The vendor is required to provide a modern probation case management system (“PCMS”) to support the county’s sentence enforcement unit (“SEU”), which handles misdemeanor probation cases out of county state court.
- The proposed system must be scalable, secure, and user-friendly, meeting current needs while offering flexibility for future enhancements.
- Key features include:
1. Vision of the new probation case management system (PCMS)
• Consolidation of disparate technologies: replace fragmented systems (e.g., context, on-base, excel spreadsheets) with a unified platform that integrates case management, document storage, and reporting.
• Reduction of user error: the PCMS shall reduce user errors through automation by calculating key dates, guiding users through standardized workflows, providing spell check functionality, and accurately tracking termination dates, tolling periods, and consecutive sentences.
• Document & report generation: enable generation of documents, court orders, and compliance reports, ensuring timely and accurate information for stakeholders.
• Elimination of data silos: establish a centralized database that provides real-time access to case information, eliminating redundant data entry and improving collaboration across teams.
• Enhanced user experience: deliver an intuitive, user-friendly interface that simplifies navigation, data entry, and case management for probation officers and staff.
• Robust security & compliance: ensure data security, role-based access control, auditing of system data, and compliance with state and local regulations.
a. Highly configurable framework approach to justice automation
• When, in a process, a task completed by one user is routed via workflow to another user who performs a step in the process;
• When, because of the mere passage of time or inaction by a party, the SEU must take some action (with status flags incorporating the concepts of triggers and alerts);
• Automated performance of tasks or activities when an event, status or condition triggers a workflow;
• Implementation of business rules derived from operating policies (i.e., policy choices and operational procedures)
b. Accessibility of case information by mobile devices
2. Probation case management system functional requirements
• Case intake and management
• Scheduling and tracking
• Automated tolling and discharge
• Case assignment and reassignment
• Calendar management
• Document generation and storage
• Electronic signatures and notary
• Compliance with MPOU case management standards
• Secure communication
• Automated appointment and due date reminders
• Integrations
• Role based security
• Audit logs
• Supervision fee management
• Electronic check-in
• Bulk updates
• Alerts
• Automated report generation
• Dui accountability court
3. Data and image conversion
a. Convert context case management system data
• Cases: 146,137
• Dockets: 1,089,095
• Parties: 715,897
• Events: 569,601
• Accounting records: 280,987
• Accounting receipts: 100,153
b. Convert OnBase document management system images and data
• SEU intake uses OnBase to store intake photos of all probationers.
• SEU would like to convert the intake photos into the new PCMS.
• There are approximately 25,000 intake photos stored in the OnBase system that would need to be converted to the new PCMS.
- Questions/Inquires Deadline: June 03, 2025