Att J-Rqmt Traceability Matrix.xlsx

XLSX spreadsheet 147 KB Posted Jan 31, 2025

Attached to: Financial Case Management System (COTS) (SaaS)
Solicitation number: S-40400-00012672
Issued by: Marion County, Oregon

About this file

Written by GovTribe AI · Feb 1, 2025

This is a Requirements Traceability Matrix document for Marion County's Electronic Health Records (EHR) System Planning Project. The matrix details 811 total functional and technical requirements across six major categories: Financial (38 requirements), Case Management (292 requirements), Time Management (176 requirements), Reports (68 requirements), General (104 requirements), and Technical Non-Functional (133 requirements). The requirements are prioritized as Critical (617 requirements), Important (129 requirements), or Desired (65 requirements), with vendors required to respond using a 0-5 scale indicating their solution's ability to meet each requirement out of the box or with modifications.

The matrix is structured to capture vendor responses in two ways: "Proposer Response 1" using a numeric scale (5 - Off the Shelf with no modifications to 0 - Not Available) and "Proposer Response 2" requiring a detailed description of how each requirement will be met. The document emphasizes that vendors stating functions will be supplied are contractually obligated to warrant their claims and will be liable for additional costs if functionality is not available in the current release. No pricing information, set-asides, incumbent details, or funding requirements are included in this technical requirements document.

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File	Type	Posted
RFP S-40400-00012672 FCMS Add 1.pdf	PDF	Jan 31, 2025
RFP S-40400-00012672 Q-A FCMS RFP.pdf	PDF	Jan 31, 2025
Att B-Disclosure Exemption Affidavit.pdf	PDF	Jan 31, 2025
Advertisement - RFP Watershed Navigator Development and Implementation Services.pdf	PDF	Jan 31, 2025
Att C- Proposer Info-Cert.pdf	PDF	Jan 31, 2025
Att H-Draft Model Contract.pdf	PDF	Jan 31, 2025
Att I-Chg Order Request.pdf	PDF	Jan 31, 2025
Att A-Cost Proposal.xlsx	XLSX spreadsheet	Jan 31, 2025
Att G-StwdScrtyStds.xlsx	XLSX spreadsheet	Jan 31, 2025
RFP S-40400-00012672 Add 2 FCMS RFP.pdf	PDF	Jan 31, 2025
RFP S-40400-00012672 FCMS.pdf	PDF	Jan 31, 2025
Att D-DB Outreach Plan.pdf	PDF	Jan 31, 2025
Att E-Responsibility Inquiry.pdf	PDF	Jan 31, 2025

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Instructions

Attachment J - Requirements Traceability Matrix

Proposer Instructions -Please Read Carefully
PROPOSER COMPANY NAME:	[Enter Proposer Name Here]
Table of Contents
Tab No.	Requirements Functional Area	Number of Requirements	Critical	Important	Desired
1	Financial	38	19	8	11
2	Case Management	292	196	61	35
3	Time Management	176	170	5	1
4	Reports	68	37	18	13
5	General	104	81	18	5
6	Tech Non-Functional	133	114	19	0
	Total Requirements	811	617	129	65

Instructions: Proposals shall include a response indicator on sheets 1 – 8 of this Attachment J in the columns titled “Proposer Response 1” based on the descriptions of the indicators below and a description of the method the proposed solution uses to meet each requirement in the “Proposer Response 2” field on tabs 1 – 8 of this Attachment J.

Proposer shall provide clear and complete comments on how each requirement is met. This includes items that are currently not supported. If a requirement is not supported, Proposer shall indicate its Plan of Action and Milestones for full compliance by the “Go Live” date. Proposer may point to specific sections of its Project Management Plan to provide this information.

5-	Off the Shelf. No modifications required.
4-	Available with Customer Configuration.
3-	Available with 3rd Party Software.
2-	Available with Vendor Modification.
1-	Not Available. Vendor new development required.
0-	Not Available.

Proposers stating that functions will be supplied will be contractually obligated to warrant their claim. In the even that such functionality is not available in the current release, the Proposer will be liable for any additional services and/or costs associated with developing or procuring such functionality.
Prioritization of Requirements
5 - Critical	A Critical requirement without which the product is not acceptable to the stakeholders.
3 - Important	A necessary but deferrable requirement which makes the product less usable but still functional.
1 - Desired	A nice feature to have if there are resources but the product functions well without it.

