Court Management System

The vendor required to provide court management system to gather input from qualified vendors regarding the capabilities, features, and implementation considerations of modern municipal court management systems.
- Purpose
•    Collect information on system capabilities, hosting options, and general pricing structures.
•    Understand how solutions align with procedural justice principles and community outreach needs.
- General functions overview
•    Case initiation: create new cases from electronic citations to handwritten citations.
•    Case tracking and workflow: keep track of cases from filing through hearings, continuances, dispositions, appeals, and closure.
•    Financial functions: ability to take payments including payment plans with secure, real-time posting of payments.
•    Payment processing: secure acceptance of payments (in-person, online, kiosk, or remote) with automated posting to case records.
•    Pre-filed cases: support tracking of pre-filed matters, including incidents or referrals that have not yet resulted in a formal case filing or court date, allowing court staff to monitor the cases and ensure they get filed and moved to the docket.
•    Close cases: ensure accurate recordkeeping and audit trails.
- Specialized modules:
•    Prosecutor module: streamlined interface for prosecutors to file cases and manage related documentation.
•    Probation module: probation module that creates a digital probation file and enables probation officers to view and manage assigned cases directly within the system, including but not limited to, uploading probation files, community outreach tracking, payment plan setup and monitoring, and providing tools for documenting compliance activities, ensuring seamless coordination between probation services and court operations. 
•    Jury management: integrated system for managing jury pools and assignments.
•    Handwritten ticket tracking: ability to track all handwritten tickets issued to officers, ensuring they are either returned, voided, or properly filed.
- Courtroom and hearing support:
•    Officer scheduling: enable court staff to assign and track officer appearances for scheduled hearings, trials, and other proceedings.
•    Virtual court: support for remote hearings and virtual courtroom sessions.
•    Courtroom recording and transcription: integration with courtroom recording software and transcription services for accurate recordkeeping.
•    Docket display: visual docket displays within the courthouse.
- Public access and online services:
•    Electronic signatures: capability for e-signatures at various touchpoints including courtroom, customer service windows, and payment plans.
•    Online services: ability for users to request continuances, upload documents (e.g., renewed tags, handicap placards), entry of appearances, and make payments online.
•    Courthouse kiosk functionality: support kiosk-based operations within the courthouse, enabling users to securely check-in for dockets, make payments, and access case-related information or services.
•    Remote kiosk payment support: integrate with remote kiosks, such as those located in convenience stores or community centers, to facilitate secure payment processing.
•    Live chat: real-time communication feature for public inquiries.
•    E-filing: electronic submission and management of pleadings, motions, and other documents.
•    Fillable forms: built-in forms that can be completed and submitted electronically.
- Notifications and communication
•    Text and email reminders: automated notifications for court dates, payment deadlines, and referrals.
•    Flag-based alerts: notifications triggered by flagged cases or name files.
•    Pop-up comments: case-specific comment alerts during court sessions.
•    Sequencing error alerts: warnings for docket sequencing issues such as ensuring a court date is scheduled and it is filed.
- Search and reporting
•    Advanced search: ability to search by violation type, filing date, incident number, address, and other criteria.
•    Customizable grids: user-defined views for case management and reporting.
•    Robust reporting: tools for generating detailed reports and analytics.
•    Macros and queues: support for batch updates and workflow automation.