it to verify that the legacy data is converted accurately by the conversion programming. Power users are in addition to the System Administrators who will also audit the data conversion. 3

4 Project Initiation During project initiation, the Contractor and the County shall jointly develop the following documents: Project Plan to include, at minimum: o contact information for Contractor staff assigned to the project; o detailed explanation of work items for which the Contractor and the County are responsible; Pre-implementation Meeting agenda and schedule The County shall supply the Contractor with an initial extract of legacy data to be converted for the County. The Contractor shall prepare this extracted data for the first review of the converted data (codes tables) during the pre-implementation meeting. The Contractor shall provide current hardware and software requirements. The County shall conduct an assessment of all workstations to ensure they meet the Contractor s technical requirements. WebEx Infrastructure Design Session(s): 1. Contractor shall provide the County, in advance of the design session(s), up-to-date recommendations for Server configurations using MS Hyper-V technologies, storage requirements (with a 5-year projection), as well as all networking and security considerations for an on premise implementation. 2. The County shall conduct Infrastructure Design Session(s) (as needed) to include Karpel Technical resources, MIS technical staff, and any required external vendors (DELL, Cisco). 3. The County and Contractor will Develop Infrastructure architecture plan that will sustain Yavapai County Attorney s Office (YCAO) operations and projected growth for five years. 4. The County shall Determine hardware/software provisioning lead times and implementation requirements that will support the overall project timeline. Project Pre-implementation Meeting The Contractor shall conduct a three-day pre-implementation meeting with the County Project Manager and the County staff designated as System Administrators, including a policy-setting Deputy County Attorney (DCA). WebEx Infrastructure Design Session(s): 5. Contractor shall provide the County, in advance of the design session(s), up-to-date recommendations for Server configurations using MS Hyper-V technologies, storage 4

5 requirements (with a 5-year projection), as well as all networking and security considerations for an on premise implementation. 6. Conduct Infrastructure Design Session(s) (as needed) to include Karpel Technical resources, MIS technical staff, and any required external vendors (DELL, Cisco). 7. Develop Infrastructure architecture plan that will sustain Yavapai County Attorney s Office (YCAO) operations and projected growth for five (5) years. 8. Determine hardware/software provisioning lead times and implementation requirements that will support the overall project timeline. The meeting will include, at minimum: 1. Demonstration of the PROSECUTORbyKarpel Application. The Contractor will conduct a demonstration for the County Systems Administrators of the Software components to be implemented by the County. This demonstration will be done using the Contractor s server. 2. Analysis of Current Business Processes and the Legacy Applications. The County will demonstrate the legacy system for analysis by the Contractor. The Contractor and County staff will review the County s business process for the Prosecutor s Office. The Contractor and County staff will work to document current workflows and business practices for the office. 3. Analysis of Legacy Data. The Contractor and County will work to document legacy database and data elements by reviewing the legacy system and taking screenshots of representative cases and components inside the legacy system. 4. Pre-implementation Review and Instruction Session. This session will provide detailed instruction in how to complete a pre-implementation Excel workbook. This workbook will be loaded into the PROSECUTORbyKarpel system prior to training. It will contain various codes tables utilized by the systems. The Contractor will provide this spreadsheet partially completed with data received from the first data conversion for the purpose of data cleansing. 5. Fit/Gap Analysis. The Contractor shall provide the County with a solid understanding of what the PROSECUTORbyKarpel system can and cannot do out of the box, identifying which functions do not meet the County s business requirements and those that require configuration, modification, or workarounds. The Contractor shall recommend specific resolutions for those gaps, addressing them when possible through optimized workflows, configuration of code tables, business rules, system options, and modifications deemed necessary by the County and mutually agreed to by the Contractor. Contractor shall suggest approaches for resolving apparent gaps and assist the County in finalizing resolutions. All work required to implement the specific resolution(s) - using optimized workflows, configuration of code tables, business rules, or system options - shall be at no cost to the County. 5

6 6. Team Interface Development Work Session. The Contractor shall meet with County technical staff to commence work on defining and configuring the required interfaces. 7. Document Template Review and Submittal. The County s document templates shall be reviewed with the Contractor and provided to the Contractor for conversion. 8. Optional. A meeting to demonstrate the system to other Prosecutor divisions including juvenile and criminal justice partners (e.g., probation and parole, local law enforcement agencies, and the court system). The demonstration will provide an overview of the system as well as optional components including External View, ediscovery and esubpoena. Data Conversion The data to be converted includes the data sources listed below. The Contractor shall take data from these separate sources and blend them into a PROSECUTORbyKarpel database. Data Category and Source Prosecutor II Bounceback Data Details Access SQL 1. Data Mapping. The Contractor shall evaluate the legacy data provided by the County during the project initiation. Using screenshots collected in the pre-implementation meeting and the Contractor s existing conversion tools, Contractor shall map each field from the legacy person and case data fields to the appropriate data elements in the PROSECUTORbyKarpel database. 2. Data Extraction. The Contractor shall extract all code table data from the legacy systems to an Excel workbook, including: DCAs; Investigators; Paralegals; Victim advocates; Judges and court divisions; Dockets; Law enforcement agencies and officers; Expert witnesses; Defense attorneys; Case dispositions, statuses, and events; and Victim/witness information. 6