&"Arial,Bold"&12Marion County EHR System Planning Project &"Arial,Regular"Functional and Technical Requirements Worksheet

&"Arial,Regular"&10Attachment 4 - Table of Contents &"Arial,Regular"&10Page &P of &N &"Arial,Regular"&10April 15, 2019

Critical	Financial	Case Management	Time Management	Reports	General	Tech Non-Functional	19	196	170	37	81	114	Important	Financial	Case Management	Time Management	Reports	General	Tech Non-Functional	8	61	5	18	18	19	Desired	Financial	Case Management	Time Management	Reports	General	Tech Non-Functional	11	35	1	13	5	0
Critical	Important	Desired	617	129	65

1. Financial Management

		Attachment J - Requirements Traceability Matrix
		Financial Management - Billing
		Req #	Program Category/Activity/ Functional Group	Description of Requirement	Criticality	Proposer Response 1	Proposer Response 2
		FI-001	Accounts Payable	System shall allow for user configurable rates for external legal services suppliers	Critical	5 - Off the Shelf - No Modifications Required
		FI-002	Accounts Payable	System shall complete calculations at the time of data entry from vendors, based on user configurable standards (e.g., mileage will be auto calculated on the rate of reimbursement for the year entered)	Critical	4 - Available with Customer Configuration
		FI-003	Accounts Payable	System shall reject incomplete external legal services supplier submissions based on data entered	Critical	2 - Available with Vendor Modification
		FI-004	Accounts Payable	System shall have the ability to mandate data entry on user configurable field list	Critical	3 - Available with 3rd Party Software
		FI-005	Accounts Payable	System shall have the ability to provide user configurable selection menus	Critical	1 - Not Available - Vendor New Development Required
		FI-006	Accounts Payable	System shall have the ability to process claims that span multiple payment cycles and rates (EX: a rate in 2023 may not match a rate in 2024; system will auto calculate based on the dates entered)	Critical	0- Not Available
		FI-007	Accounts Payable	System shall verify the validity of Vendor number entered	Critical
		FI-008	Accounts Payable	System shall store Pre-Authorized Expense (PAE) approval numbers	Critical
		FI-009	Accounts Payable	System shall reference Pre-Authorized Expense (PAE) approval status for a given provider/service when a bill is submitted	Critical
		FI-010	Accounts Receivable	System shall accept partial, full, or installment payments	Desired	3 - Available with 3rd Party Software
		FI-011	Accounts Receivable	System shall provide the ability to put the collection actions on hold for clients who owe OPDC money (settlements)	Desired
		FI-012	Accounts Receivable	System shall automatically create an Accounts Receivable within a case for any financial obligation	Desired
		FI-013	Accounts Receivable	System shall provide for Security Forfeiture of posted Security Release Deposit (failure to appear)	Desired
		FI-014	Accounts Receivable	System shall delay judgement for 30 days before flagging failure to appear	Desired
		FI-015	Accounts Receivable	System shall provide an OPDC configured guided user interface for the collection process	Desired
		FI-016	Accounts Receivable	System shall provide for a set of user-defined collections rules at a local level
		FI-017	Accounts Receivable	System shall record the collection methods utilized by OPDC staff	Desired
		FI-018	Accounts Receivable	System shall alert user of outstanding Accounts Receivable when receipting a payment with opportunity to apply to outstanding account	Desired
		FI-019	Accounts Receivable	System shall provide the option to withhold funds from the obligee if they are delinquent	Desired
		FI-020	Accounts Receivable	System shall have the ability to configure and prepare a collections notice	Important
		FI-021	Accounts Receivable	System shall tie Accounts Receivable adjustments to a reason type	Important	4 - Available with Customer Configuration
		FI-022	Accounts Receivable	System shall create an Accounts Receivable at the time the obligation is incurred, regardless of payment status	Important
		FI-023	Accounts Receivable	System shall track accounts receivable data for case and non-case related items	Important
		FI-024	Accounts Receivable	System shall maintain the history and status of collection efforts	Important
		FI-025	Audit Functions	System shall provide a comprehensive audit trail for all financial transactions	Critical
		FI-026	Audit Functions	System shall capture transaction dates, amounts, and parties involved for all financial transactions	Critical
		FI-027	Audit Functions	System shall have controls to create approval queues to process claims, vouchers, and preauthorization requests	Critical
		FI-028	Audit Functions	System shall incorporate Audit function mechanisms to verify compliance with regulatory requirements and internal policies	Desired
		FI-029	Payment Schedule	System shall accommodate customized payment frequency;
dates, and intervals can be defined to accommodate various payment arrangements (such as monthly, bi-weekly, or quarterly cycles)	Critical
		FI-030	Payment Schedule	System Payment Schedule functionality shall ensure that payments are made in accordance with contractual agreements or service-level agreements	Desired
		FI-031	Payment Schedule	System shall customize configuration for contracts	Important
		FI-032	Payment Schedule	System shall provide a mechanism to flag contracts for periodic management review	Important
		FI-033	Payment Tracking	System shall provide up-to-date information on the status of payments made to attorneys or providers	Critical
		FI-034	Payment Tracking	System shall provide the abilty to generate financial account statements by vendor selected	Critical
		FI-035	Payment Tracking	System shall support receipting, balancing and bank deposits at the cash drawer/register, department, division, and county levels	Important
		FI-036	Reimbursement Claims	System shall use predefined rates and rules to accurately calculate the reimbursements owed to attorneys or providers	Critical
		FI-037	Reimbursement Claims	System shall provide approval queues using role-based access control	Critical
		FI-038	Reimbursement Claims	System shall provide automated approval and disbursement processes	Critical
		FI-039	Reimbursement Claims	System shall allow providers and attorneys to submit reimbursement claims electronically	Critical

