The Vendor is required to provide to implement the new supervision case management system.
- As a unified court system, this means providing supporting applications used for case and document management for tracking and managing criminal, civil and juvenile case data, and information statewide for all court process.
- Key Project Components:
• Provide, configure, install, test, and integrate a new statewide supervision case management system for adults and juveniles offenders covering our 7 circuits and the counties within each circuit.
• Prepare a recommended solution for accessing all data in the current supervision case management system from the new one through a combination of full conversion and migration to new system, conversion to summarized read-only date for historical reporting and comparison, and access to data in the old system, and then, implement the solution.
• Provide complete user, operational and system documentation for the new system.
• Provide instructor-led, onsite training for administrative/clerical staff and it staff in its operation, functions, and capabilities.
• Provide train-the-trainer instructions for agency staff to prepare them to train end-users. Provide end-user documentation and training materials that can be utilized, with the ability to modify, by the agency to conduct training.
• Provide ongoing maintenance and support after going live.
• Provide scheduled releases for enhancements and non-scheduled releases to address bugs and/or errors including security vulnerabilities and software dependencies.
• Provide for the ability to readily interface with other applications.
• Specify the recommended technical environment including hardware and software required by the proposed system.
- Business Requirements:
• The ability to retrieve data from other case management systems at case creation.
• The capability for the system to provide data exchange interfaces with agencies outside of the courts.
• The data transfer capability will require the system to capture and record the associated unique identifying fields in the state existing case management system including case number and party id.
• The system must generate a unique case for the submission (each case referral assigned an internal case id number or system number for program evaluation when de-identifying). It may be beneficial to have a case number id that matches the odyssey case management system assigned case number.
• The system must be party based displaying all cases associated to each probationer.
• The system must be a statewide system that can be configured to include circuits and counties within the circuits for adult and juveniles.
• The system must allow for quick and easy configuration for all case types and case components. This must include items such as navigation look and feel, fees, questions, forms, alerts, business rules/court policy, etc.
• The system must have a common, consistent end user web interface.
• The system must provide a user interface which minimizes screen scrolling as much as possible.
• The system must provide the capability to display clear error messages that can help a user understand and resolve the encountered error.
• The system must provide the capability to mark or highlight all required data items on a data entry page.
• The system must provide the capability to highlight input errors (e.g., missing data, incorrect format, DOB is in the future) and prompt user for correction.
• The system must provide proper validation to prevent invalid data from being entered or saved in the system.
• The system must provide the capability to prompt the user to save or cancel if user attempts to log out of system with unsaved changes.
• The system must provide the capability to dynamically display functions and capabilities consistent with the user’s privileges (e.g., add, view, edit, delete).
• The system must provide the capability to display dynamic dropdown pick lists, where the value chosen from one list determines the list of values on another list.
• The system must provide the capability to alert the user of certain special conditions (e.g. this is a sealed document).
• They system must utilize Entra id login to access the application. MFA must be utilized if the user is accessing the application outside the state network.
• The system must provide administrative functions allowing authorized users to disable a user but retain all audit history associated with user’s activity.
• The system must provide for the capability to designate users as administrators and to change those who have that designation by a super administrator.
• The system must provide administrative functions allowing authorized users to lock a user out of the system or unlock a user to allow user to regain access.
• The system must provide for role-based access control – only authorized users will be able to see or view certain information (e.g., sealed documents).
• The system must provide administrative functions allowing authorized users to manage users’ access rights.
• The administrative functions will include, but not be limited to, grant/revoke security roles to/from a user, view granted roles (group) and associated access rights, search user by predefined search criteria.
• The system must provide the capability to ensure screens, functions, or menu items are only visible to authorized user.
• The system must provide the capability to prevent read-only data items from being modified.
• The system must provide the capability to ensure that sensitive or confidential information on any displayed page is only viewable by users with the required authorization.
• The system must allow for configuration and management of code values for supervision case management system.
• The system must provide the capability to allow authorized administrators to maintain code values used for configuring lookup values for case data elements.
• The system must provide the capability to allow authorized administrators to inactivate codes for future selection without impacting cases already using these codes.
• The system must provide the capability to set future effective dates for codes.
• The system must provide the capability to search code tables.
• The system must provide the capability to modify description of codes without impacting cases using these codes.
• The system must provide the capability to sort search results based on relevancy.
• The system must allow users to perform searches using a combination of search criteria.
• The system must provide the capability to filter search results.
• The system must provide wild card search and exact match search.
• The system must allow for search results to be saved in other file formats like pdf or excel.
• The system must allow for applying same update to multiple cases/apply mass update.
• The system must provide the capability to copy case data to create a new case.
• The system must create data entry defaults including, but not limited to, dates.
• The system must have a mechanism for sorting out any subgroups or subset of offenders using any combination of the variables in the data system.
• The system should have the ability to function on mobile devices, for probationers that link their case, drug tests, schedule appointment.
• The system should have the ability for staff to have a mobile app for alerts about probationers missing appointments, home visits, and data entry etc.
- Questions/Inquires Deadline: January 9, 2026
