Case Management Solution

The Vendor is required to provide for a vendor-hosted SaaS, enterprise-level matter management solution suitable for various litigation, contract, and regulation matters that represent clients in every administrative forum, state, and federal court and can manage various types of matters and documents being maintained.
- The solution will be managed by the office.  
- The solution will ultimately support 550 attorneys and 250 support staff across 36 executive and independent agencies in the Commonwealth with flexibility for additional users to be added.  
- The solution would replace the legacy systems.  
- The legacy system for litigation matters stores the database in a SQL server and the documents in various storage options, including Microsoft SharePoint, Microsoft OneDrive, local hard drives, and networked drives.  
- The other matters have databases stored in Microsoft Lists and the associated documents in Microsoft SharePoint.
- The solution shall be a commercially available, production-ready product that is currently in use by other customers. The solution should be fully developed and capable of being deployed with minimal configuration, customization, or development effort.  Proposals that require significant customization, extended implementation timelines, or involve solutions still in development or beta stages will not be considered responsive.
- The solution shall be adaptable to various organization levels for smaller and larger agencies across the Commonwealth.
- The solution shall have the capability for various configurations and workflows for each agency-based team.
- The solution shall be implemented in phases based on operational needs of agency legal offices
- The solution shall allow for creation of litigation matters that: 
•    Enable attorneys and agency staff to track cases throughout their stages.
•    Provide dashboards that enable users to examine and track staff workload, individual assignments, time to closure, and similar metrics.
•    Include custom workflows for the litigation matter tracking.
•    Include tasks to track litigation matters through the process with assigned users for each step. 
•    Include events that enable users to track important dates including response deadlines, hearings, and court appearances. 
•    Automate workflows to replace current manual processes. 
•    Attach associated documents Offeror’s cloud storage.
- System include:
•    The system must allow a system administrator to perform functions such as user account creation, deletion, and management; matter creation, deletion, and management; and management of matter types and fields.
•    The system must support self-service and full-configurability of system functions, modules, workflows, custom and standard reports, user dashboards, and user profiles by users assigned the system administrator role.
•    The solution must provide a fully-configurable workflow for each business need and each business area by matter type and system parameters (e.g. Workflows for office contract approvers, items requiring the governor's signature, the civil litigation referral and delegation process, regulation review, etc.) And allow system administrators the ability to create additional tailored dynamic workflows as needed. 
•    The system must provide role-based access control and granular user role creation and maintenance by users assigned the system administrator role.
•    The system must permit and restrict access to designated matters, files, and functions based on user role/permissions-based access control.
•    The system must allow authorized users to delete duplicate matters that were created in error.
•    The system must provide a data entry user interface to allow users with appropriate permissions to enter matters.
•    The system must allow customizable submission forms for users with appropriate permissions to provide initial data and upload/attach documents for each matter type.
•    The system must provide configurable dashboard views for each user to easily navigate through the matters. For ex: view a summary dashboard of matters and work assigned by owner, group, matter type, and/or upcoming deadline (etc.).
•    The system must provide tool tips and hover text to aid users in navigating through the system.
•    The solution must allow for each matter entry to store associated documents either within the vendor hosted cloud data storage.
•    The solution must have the ability to create and maintain a document retention schedule for all files, in accordance with state data retention policy.
•    The system must be capable of both real-time and batch processing methods for data and document uploads and exports to and from the system.
•    The system must support bulk uploading of documents associated with a matter. 
•    The solution must assign unique matter numbers to each matter (e.g. Litigation, litigation review, contract, regulation, etc.).
•    The system must process/apply workflow configuration settings to all matters based on the matter type.
•    The solution must support adding and tracking matter notes (ex. General comments, meetings, phone/verbal discussion documentation, fact-finding, emails, etc.). The notes must be searchable and sortable chronologically or by category. 
•    The solution must support categorization/coding of work items entered into the system in accordance with pre-determined categories for each matter type (e.g. Significant litigation, invoice, contract, proposed regulation, final regulation, right-to-know, governor's signature, form contract, statement of policy, etc.)
•    The solution must allow users with appropriate permissions to assign attributes (e.g. Document type, priority, status such as archive, active, review needed, etc.) To matters.
•    The solution must allow identification of companion (related) matters to support bulk actions (i.e. Reassigning, uploading documentation, etc.) To be applied to all related companion matters in a single action.
•    The solution must auto-assign a work item to the next associated user in the workflow when a required task/action is completed by the currently assigned user. 
•    The solution must allow users with appropriate permission levels to reassign work items to other users and notify that user that the work item is now assigned to them according to their notifications configuration.
•    The solution must allow users to return matters to the matter's original submitter for corrections or approval.
•    The solution must generate due dates based upon identified rules and allow for manual input of additional deadlines.
•    The system must support configurable notification features.
•    The system must send a notification to internal users when a work item has expired or is within defined timeframe of expiration.
•    The system must send a notification to internal users when a work item has been assigned to them and they have selected to receive notifications for individual events.
•    The solution must support configuration of notification sending based on user selections and send notifications via email for system-triggering events using the email address on file for the user.
•    The solution must support the ability to create standard reports in accordance with identified parameters for each matter type, category, and attribute.
•    The solution must support the ability to create custom reports based on additional parameters as needed.
•    The solution must support the ability to produce and email sets of predefined reports to selected users on a weekly and monthly basis (e.g. Number of new contracts per week and month, number of completed contracts per week and month, average contract turn-around time per week and month, number of matters assigned to each user by matter type every Monday morning, etc.)