&"Arial,Regular"Functional and Technical Requirements Worksheet

&"Arial,Regular"&10Attachment 4 - Billing &"Arial,Regular"&10Page &P of &N &"Arial,Regular"&10April 15, 2019

2. Case Management

	Attachment J - Requirements Traceability Matrix
	Case Management
	Req #	Program Category/Activity/ Functional Group	Description of Requirement	Criticality	Proposer Response 1	Proposer Response 2
	CM-001	Appellate	System shall provide for a post-conviction summary including elements necessary to begin appeals process	Critical	5 - Off the Shelf - No Modifications Required
	CM-002	Appellate	System shall display links to/ details regarding other aligned parties	Critical
	CM-003	Appellate	System shall display links to/ details regarding parties with whom there is a potential/ likely conflict	Critical
	CM-004	Appellate	System shall display the name of Trial Counsel	Critical
	CM-005	Appellate	System shall allow for selection listing type of consult (the Attorney may be performing)	Critical
	CM-006	Appellate	System shall allow for a narrative field for the Attorney to enter a description of the consult	Critical
	CM-007	Appellate	System shall provide a selection listing potential actions the Attorney may take/ have taken	Critical
	CM-008	Appellate	System shall allow for a narrative field for the Attorney to enter a description of the actions taken	Critical
	CM-009	Appellate	System shall allow for a field to enter the amount of time spent on case/ appeal	Critical
	CM-010	Appellate	System shall provide the ability to link to/ electronically obtain associated documents required for consultation	Critical
	CM-011	Appellate	System shall display the outcome at Trial	Critical
	CM-012	Appellate	System shall display details as to whether the trial outcome removed/ prevented the need for direct appeal	Critical
	CM-013	Attorney Management	System shall track and monitor contract terms, monitor deliverables, and deadlines	Critical
	CM-014	Attorney-Client Relationship	System shall provide the ability to chronologically present client communication data	Critical
	CM-015	Case Files	System shall associate case related documents to a case record	Critical
	CM-016	Case Files	All documents (doc, doxc or rtf) either uploaded or generated by the system, will have the capability to be opened in Word and saved back to the system as an updated record	Critical
	CM-017	Case Files	System shall have the ability to associate a document type to the document stored - correspondence, briefs, transcripts, etc.	Critical
	CM-018	Case Files	System shall have the ability to attach any type of document (Word files, Excel files, gifs, tifs, jpegs, mp3, email) to the case file	Critical
	CM-019	Case Files	System shall link store/load audio/video recordings with related cases/matters	Critical
	CM-020	Case Files	System shall provide the ability to capture and/or import electronic case-related data in bulk including but not limited to video, audio files, images, Cellebrite files, FARO (crime scene mapping), PDF, word, etc. spreadsheets	Critical
	CM-021	Case Files	System shall have the ability to search within documents for specific words or names as part of system search or case information search	Critical
	CM-022	Case Files	System shall allow user to view the documents stored in the database	Critical
	CM-023	Case Files	System shall have the ability to print document(s) stored in file, including the ability to select multiple documents for printing	Desired	5 - Off the Shelf - No Modifications Required
	CM-024	Case Files	System shall have the ability to capture which participant owns an exhibit	Important
	CM-025	Case Files	System shall provide the ability to send document(s) to other parties, including the ability to select multiple documents to send in an email	Important
	CM-026	Case Files	System shall have the ability to print (pdf) a document that could mirror a trial notebook that could be sent or store on the desktop of a laptop that could be used in court	Important
	CM-027	Client Services	System shall allow for tracking begin and end dates for client Case Management Services	Desired
	CM-028	Client Services	System shall allow for entry of a “Case Management” designation on select clients	Important
	CM-029	Client Services	System shall allow for a unique narrative field on clients designated as “Case Managed”	Important
	CM-030	Client Services	System shall allow a (non-criminal) case view of these clients to authorized users	Important
	CM-031	Client Services	System shall allow for a user configurable selectable list of service offerings for each Case Managed client	Important