7 The Excel workbook shall also contain the following data worksheets: Users, Office divisions, Document categories, Event templates, Hair and eye color, Case categories, Case reporting types, Relationships (defendant to victim), Witness types, Confinement locations, Person status, Victim services categories and codes, Case stages, File locations, Probation conditions, Surety, investigator services categories, Investigator services, Gang information, Finance program groups, Finance programs, and Expense-related code tables. This workbook will be utilized during the pre-implementation meeting for purposes of data cleansing and mapping. 3. Data Conversion. The Contractor shall use queries to pull the legacy data from the existing tables into the application s database tables and shall load the first pass of the data conversion onto either the Contractor s or County s staging server. As part of the conversion, the Contractor will use its person merging tool to identify and consolidate duplicate person records based on the County s approval of the Contractor s duplicate detecting algorithm st -pass Data Conversion. The Contractor shall present the first pass of the data conversion (on the staging server) to County staff using the PROSECUTORbyKarpel application. The Contractor shall provide details to the County on the data mapping and will document any inaccuracies found in this review in the data validation Excel spreadsheets. 5. Data Review. The Contractor shall review data elements that do not fit into the Contractor s database schema for County determination on how to handle this data. The Contractor and County shall jointly document these data conversion decisions, with the goal of converting 100% of the data. 7

8 6. Data Preparation. County System Administrators will complete their assignments to prepare the data for the preimplementation worksheets. The County Project Manager shall verify that data has been provided for all worksheets and shall submit the spreadsheet to the Contractor on the agreed upon dates nd -Pass Data Conversion. The Contractor shall use the pre-implementation and data validation Excel spreadsheets to refine the conversion in preparation for a second iteration of the conversion. After the second conversion has been loaded on the hosted database server, the Contractor shall conduct a webinar to review the converted data with the County. 8. Set User IDs for Data Audit. The Contractor shall set up user IDs in PROSECUTORbyKarpel for the System Administrators, Data Conversion Auditors, and the County Project Manager so they may access the application in order to audit the data conversion. Both the County System Administrators and the power users identified as Data Conversion Auditors will audit a wide sampling of cases from all divisions. Any remaining issues will be documented on the data validation spreadsheets, which will be submitted to the County Project Manager. These spreadsheets will be given back to the Contractor for correction of the data conversion program. 9. Additional Data Validation. Subsequent data conversions and review webinars shall be conducted. County audits shall be continued until data accuracy is acceptable to the County. The County shall require that no less than three (3) test conversions be performed. The last test conversion shall be performed 30 days before go-live to confirm that no new data mapping is necessary and no unresolved issues exist. 10. Final Data Conversion. The County and the Contractor shall agree upon a business day in the week before the go-live date, on which day the County will provide a final back-up of the production data from the legacy system. The business day selected shall be based upon the time needed to run the conversion and the availability of County staff. On the business day jointly agreed upon by the County and the Contractor, the County shall provide the data backup and the Contractor shall perform the final data conversion on the Contractor s conversion server. The Contractor shall load the converted data into the County s database environment no later than 5:00 PM Pacific time on the Sunday before go-live date. County staff will logon to the system to conduct data checking adequate to confirm a successful conversion. The County shall notify the Contractor when the data check is complete. The County shall document any data that must be entered from the legacy systems after the cutoff, and will re-enter identified data into PROSECUTORbyKarpel after go-live. Application and Database Installation and Configuration Application and Database Installation in Local Environment: 1. The County shall establish a secure VPN connection allowing Karpel Solutions access to the legal case management application and SQL server. 2. Karpel Solutions shall install the application databases by remote access and upload the data 8

