Case Management System

The Vendor is required to provide to design and implement a case management system for the board that digitizes and streamlines the full lifecycle of tax appeal cases, from intake to final decision and archiving.
- The system must ensure compliance with state law, support timely case resolution, and improve public access and transparency.
- Stakeholders:
•    Taxpayers
•    Legal Representatives
•    Board Staff
- Case Intake & Registration:
•    Web-based case submission portal for appellants
•    Ability to upload petitions, supporting documentation (PDF, DOC, XLS, JPG, ZIP)
•    Auto-generation of unique Board case number
- Case Workflow Management
•    Pre-defined workflows:
•    Case Submission → Acknowledgment → Document Review → Scheduling → Hearing Decision → Archive
•    SLA tracking for deadlines per state law (e.g., 60-day notice, 90-day hearings)
•    Assignment based on workload, case type, county, or complexity
•    Internal task management and queue system for paralegals and clerks
- Scheduling
•    Integrated hearing calendar
•    Location-aware scheduling (in-person, remote via video conference)
•    Conflict management for judges and parties
•    Public hearing docket listing
•    Integration with Outlook and/or Microsoft 365 calendar
- Document Management
•    Case-centric document repository
•    Upload, review, annotate
•    Secure access controls (internal vs. public)
•    Version history and document timestamps
•    E-signature support for decisions and notices (Preferred DAS eSignature Program - OneSpan)
- Decision Management
•    Templates for decisions, orders, notices
•    Draft-review-approve-publish workflow
•    Final decision filing and service to parties
•    Support for modifying/correcting decisions (e.g., clerical errors) 
•    Public posting of redacted decisions in searchable portal
- Communication Tools
•    System-generated letters, notices, and email templates
•    Auto-notifications for parties (via email and portal)
•    Mail merge capability for bulk communications
- Search, Reports, and Dashboards
•    Case search by:
•    Case number
•    Appellant name
•    County/parcel number
•    Hearing date
•    Decision date
•    Staff dashboards for workload, pending cases, deadlines
•    Executive reports:
•    Average time to resolution
•    Case volume per county
•    Appeals per tax type
•    Export options: CSV, PDF, XLS
- Public Portal Features
•    Searchable decisions database
•    View scheduled hearings
•    File new appeal petitions
•    Download forms, procedural guides
•    Contact form for inquiries