	CM-032	Client Services	System shall allow for a user configurable list of barriers to case management associated with each Case Managed client	Important
	CM-033	Client Services	System shall allow for a user configurable list of personal challenges associated with each Case Managed client	Important
	CM-034	Client Services	System shall provide a mechanism to record interview dates and times in relation to each client	Important
	CM-035	Client Services	System shall allow for entry of a Case Manager designation (or load code) on each client case (client will be assigned a personal case manager)	Important
	CM-036	Client Services	System shall allow for the entry of referred service contacts including name, phone, and email address of each resource	Important
	CM-037	Client Services	System shall allow for a directory of resources/ referrals that will prepopulate address and contact information when Case Managers select them (address book)	Important	5 - Off the Shelf - No Modifications Required
	CM-038	Client Services	System shall allow for user configurable case management mandates	Critical
	CM-039	Client Services	System shall allow for user configurable fields in which the Case Manger can document steps taken to assist client in accessing services	Critical
	CM-040	Client Services	System shall provide the ability to record case event details	Critical
	CM-041	Client Services	System shall provide a narrative field to describe actions taken on a case	Important
	CM-042	Client Services	System shall allow for the dispersal of incidental funds to clients designated as "Case Managed"	Important
	CM-043	Client Services	System shall allow for a confidential narrative to record Case Managed clients' medical information	Important
	CM-044	Client Services	System shall allow for the selection of medical resources for Case Managed clients from a user configurable list	Important
	CM-045	Client Services	System shall provide a mechanism to attach relevant electronic documents to each Case Managed clients file (EX: letter from family, service providers, or complaint forms)	Important
	CM-046	Client Services	System shall allow a designation/ entry of Veteran status on Case Managed clients	Important
	CM-047	Client Services	System shall prompt a referral to Veterans services on clients designated as Veterans	Important
	CM-048	Client Services	System shall provide a mechanism to track time spent meeting with a client (counselor)	Important
	CM-049	Client Services	System shall provide a mechanism to track time spent on each client case, in addition to meeting time	Important
	CM-050	Client Services	System shall allow time to be entered in the same designated increments as Attorneys use for time tracking (15 minutes)	Important
	CM-051	Client Services	System shall allow for user configurable metrics for the purpose of tracking client outcomes	Important
	CM-052	Comprehensive Data Collection	System shall relate case events to each other to establish a "chain of events" or "case relationships"	Critical
	CM-053	Comprehensive Data Collection	System shall relate case events across multiple cases for the same client to establish a "chain of events" or "case relationships"	Critical
	CM-054	Comprehensive Data Collection	System shall provide the ability to create case data based on electronic documents distributed or received by other systems (e-filing or ECM) functions or generated by internal form creation	Critical
	CM-055	Comprehensive Data Collection	System shall provide the ability to maintain update case information during nightly uploads. As official court record in accordance with state and local statutes, rules, or procedures.	Critical
	CM-056	Comprehensive Data Collection	System shall provide the ability to maintain cross reference and relationships on multiple individuals associated with those cases in a case, incident, or offense such as personal information, status including dismissals	Critical
	CM-057	Comprehensive Data Collection	System shall provide the ability to maintain multiple current and historical addresses, with beginning and ending dates for parties (e.g., judges, defense attorneys, prosecutors, victims, juveniles, witnesses, and participants). Attorneys, Providers, Client Information	Critical
	CM-058	Comprehensive Data Collection	System shall provide the ability to enter or change attorneys or parties, associated with a case	Critical
	CM-059	Comprehensive Data Collection	System shall perform statewide defined edit and data validation checks such as content of each individual data field (e.g., proper format for a date) and relationship of data field to other data	Critical
	CM-060	Comprehensive Data Collection	System shall provide the ability to maintain user defined tables for data entry purposes	Critical
