Legal Matter Management System

The Vendor is required to provide legal matter management system (LMMS) that modernizes current capabilities and delivers comprehensive, integrated functionality across matter management, contacts, reimbursable services agreement (RSA) oversight, contract tracking, collection activities, timekeeping, pre billing, billing, and both professional and financial management operations.
- The LMMS supports precise, auditable, and automated workflows for accurate time entry, reliable cost ingestion, and consistent monthly pre billing and billing cycles—enabling cost recovery, RSA stewardship, and clear financial reporting.
- To reduce friction in daily work, the LMMS operates seamlessly with familiar Microsoft office 365 applications (outlook, word, excel, OneNote, PowerPoint).
- Users can launch legal templates, draft documents, analyze data, and prepare presentations within the LMMS, minimizing context switching and maintaining consistency across platforms.
- The LMMS integrates with the state’s integrated resource information system (iris) for accounting, financial, procurement, payroll, and HR functions, and with other critical systems, including the state court system’s true filing platform (attachment 5) and third party platforms such as jot form and adobe.
- Goals:
1. Modernize legal technology infrastructure
•    Transition from a legacy, on premises system to a secure, cloud based LMMS that is sustainable, integrates with statewide systems, and can evolve with future legal, financial, operational, and technological needs.
2. Boost operational efficiency and user experience
•    Use intelligent automation to streamline workflows, reduce manual entry, and improve data quality through validations and role aware workflows. 
•    Provide intuitive, practice based interfaces with seamless navigation across matters, contacts, documents, and timekeeping—supported by smart linking, personalized dashboards, predictive suggestions, and responsive design.
3. Strengthen data security and ethical compliance
•    Apply granular access controls by role, section, and practice area with automated and user defined categorization to uphold ethical walls, protect sensitive information, and support compliance.
4. Advance financial accuracy and workload transparency
•    Support accurate time and cost ingestion, comprehensive reimbursable services agreements (RSA) and budget tracking, and reliable pre billing and billing cycles. 
•    Enable authorized adjustments, cost imports, and direct integration with source systems.
•    Automate validations, reminders, and reconciliations, with real time visibility into billable/non billable work aligned to RSAs, appropriations, and contractual commitments. 
•    Provide drill down reporting and analytics for audit readiness, fiscal accountability, and data driven decisions.
5. Enhance litigation support and case management
•    Equip teams to manage complex litigation workflows (pleadings, discovery, motions, and trial prep), track deadlines, appearances, and filings, and integrate calendaring, document management, and timekeeping for accurate billing, workload balance, and procedural compliance. 
•    Ensure litigation data is easily searchable and reportable for planning and performance evaluation.
6. Support advice focused professionals
•    Provide a dedicated experience for advice matters, enabling efficient logging, categorization, and retrieval of prior legal advice. 
•    Use robust search and tagging to quickly surface relevant guidance, strengthening consistency, institutional memory, succession planning, and knowledge transfer.
7. Enhance reporting, forecasting, and decision making
•    Deliver dynamic, role based reporting with actionable insights on operations, workload distribution, section level and practice specific metrics, individual performance, and compliance trends. 
•    Include tools for financial projections and forecasting, plus customizable dashboards, scheduled reports, and real time analytics.
8. Improve financial and HR transparency via iris 
•    Integration integrate with the state’s integrated resource information system (IRIS) for professional and real time financial data exchange, automated reconciliations, and matter level cost tracking.
9. Increase reliability and automation in pre billing and billing
•    Streamline pre billing and billing with automated validations, reconciliations, and approvals to reduce manual steps and deliver prompt, accurate, transparent cycles.
10. Strengthen RSA and outside contract tracking
•    Improve tracking and management of RSAs and outside contracts to ensure billable work aligns with funding sources, contractual obligations, and reporting requirements.
11. Expand access and usability
•    Provide a modern, intuitive UI with accessibility features and mobile and offline functionality to support inclusive, responsive service delivery.