Court Interpreter Scheduling Software

The Vendor is required to provide leadership support services (LSS) office and court interpreters program (CIP) unit require a three-year subscription (with two-year option to renew) for a court interpreter scheduling software that can automate and streamline court requests for and assignment of qualified court interpreter employees for in-person cross-assignments or video remote assignments.
- Requirement:
1. User and access requirements
•    Supports at least 2,000 active users, including interpreters, court staff, and administrators.
•    Provides role-based access control (e.g., interpreter, coordinator, supervisor, admin).
•    Enables single sign-on (SSO) and multi-factor authentication (MFA) for security compliance.
•    Offers a web-based interface accessible from desktop and mobile browsers.
•    Includes mobile-friendly design or dedicated mobile app (iOS/android optional).
2. Scheduling and assignment
•    Allows staff to create, modify, and cancel interpreter assignments by date, time, location, and language.
•    Supports batch scheduling and recurring assignments (e.g., standing weekly hearings).
•    Enables automated matching of interpreters based on language, credential, location, and availability.
•    Provides manual override for coordinators to assign interpreters directly.
•    Tracks assignment status (requested, assigned, accepted, declined, completed).
3. Communication and notifications
•    Sends automated notifications and reminders via SMS text, email, or in-app message.
•    Allows interpreters to accept or decline assignments via text reply (two-way SMS).
•    Logs all communication for audit and reporting purposes.
•    Provides real-time updates to court staff when interpreters confirm or cancel.
4. Interpreter management
•    Maintains a centralized interpreter directory, including credentials, languages, contact info, and availability.
•    Allows interpreters to update their own profiles and availability.
•    Allows text messaging regarding certification and compliance status, with alerts for upcoming expirations.
•    Supports upload and storage of required documents (e.g., certifications, contracts, insurance).
5. Reporting and analytics
•    Generates usage, fulfillment, and performance reports (e.g., fill rate, response times, and no-shows).
•    Allows custom report creation and export to excel, pdf, or csv.
•    Provides dashboard analytics with filters by date range, court, interpreter, and language.
6. Integration and data
•    Integrates with existing court case management systems (API-based).
•    Integrates with the council’s court interpreter data collection system (CIDCS) for data entry of interpreter assignments and access to interpreter profiles.
•    Provides secure data import and export and rest API access for external systems.
•    Complies with state data privacy and security requirements.
•    Supports data retention and archival policies in compliance with judicial branch standards.
7. Administrative features
•    Allows multi-court or multi-location setup within one system.
•    Supports custom business rules (e.g., assignment priority by credential, seniority, or proximity).
•    Includes audit trail for all user actions and system changes.
•    Provides configuration flexibility (languages, calendar parameters, notification templates).
8. Technical and support
•    Cloud-based, scalable SaaS architecture with 99.9% uptime.
•    Provides role-based dashboards and configurable workflows.
•    Includes training materials, user support including vendor-led training webinars as needed, and admin configuration tools.
•    Offers data encryption in transit and at rest.
•    Supports API documentation and sandbox testing environment.