9 conversion files along with completed Software customizations. 3. Karpel Solutions shall upload the client remote support tool to the server. Karpel Solutions or County MIS support shall install the client remote support tool, perform application testing, operating system and browser compatibility test and MS Office compatibility document generation tests on all agency workstations. 4. If applicable, the Contractor shall work with County MIS staff to configure the system integration with the County s installation of Microsoft Exchange. 5. If available and appropriate, the Contractor shall work with County MIS staff to configure Active Directory single sign-on to the PROSECUTORbyKarpel environment. 6. The Contractor or County MIS staff shall follow Contractor testing procedures to perform workstation application testing and thoroughly test operating system and browser functionality, document generation, calendaring and on each workstation. 7. The Contractor shall assist the County MIS staff with the installation, configuration, and testing of the integrated scanning software on designated workstations. 8. The Contractor shall configure the External Agency View module and/or esubpoena for Law Enforcement on the web server, and shall assist the County and its justice partners to test and confirm accessibility both inside and outside the County. System Configuration: 1. Beginning with the pre-implementation meetings, the Contractor shall train and assist the County System Administrators with the configuration of the Software to meet the County s business requirements identified during the pre-implementation meeting. The configuration for PROSECUTORbyKarpel will include the following aspects of the system: Implement Test, Training and Production environments Code tables Displayed/hidden fields and field labels MyView configuration for all County users and roles Individual and role-based security profiles for: o Legal Clerk o Legal Secretary o Victim Assistant Staff o DCAs o Supervising Attorneys & Lead Secretaries o Paralegals o High profile/sensitive cases Event business rules Outlook integration preferences s, calendars, schedules Document configuration 9

10 2. The Contractor shall conduct webinar sessions with the County System Administrators to review completed configuration information and to provide feedback and suggestions for incorporating the County s business processes into the system. 3. In between the webinar review sessions, the Contractor shall provide phone and support to County staff to answer questions and resolve problems. 4. The Contractor and the County shall continue to work on and refine the Software configuration until it is accepted by the County. Document Templates: 1. The County has compiled a list of all document templates at minimum to be implemented into the PROSECUTORbyKarpel system. The County shall gather all of these forms, templates, and letters and turn them over to the Contractor, in electronic format, at the first preimplementation meeting. 2. The County shall provide all the forms, letters and templates to the Contractor for conversion in Microsoft Word format with any macro functionality removed. 3. The Contractor shall perform a preliminary conversion on all County templates to incorporate PROSECUTORbyKarpel database merge fields based on Contractor s prior experience with typical prosecutor documents. Priority of conversion will be determined on how often the template is used by the County; for example, documents that are used daily will be converted first, then documents that are used weekly, then documents that are used monthly, and so on until all documents are converted. 4. The Contractor shall load the converted templates onto the staging server. Contractor shall then conduct a webinar to review and test the most critical documents (such as charging documents, subpoenas, and victim/witness letters) with County staff to determine whether each document is pulling the correct data and is formatted in an appropriate manner. 5. The Contractor shall begin teaching County staff how the merge data fields function. The Contractor will then turn over the document templates to the County staff for them to fix any minor formatting issues and continue the clean-up of the document data merge. 6. County staff shall review all other document templates after this webinar and will immediately report document conversion issues to the Contractor for correction by the Contractor. 7. The Contractor or County shall correct any issues with each template; and County staff will test the templates to confirm they are working correctly. The County will maintain a list of all templates, including status of each document and any outstanding issues. 8. Subsequent template conversions and review webinars shall be conducted and reviews will be continued until the templates are working and accepted by the County. Modifications The Contractor and the County understand that the County s implementation of PROSECUTORbyKarpel may require some modification of the existing Software. This may include items, discovered during the fit/gap analysis and the first data conversion that cannot be accommodated with system configuration 10

11 or business process changes. These modifications may result in new system options, data fields, screens, and/or reports. These modifications shall be incorporated into the system at no charge to the County. The Contractor shall assess the required modifications to determine the effort required to make the modifications and the impact this effort will have on the project timeline. Any modifications necessary will be agreed upon by both the Contractor and the County. If a required modification changes the scope of the project or the County s costs, the project will follow the project Change Management procedures and the County s formal Contract Amendment process. These modifications to the Software shall not prevent the County from implementing any future releases of the Software and shall not require redevelopment of the modifications at a cost to the County. Interfaces The County requires the following interface to be in production when PROSECUTORbyKarpel is fully implemented. However this will be based upon the availability and cooperation of the other data exchange partner. The Contractor will work with the County MIS department and the County s criminal justice partners to configure and test the interface. 1. Police Department Interface (Jail RMS - GTL) ProsecutorbyKarpel already has a built-in Law Enforcement Arrest transfer. This interface shall be configured with the XML data exchange export provided by GTL that conforms to our Law Enforcement IEPD. This exchange shall include information such as booking information and offense information, and can include mug shots. Karpel Solutions sees this interface as primarily inbound charging requests that would use our Law Enforcement Transfer wizard to carefully manage the import of charging formation regardless of the source. At the first pre-implementation meeting, the Contractor shall meet with the County MIS team and/or law enforcement partner(s) to verify and review in detail the documentation of each interface, including interface data, timing and method; development schedule; roles and responsibilities; and Work assignments. The Contractor shall provide the appropriate schema and sample XML for the representative interface to be developed. The County Project Manager will act as the liaison to the County MIS team and the County s justice partner(s) to ensure timely communication and testing. Each interface shall be tested during the Acceptance testing period; and the County and the Contractor will sign off on the interface as it is confirmed to be working properly. 11

