Case Management System

The vendor is required to provide to acquire and implement an efficient and reliable platform that provides trust accounting, asset management, case management and document management functionality within a single software program.
- A combination of financial management software and manual processes to manage its caseload, assets and documents.
• Case management aspects such as opening files, adding notes, managing workflows;
• Financial management aspects such as tracking interest, expenses, deposits and payments from multiple accounts
• Asset management aspects such as recording and disposing or selling assets
• Document management aspects such as producing form letters and tracking other documents and responses, attaching external documents to file
• Reporting capabilities to produce and track cheques and payments for the exchange of data with department of finance.
- Agency clients will receive more reliable and responsive quality services.
• Scalable solution
• Meet minimum security standard
• Training of staff provided on efficient use of applications
• 95% uptime during working hours guaranteed
• Comprehensive audit history tracks every transaction executed within the system including the user, date, time, and before and after images of the data modified
- Agency requires case management that provides a structured, person-centered approach to help clients, ensuring that they receive the necessary services and support in a timely and coordinated manner.
• Tracking financial, health, legal and personal information, actions and decisions
• Comprehensive case management including attaching documents to a case note
• Tracking and setting of the status and assigning tasks
• Capacity to annotate files and append notes to file
• Ability to search across the client case file
• Free text search using search term provided by end user
• Reminders and alerts
- Agency staff can work more efficiently and effectively to ensure that clients’ funds are used in the best interest of clients and with greater transparency, accountability and consistency through improved reporting mechanisms
• Capacity to attach relevant files and communications
• Digital forms
• Capacity for electronic journal vouchers, disbursement journal, receipt journal and cash blotter
• Tracking time spent on client files and calculating and collecting agency fees in accordance with regulations
• Financial and data analytics reporting
• Asset management
• Improved auditability and quality assurance
• Establish a client’s budget and tracks client income and expenses against this budget
• Assist clients with taxes filing
- To maintain business continuity agency requires migration of their present data into the new system
• Import existing case file data into the new system as part of implementation.
- Contract Period/Term: 3 years
- Questions/Inquires Deadline: July 02, 2025