Case Management System

The Vendor is required to provide to replace the outdated legal edge system with a modern case management solution that will enhance the efficiency, accuracy, and transparency of the office.
- Key functions include:
•    Representing people in criminal cases — misdemeanors to serious felony charges — from early stages through trial and appeals.
•    Providing lawyers in pre-trial hearings, bond/bail matters, probation/parole violation hearings, and post-conviction appeals.
•    Representing juveniles in delinquency cases and some special proceedings where personal liberty is at stake (like involuntary mental health commitments).
•    Including social workers and support staff as part of the defense team to help address broader issues affecting clients’ lives.
- The system must support intake through multiple channels, support the creation and use of standardized intake forms, and automated data entry from digital forms
- The system must support the assignment of cases to attorneys or units based on predefined criteria, such as case type, severity, and attorney workload.
- The system must support tracking of clients, conflicts, documents, time etc.
- Ability to manage workflow, including electronic approval, integrated throughout the application, and easily set up business rules in workflow facility.
- The system must support the upload of various document types, including PDFs, Word documents, images, and spreadsheets.
- The system must support the automated assignment of uploaded documents to the appropriate case files using metadata tags.
- During or after batch upload, users must be able to apply tags (e.g., case number, client name, document type), and the system should use these tags to automatically route each file to the correct case record, minimizing manual sorting and improving efficiency.
- The system must provide robust reporting capabilities. Support customizing canned reports, customizable reporting dashboard, customizable reporting templates, ability to reprint later, drill down report functionality, real time point in time and ability to select pre-defined, scheduled, automatically compiled and distributed reports.
- The system must provide real-time analytics on case load distribution across different attorneys.
- The system must automatically update the calendar with case information, including court dates, deadlines, and appointments. Updates should be reflected in real-time to ensure accuracy.
- The system should allow users to set their notification preferences, including the method (email, SMS, in-app) and timing of notifications. Users should be able to customize notifications for different types of events.
- The system must support granular access control, allowing administrators to define specific permissions for different roles (e.g., attorneys, investigators, paralegals, managers). Each role should have customizable access to specific modules, features, and data within the system.
- All data from the current Legal Edge system must be migrated to the new system. Data must be validated.
- Ability to support ADA/ compliance rules (e.g. accessibility, speech to text, screen reader etc.)
- Perform all related professional services (e.g., best practices guidance, business process reengineering, training, project management, and content and data migration assistance, implementation, integration, and report development) in a timely and professional manner.