Client Case Management System

The Vendor is required to provide for software and implementation services for a client case management system (CCMS) software systems environment.
- Provide for the development and implementation of a software system that will assist the office with case file management, volunteer record management, document creation and storage, reporting and research.
- Key Objectives and Outcomes:
•    Enhance operational effectiveness by making more timely, accurate, and complete information available to the Office’s personnel.
•    Robust reporting capabilities, including but not limited to ad hoc reporting, statistical reporting, and configurable scheduled reports
•    Improve internal and external communications using information technology and data exchanges with justice partners
•    Enhance features and functionality to support increased automation and operational efficiencies by streamlining use of systems.
- The system lacks robust reporting features.
- Our current system creates new, duplicative profiles for every case file, rather than maintaining one unique individual record. This structure fosters data silos, prevents a comprehensive view of an individual's history, and leads to redundancy and inevitable data inconsistencies across multiple "accounts" for the same person.
- System Requirements:
•    The system has the ability to uniquely identify a case, regardless of transfers to other circuits, locations, or changes in appointment status.
•    The system has the ability to provide workflow and workflow management functionality.
•    The system has the ability to manually create or update multiple records through a simplified batch process.
•    The system has the ability to transfer jurisdiction of an existing case, according to configurable business rules, from one judicial circuit to another. 
•    The system has the ability to track the location and possession of physical case files or portions of a file, including tracking checking files in and out. 
•    The system has the ability to track which cases are in microfilm.
•    The system has the ability to include easy access to links for research tools for statute, rule, case and general research.
•    The system has the ability to allow for the customization and configurability of the case initiation screen including identification of mandatory fields.
•    The system has the ability to narrow the picklist values when selecting a file (e.g., typing "mo" filters entries to show "motions"). 
•    The system has the ability to code pre-defined language according to document type
•    The system has the ability to define which users/user groups are permitted to edit fields in a case file
•    The system has the ability to set business rules around making edits to the case file. 
•    The system has the ability to configure specialized terminology and data fields.
•    The system has the ability to automatically or manually create and print address labels, envelopes, file labels, individually or in batch. 
•    The system has the ability to add free text to case file entries. 
•    The system has the ability to accommodate unlimited character numbers in specified case file files.
•    The system has the ability to associate multiple documents or files to a single case file. 
•    The system has the ability to link case file entries. (for example, an answer may be linked to an  original petition entry).
•    The system has the ability to search the case file for certain codes, keywords, or date ranges. 
•    The system has the ability to initiate a workflow based on a case file entry. 
•    The system has the ability to trigger notifications or alerts from case file events (e.g., upcoming hearing, motions due, etc). 
•    The system has the ability to trigger notifications or tasks to internal users.
•    The system has the ability for an unlimited number of notes or updates to be associated with a child. 
•    The system has the ability to reassign (transfer) an entire case file from one employee to another
•    The system has the ability to add/update placement, and provide a history of the placement as it changes during the life of the case. 
•    The system has the ability to track cases assignment history (e.g., attorney, cam & volunteers assigned to the case).
•    The system has the ability to record the contact information for parents, guardians, gals, and social workers/case managers. 
•    The system has the ability to automatically send copies of all notices and correspondence, in designated case types, to parents and guardians.
•    The system has the ability to create unique party types (e.g., intervenor, interested party, terminated parent) designation for juvenile cases.
•    The system has the ability to, according to established business rules, allow for the entry of appearance of counsel for children, parents, or guardians.
•    The system has the ability to track a juvenile case transfer to an adult case.
•    The system has the ability, for all generated notices and mailings sent, to document the event, and the destination addresses or email addresses. 
•    The system has the ability to provide users the capacity to initiate and create multiple editable forms, notices, and orders selected from a drop-down selection. 
•    The system has the ability to create electronic notices of motions or answers filed to be sent to a list of parties on a case.
•    The system has the ability to enter conditions of user defined disposition types.
•    The system has the ability to link and unlink cases, maintaining a history of the linkages and reason for linkage.
•    The system has the ability to allow for linking of multiple related cases (i.e. Siblings in different placements))
•    The system has the ability to show the sgal attorneys, child advocate managers and volunteers assigned to each related or linked case.
•    The system has the ability to includes notes or scheduled events for one event among all linked cases.
•    The system has the ability to place an “alert” at the case or case participant level, with various types of alerts (e.g., interpreter needed, medically needy foster care, etc.). 
•    The system has the ability to support the tracking of configurable timeframes for filing and event requirements to include automated notifications/ticklers and reporting capabilities.
•    The system has the ability to provide a notification/alert on the number of days out of compliance based on an administrator-defined "non-compliance" parameters.
•    The system has the ability to alert a user if a case being accessed has existing active tasks. 
•    The system has the ability for a user to flag specific tasks as "urgent" and notify the users when they access the case. 
•    The system has the ability for a user to flag specific tasks as "urgent" and notify the user on a dashboard. 
•    The system has the ability to provide automatic notification of tasks that are due on a specific date or within a configurable date range (e.g., daily, weekly, etc.). 
•    The system has the ability to search for flags, alerts, or tasks by case type, task type, or alert type. 
•    The system has the ability for users to manually create/update/delete/satisfy tasks.
•    The system has the ability to provide for configurable tasks and alerts for tracking all motions and deadlines.
•    The system has the ability to add, maintain, and print public and private notes and comments made on case records.
•    The system has the ability to allow unlimited number of characters in the notes field.
•    The system allows admin to create standardized, customizable forms for use in the case and hearing notes.
•    The system has the ability to configure case status and provide the ability to change the case from active status to inactive status and from inactive status back to active status while maintaining a history of case status. 
•    The system has the ability to denote a case as confidential or sealed in compliance with state rules. 
•    The system has the ability to allow for changes of confidential, sealed for documents or cases during the life of the case. 
•    The system has the ability to provide, based on document type, automatically seal/mark confidential at the time of electronic filing. 
•    The system has the ability to seal, restrict, or mark as confidential a portion of a case
•    The system has the ability to mask personally identifiable information (PII). 
•    The system has the ability to denote and mask certain contact information (e.g., name, address, email, and phone) as confidential and accessible by role-based security. 
•    The system has the ability to provide the capability to perform expungements by authorized personnel.
•    The system has the ability to support automatic triggering of workflows and deadlines upon filing a notice of appeal. 
•    The system has the ability to support the record on appeal preparation, including transcripts, exhibits, docket sheets and final orders. 
•    The system has the ability to easily select which filings should be included in the appeals package.
•    The system has the ability to trigger a notification or task to request transcripts needed for the notice of appeal. 
•    The system has the ability to automatically create tasks and reminders on approaching deadlines. 
•    The system has the ability to support workflows upon receiving order or remands from appellate court.

- Contract Period/Term: 3 years
- Pre-Proposal Vendor Conference Date: January 6, 2026
- Questions/Inquires Deadline: January 12, 2026