Case Management Software System

The vendor required to provide case management software program replacement that will track cases from inquiry and intake, through investigation, conciliation, adjudication, and other sub-processes while offering robust and flexible real time reporting of case status.
- Solution will provide capabilities for tracking cases, hearings, and staff resources; data entry screens that fully support the needs of each case type, meet scheduling, rescheduling, time limit monitoring, reporting, and correspondence needs of each unit.
- The new solution should provide electronic document management and electronic case files.
- General case management
•    Solution must have the ability to handle all aspects of a discrimination case, from the intake through investigation and evidence collection, to litigation case file management for trial presentation before an administrative court.
•    Solution must have the ability to attach any file type to a case. 
•    These file types include, but are not limited to, the following:
o    Images
o    Wav files and other audio and video files
o    Pdfs
o    Documents
o    Emails from MS outlook 365
•    Solution will need to be able to handle multiple events per case. 
•    The events need to be displayed in a month view, day view, week view, as well as a list view format.
•    Solution will need to be able to track multiple types of communication and correspondence that occur during the case investigation.
•    Solution must have the ability to track multiple contacts associated with a case. 
•    Examples include, but are not limited to complainants, respondents, witnesses, complainant rep, respondent rep.
•    Solution needs to have the ability for the user to pick and choose which contact(s) to generate a document for.
•    Solution needs to have the ability to reuse all contacts for other cases. 
•    The solution must provide a method to help eliminate contact duplication.
•    The solution must have the ability to track the physical location of a file separate from its location in the electronic process.
- Document generation
•    Solution must have a robust document generation function as well as a document management module.
•    The document generation function must fully integrate with the document management module.
•    The document generation process must have the ability to use standard MS word mail merge formatting. 
•    Documents and form templates will be created in MS word.
•    Solution must have the ability to manage the documents generated. 
•    These documents will need to be saved and associated with a case file.

- Contract Period/Term: 3 years