Case Management Software

The Vendor is required to provide in a CMS to manage initial case intake, attorney assignment and case management, to provide scheduling capability, key reporting capability; manage workflow; and increase operational efficiencies.
- The new CMS must allow staff to work in a modern system with integrated workflows, internal and external communication, and dynamic automations with features promoting collaboration between attorneys, co-workers and clients.
- High level CMS must have requirements (HLR):
1. General core capabilities
• System must support multiple users, user administration, customizations by admin users, simultaneous use; and provide auditing capability for all actions.
• System must support either cloud-based or on-premises environments, allow for bulk upload or migration of pre-existing case data and documents.
• System must present screens or pages in an intuitive tabular based interface.
2. Case intake
• CMS system must have case intake capabilities that supports gathering of required client case data via public facing web page or form, and automatic intake and population of case data into the system, or automatic rejection of the case based on the administrators’ requirements.
3. Case management
• CMS system must provide for case management that includes case processing, custom workflow management, alerting and notifications, calendaring and scheduling, relating cases, and task assignment to users.
• The system must allow for addition of notes or comments to cases, documents, contacts, events and any artifact in the system.
• The system must allow for artifacts to be attached to cases, for files to be stored in a navigable and searchable file explorer interface, and for documents to be automatically generated with case details based on administrator defined templates.
4. Search
• CMS system must be searchable by any keyword appearing in the details of any system artifact, such as case name, persons involved, crime, files, document contents, contacts, events, etc., with hyperlinks appearing for relevant artifacts.
• Searches must be filterable on all report data types.
• System must be searchable by wildcard and phonetic searches.
• Search results should include brief text summaries of each result item.
5. Reporting
• CMS system must provide the capability for generating reports of all case data in the system. demographics of victims and defendants, agency names, attorney caseload, crime type, assistance type provided, case status, court and hearing events, start dates, end dates, days open, staff assigned, agency involved, geo information, and other key performance metrics as determined. 
• Reports must be filterable on all report data types.  6. Information security
• CMS system must be capable of protecting the confidentiality, integrity, and system accessibility from unauthorized disclosure, destruction, and denial. 
• Cases contain sensitive information such as personal identifiable information, health related information, and criminal justice information, and must be encrypted at rest and in transit.
• System must support configurable data retention policies, continuous backup and redundancy, and data must be housed on states soil.
• System must support administrator configurable rules for username, password, failed and forgotten usernames and passwords, multi-factor authentication, session timeouts, and data redundancy via continuous backups.
• System must support administrator defined role based access controls, defining user permissions for access and permissions to cases, artifacts, and administrative controls, and integrate with the client’s active directory.
- Services shall include:
• Implementing a CMS inclusive of all software and licensing required for 10 users located in the anchorage office or remotely by users who may be working off-site;
• Configuring the CMS features to achieve the performance as outlined in this proposal;
• Consulting with the project director, division staff, and other designees on CMS customizations (as required);
• Implementing customizations approved by the project director, division staff and other designees;
• Consulting with the project director, division staff, and other designees on CMS other desired requirements (as required);
• Implementing other desired requirements approved by the project director, division staff and other designees;
• Training office staff, and division support personnel on the CMS;
• Providing system maintenance and support of the CMS during the contract period and through the minimum five (5) year maintenance agreement; and
• Providing other CMS assistance as directed by the project director, division staff, and office staff.
- Contract Period/Term: 1 year
- Pre-proposal Teleconference Date: June 23, 2025
- Questions/Inquires Deadline: July 24, 2025