Case Management System

The vendor required to provide to procure and implement a secure, modern, and configurable software-as-a-service (SaaS) juvenile case management system (JCMS) to replace the existing state juvenile offender system and related manual processes.
- High-level objectives
•    Replace legacy and manual systems with a modern SaaS JCMS.
•    Improve efficiency, accuracy, and accessibility of juvenile case data.
•    Support cross-division workflows, reporting, and outcomes tracking.
•    Enable scalable reporting and data analysis capabilities.
- Goals
•    Streamline case intake, supervision, detention, diversion, and clinical service documentation.
•    Centralize youth records across residential and outpatient services.
•    Enhance data-driven decision-making for operations, compliance, and planning.
•    Improve staff productivity and youth outcomes.
- Expertise needed
•    Juvenile justice case management systems
•    SaaS system configuration and implementation
•    CJIS, HIPAA, and applicable state and federal compliance
•    Role-based security and permissions design
•    Training development using a train-the-trainer model
•    Data reporting and export capabilities
- Expectations and outcomes
•    Fully configured and operational JCMS supporting all county divisions.
•    Successful transition to the new system with minimal operational disruption.
•    High user adoption supported by comprehensive training and documentation.
•    Improved reporting, visibility, and data accessibility compared to the current system.
- Delivery of products or services
•    Commercial off-the-shelf (cots) SaaS juvenile case management system.
•    Configuration of system modules, including:
o    Case intake and assessment
o    Court scheduling
o    Detention management
o    Diversion program management
o    Probation and supervision
o    Clinical services (residential and outpatient) with enhanced confidentiality and act-aligned workflows, consent tracking, role-based segregation, structured assessments, therapy notes, and treatment plans)
o    Program participation and tracking
o    Document management and e-signatures
o    Family and victim engagement
o    Compliance, state, and federal reporting
- Users and access
•    Approximately 135 users:
o    Support staff and it: 14 users
o    Probation and diversion: 43 users
o    Detention: 55 users
o    Clinical services: 19 users
o    Resource center (read-only access): 5 users
•    Role-based permission levels ranging from basic data entry to administrative and reporting access.
- Client capacity (operational context)
•    Probation: 350 new cases annually; ~260 active youth; ~190 pending daily
•    Diversion: 450 new clients annually; ~120 active youth; ~50 pending daily
•    Detention: 460 admissions annually; ADP ~20; staffed for average daily population (ADP) of 24
•    Clinical services: services for all detained youth (~400 annually) and outpatient youth
•    Resource center: read-only access to JCMS youth records
- Meetings
•    Project kickoff
•    Regular project status
•    UAT review and sign-off
- Reports, documents, and data
•    Project implementation plan
•    Data input and validation documentation
•    UAT results
•    Training materials and guides
•    Go-live checklist and support plan
•    Standard and agency-specific reports; built-in report builder for country; export capability with role-based controls
•    Configurable dashboards with real-time operational metrics and calculated fields.