	CM-061	Comprehensive Data Collection	System shall provide for a detailed level of security at data entry and document level	Critical
	CM-062	Comprehensive Data Collection	System shall allow for local treatment court programs and monitoring	Critical
	CM-063	Comprehensive Data Collection	System shall provide search and query services for case and party status information	Critical
	CM-064	Comprehensive Data Collection	System shall also allow for transfer and change between counties and move to appellate and/or civil (Post Conviction Relief)	Critical
	CM-065	Comprehensive Data Collection	System shall allow the ability to add probation officers, treatment providers, evaluators to a case as a related party	Critical
	CM-066	Comprehensive Data Collection	System shall allow user to add, modify or delete party information such as address and personal identifiers at the county level	Critical
	CM-067	Comprehensive Data Collection	System shall support municipal and county appeals of criminal/violation cases as a civil case type	Critical
	CM-068	Comprehensive Data Collection	System shall have the ability to require a pending activity in open cases with an option to put an activity on a closed case	Critical
	CM-069	Comprehensive Data Collection	The system shall have the ability to design and provide real-time reporting to obtain reports based on local office needs or processes	Critical
	CM-070	Comprehensive Data Collection	The system shall provide user-selectable fields for reporting	Critical
	CM-071	Comprehensive Data Collection	System shall capture and track programs and conditions for diversion, deferred programs, at local court level as well as statewide programs	Critical
	CM-072	Comprehensive Data Collection	System shall provide the ability to flag cases for special case management or court study projects and shall provide the ability for those designations to appear in the case register	Desired
	CM-073	Comprehensive Data Collection	System shall provide view/filter of register of action entries (e.g., documents, events, financial entries)	Desired
	CM-074	Comprehensive Data Collection	System shall maintain an event status to track progress on the event (e.g., received, set, continued, heard, and withdrawn)	Desired
	CM-075	Comprehensive Data Collection	System shall display events for all cases in a consolidation when viewing any one case involved in the consolidation, with the ability to restrict the display to one case, or a combination of the cases	Desired
	CM-076	Comprehensive Data Collection	System shall provide the ability to enter or change attorneys or parties, with dates and history showing when active or inactive	Desired
	CM-077	Comprehensive Data Collection	System shall provide the ability to import address, emails and other information on attorneys from Oregon State Bar	Desired
	CM-078	Comprehensive Data Collection	System shall provide the ability to track and produce reports on relationship of specific cases and the adult/juvenile to delinquency support units, criminal justice agencies, and non-justice agencies such as social services.	Desired
	CM-079	Comprehensive Data Collection	System shall maintain and produce history of attorney changes for specific case with reasons for change	Desired
	CM-080	Comprehensive Data Collection	System shall provide instructions and automatic edits for using input templates	Desired
	CM-081	Comprehensive Data Collection	System shall track and display or produce reports on relationship of specific cases and parties to one or more domestic relations service providers, child support agencies, child welfare agencies, other governmental agencies, and other participants	Desired
	CM-082	Comprehensive Data Collection	System shall provide a way to reject a document that is non-compliant	Desired
	CM-083	Comprehensive Data Collection	System shall provide the ability to correct errors in bulk associated with case data but shall not change legally filed documents in this process	Desired
	CM-084	Comprehensive Data Collection	System shall manage the request, verification, and assignment of court appointed attorney	Desired
	CM-085	Comprehensive Data Collection	System shall provide custody and release information for bail hearings	Desired
	CM-086	Comprehensive Data Collection	System shall provide dashboard interface for error reports, management reports and statistical reports	Desired
	CM-087	Comprehensive Data Collection	System shall support automatic indexing of documents and full-text indexing	Desired
	CM-088	Comprehensive Data Collection	System shall identify cases that are in open/pending status with no future scheduled hearing or case management flags	Desired
