Mapping Data-Related Business Processes Services

The Vendor is required to provide consulting services to perform a comprehensive mapping of data-related business processes across all twenty-four (24) circuit courts located.
- Create a project work plan detailing the proposed approach for completing the project. 
- The work plan shall include:
•    A project timeline identifying key milestones and deliverables 
•    Stakeholder engagement strategy, including how courts and other participants will be consulted during the project. 
•    Data collection approach, including proposed methods such as documentation review, interviews, focus groups, and surveys or polling, as applicable.
•    Estimated schedule of activities, including anticipated timing of stakeholder meetings and any proposed site visits. 
•    Submit a work plan for review and approval by the office project manager, performance of any tasks or deliverables under the project shall not commence until the work plan has been reviewed and approved by office personnel.
•    The work plan shall account for the following stakeholder engagement activities:
o    Three (3) interviews with key court personnel per each of all twenty-four (24) circuit courts 
o    One (1) focus group per each of the five (5) large-jurisdiction courts 
o    One (1) survey or poll across all twenty-four (24) circuit courts
•    Obtain more information on specific business processes across courts, by leveraging ongoing virtual workgroups facilitated by office bi-weekly, where all twenty-four (24) circuit courts take part.
- Review and assess the existing documentation provided by the office pursuant for all twenty-four (24) circuit court and develop structured data collection methodologies such as:
•    Develop structured interview and discussion guides with process questions (used for study) for use during stakeholder engagement sessions. 
•    These guides shall incorporate the approved process questions and be designed to ensure consistent, systematic information gathering across all courts.
•    Schedule and coordinate meetings with stakeholders to participate in the study, including name or position, court affiliation, and proposed method of engagement, such as focus groups, surveys, interviews, either remotely or in-person, following the approved work plan and completion of section iii.d.1.b.(1), including seventy-two (72) individual meetings; at least five (5) focus groups; and at least one (1) survey.
•    In-person court visits are encouraged but not required, as they would depend on the preferences and availability of the relevant court personnel, as well as logistics considerations.
- Develop a detailed mapping of case-related data flows by completing the following tasks:
•    Collect and document business practices used across circuit courts
•    Conduct comprehensive stakeholder engagement activities including meetings, focus groups, interviews, and, where appropriate, on-site visits for all twenty-four (24) circuit court locations.
•    Administer polls and surveys as necessary to supplement engagement. 
•    Remote engagement methods shall be employed wherever feasible to maximize efficiency and participation.
•    Map how case-related data flows from clerks, administrators, and judges into the enterprise justice case management system and associated applications within MDEC system, clearly identifying sources, transitions, and endpoints of data throughout the system.
- Provide a detailed catalog of current data-related business practices for all state circuit courts including the following components:
•    A comprehensive inventory of documented selected practices describing how selected case data elements are captured, recorded, and managed throughout the various stages of the case lifecycle.
•    Identification and description of the functional units responsible for executing each documented practice.
•    Development of presentation-ready, detailed process maps and swim lane flowcharts.
•    These diagrams shall visually represent how activities and responsibilities are distributed across functional roles, highlighting interactions and dependencies.
- Research consultant(s) assigned to this contract should demonstrate experience in the following preferred skills, experience, and capabilities:
1. Experience with:
•    Process mapping
•    Conducting statewide or multi-jurisdictional assessments
•    Engaging with diverse stakeholders and change management
•    Data governance, data quality, and business process analysis in court systems
2. Ability to:
•    Analyze data and draw conclusions
•    Communicate clearly and professionally, both in writing and verbally, across a range of audiences
3. Knowledge of:
•    Judicial operations and case management systems
•    Reporting standards of state circuit courts
•    Qualitative and quantitative research methodologies
•    Data collection methodologies for efficient data analysis.

Intent to Bid Due Date: May 6, 2026