Case Management System

The vendor required to provide case management system (CMS) to replace practice manager and its disconnected companion tools.
- The new CMS shall deliver a unified and secure platform that streamlines case processing, improves data accessibility for informed decision-making, and expands e-filing functionality statewide.
- Requirements analysis
•    Conduct a comprehensive analysis of system requirements.
•    Conduct peer reviews of requirements to ensure their quality and completeness.
•    Identify application performance metrics in the as-is system and document findings as an application performance benchmark report, to be used as an application performance baseline during the project testing phase.
•    Identify the average staff-time required to complete standard workflows in the assist system and document as a workflow time study report, to be used as a workflow efficiency baseline.
•    Assess and identify opportunities for enhancing business processes and automating workflows, reducing average staff-time to complete workflows by at least 15% from the as-is performance baseline. 
•    Findings will be documented as a process improvement assessment.
- Solution design
•    The solution design phase defines how the approved requirements will be translated into the system’s architecture, configuration, workflows, security, and integrations to support successful implementation of the new CMS.
•    Design a cot or SaaS software solution that meets all identified system requirements.
•    Confirm that the final solution design supports all documented as-is workflows and identified system integrations.
•    Create user stories (business requirements) and wireframes to outline the new system's functionality precisely.
- Solution development
•    Implement the selected replacement CMS solution on the approved platform (i.e., vendor-managed SaaS, cots on vendor-provided IaaS and PaaS, cots on division managed cloud infrastructure, etc.).
•    Implement and configure a disaster recovery environment with a recovery time objective (RTO) target of 24 hours or less and a recovery point objective (RPO) target of 1 hour or less for the new CMS solution. 
•    Disaster recovery configuration will be documented in a disaster recovery plan and validation report.
•    Configure the new solution to leverage active directory federation services (ADFS) integration, including single sign-on(SSO), or identity and access management (IAM) integration based on an approved solution design.
•    Implement role-based access controls (RBAC) integrated with active directory groups.
- System configuration and integrations
•    Configure the replacement solution to either support the following functionality natively or integrate with existing 3rd party applications that provide this functionality for the as-is system.
•    Provide a secure interface and module where external parties can upload inbound case-related documentation.
•    Provide a service for sending outbound documentation.
•    Provide a secure payment processing system.
•    Provide an integrated online calendar for scheduling hearings.
•    Provide a platform for the storage of electronic evidence.
•    Provide functionality to route and sign documentation.
•    Verify compatibility with various web browsers and devices through comprehensive testing.
•    Document system configurations and integration processes in the interface control document (ICD) for future reference and troubleshooting.
- Data migration
•    Create and implement a data migration plan to migrate and standardize all data from division existing application to the new solution.
•    Facilitate mapping data between the as-is system and the selected replacement CMS solution.
•    Provide a data mapping specification documenting data structure and mapping.
•    Create and submit a data migration plan for division approval that includes:
o    All required data and files are migrated from the as-is system to the selected replacement CMS solution.
o    Data migration includes data and files housed within the as-is system and connected data and files stored externally to the as-is application and database servers.
o    Assess and recreate existing reports, email templates, note templates, timeslip templates, calendar templates, and document templates from the as-is system in the selected replacement CMS solution. 
o    Migrated templates will be documented in a template inventory.
•    Execute and validate the approved data migration plan from the as-is system to the selected replacement CMS solution. 
•    Data migration results will be documented in a migration validation report.

- Contract Period/Term: 5 years
- Mandatory Pre-Proposal Conference (Virtual) Date: December 1, 2025
- Questions/Inquires Deadline: December 1, 2025