12 Testing The Contractor and the County shall be jointly responsible for testing and verification of the PROSECUTORbyKarpel system. Training 1. Since PROSECUTORbyKarpel is an off-the-shelf solution and the Contractor has its own development process in place, the County expects the Contractor to complete all unit, functional, and quality-assurance testing on the application. 2. The data conversion and interface testing shall be addressed in the sections specific to those areas. 3. The County shall conduct the configuration quality assurance testing, including document templates and reports. 4. After all components of the system have been completed, the County shall conduct user Acceptance testing for seven (7) business days prior to the scheduled start of training. The County shall immediately report any defects to the Contractor for correction. The Contractor shall be responsible for the delivery of training to all YCAO staff, including System Administrator and end-user training. The Contractor shall provide training to the County staff in the method outlined below, taking into account the operational needs of the YCAO. Administrator Training: The Contractor shall conduct System Administrator training on-site and via periodic webinars in order to provide designated staff with: In-depth understanding of how the system works (user training). Comprehensive System Administrator documentation. A review of best practices in the configuration and use of the system. The knowledge to configure o System code tables, o displayed/hidden fields and field labels, o MyView configurations, o individual and role-based security profiles, o event business rules, o integration preferences ( s, calendars, schedules), and o Batch workflows. In-house expertise on document template creation and configuration, including data merge fields and formatting. Instruction on data conversion auditing. 12

13 The Contractor shall provide additional System Administrator training (after user training and go-live are complete) to include, at minimum, system maintenance tables, reports, user security, document template creation/maintenance, and charge codes/charge language maintenance. Technical Training: The Contractor will provide technical assistance and written Documentation to the County s IT staff on the workstation configuration, testing, and troubleshooting. User Basic Training: The County staff shall be trained by Contractor in the manner outlined below: The Contractor and the County will review the training agenda prior to end-user training to ensure that the provided time meets the training objectives for each area. The County shall provide a user training facility with: network access available to the trainers laptop computers, a projector, a projection screen or blank wall, and twenty (20) computers in order to train up to forty (40) users at a time (1 computer per 2 users). County IT staff shall install each training computer with the required Microsoft Office and Adobe Acrobat Pro Software and configure each training computer to be networked to the PROSECUTORbyKarpel application server. The County shall provide persistent wired and wireless Internet access, both inside the training facility and onsite in the County offices, for the trainers to communicate with Karpel personnel during all training sessions. The County shall schedule a mix of attorneys and staff for each training session. The Contractor shall provide instructor-led training for all users with two (2) instructors per training session using step-by-step instructions and hands-on training. At least one System Administrator from the County shall attend each user training session to provide hands-on assistance to users, to answer procedural questions asked by staff during training, and to see that office policies are incorporated into how the System is used. Users will be assigned to groups and will be scheduled for two 4-hour sessions. The first training session will consist of adding arrests/charging referrals, charges, witnesses/victims, and creating cases. The second training session will consist of adding case events, court dates, dispositions and sentencing. After each training session, the staff will be assigned homework in order to practice using the system so they may better retain the training they received. Training will be staggered so that no two groups will receive both 4-hour sessions on the same day. 13

14 The first groups to be trained will include key staff who will be involved in making decisions about practices and procedures which will then be included in the training for remaining staff. The second groups will be the power users, such as intake personnel and charging/reviewing attorneys. These will be trained the week before go-live. The remaining users will receive training the week of go-live. Additional training classes for more specialized roles (such as victim assistance, juvenile cases and charging attorneys) are conducted these individuals complete the first two general training sessions. Staff members that are trained before go-live shall be trained on recently-converted data. They will bring actual arrest/charging/case referrals documentation which they will enter into the system during the hands-on training exercises. The staff trained during and after go-live shall be trained on converted data in the production system and will also bring case-related documentation to be entered into the system during the hands-on exercises. External users will receive training, conducted by County staff, on the specific modules to which they will have access, such as External Agency View, E-subpoenas, and E-discovery. The Contractor shall provide train-the-trainer training to County staff that will be responsible for external-user training. The Contractor shall provide assistance to the County in the development of training materials for external-user training. Area Specific Training: The Contractor shall provide job-specific training for the following work areas: Charging (DCAs and legal secretaries) Trial and Misdemeanor (DCAs and legal secretaries Bad Check Victim Services Investigations Post-live Support The Contractor shall provide two (2) additional assistant trainers to support County staff during the week of go-live. These trainers will support trained users while other user groups are being trained during go-live week. Two (2) trainers will provide on-site post implementation support for an additional four (4) days after all user training is completed. All trainers will be accessible to the System Administrators by phone and immediately following implementation and training for support during the post-implementation transitional period. 14

15 Project Deliverables (reference included in acceptance forms) 15