	CM-089	Comprehensive Data Collection	System shall have the ability to flag and track motion to continue for calendaring purposes and provide prompt that alerts user that a motion is pending (i.e., flag a case that has a motion is pending, linked to the scheduled hearing/trial event)	Important
	CM-090	Comprehensive Data Collection	System shall capture and track probation status for convicted or adjudicated offenders	Important
	CM-091	Comprehensive Data Collection	System shall be fully relational and require only single entry of data elements, for example, name records shall be entered only one an linked to other tables by reference only. There shall be no duplicate entry of data elements	Important
	CM-092	Comprehensive Data Collection	System shall be a multi-user application and provide data locking or buffering routines to prevent loss of information by simultaneous updates	Important
	CM-093	Comprehensive Data Collection	System shall be Web-based user interface compatible with MS Edge	Important
	CM-094	Comprehensive Data Collection	System shall have logical separation of data between contracted entities (law firms, consortiums, public defense offices, and contracted attorneys) in conjunction with Roles Based Access Controls restricting access to information from OPDC contract files.	Important
	CM-095	Comprehensive Data Collection	System shall provide the ability to configure data entries to trigger automatic actions in other portions of the system	Important
	CM-096	Comprehensive Data Collection	System shall provide the ability to link to keywords from data entry to a document	Important
	CM-097	Comprehensive Data Collection	System shall record additional information on the receipt of a document filed on a case for size of document (e.g., number of pages and volumes for briefs)
Important
	CM-098	Comprehensive Data Collection	System shall record additional information on the receipt of a document filed on a case for physical location	Important
	CM-099	Comprehensive Data Collection	System shall record additional information on the receipt of a document filed on a case for service date	Important
	CM-100	Comprehensive Data Collection	System shall record additional information on the receipt of a document filed on a case for document sequency number	Important
	CM-101	Comprehensive Data Collection	System shall produce information on all, part, or summaries of register of actions for specific document or group of documents and for life of case or specific date range in chronological or reverse chronological order	Important
	CM-102	Comprehensive Data Collection	System shall provide the ability to create, maintain and deploy file of input templates at a court level to be made available to users to create input documents and relate each template to court event(s) and add keywords to document from CMS	Important
	CM-103	Comprehensive Data Collection	System shall allow for individual routing of documents to assigned and/or selected attorneys for signature or review	Important
	CM-104	Comprehensive Data Collection	System shall provide for a way of capturing and storing Attorney Notes for hearings/trial and case management	Important
	CM-105	Comprehensive Data Collection	System shall provide the ability to monitor activity on cases based on documents filed	Important
	CM-106	Comprehensive Data Collection	System shall allow filtered displays to be set and saved on an individual user basis (i.e., Documents, Views)	Important
	CM-107	General	System shall provide the ability to search by case name
Critical
	CM-108	General	System shall provide the ability to search by attorney assignment	Critical
	CM-109	General	System shall provide the ability to search by case number	Critical
	CM-110	General	System shall provide the ability to search by event	Critical
	CM-111	General	System shall provide the ability to search by the cross-reference number	Critical
	CM-112	General	System shall provide the ability to search by a variety of person identifiers, or a combination thereof, to locate a person in the CMS	Critical
	CM-113	General	System shall provide the ability to relate cases, and to designate a lead case in a set of related cases	Critical
	CM-114	General	System shall provide the ability to Cross-reference a case number by select user defined agency case numbers	Critical
	CM-115	General	System shall provide the ability to consolidate cases	Critical
	CM-116	General	System shall provide the ability to sort by Attorney
Critical
	CM-117	General	System shall provide the ability to sort by Location	Critical
	CM-118	General	System shall provide the ability to sort by Case type	Critical
	CM-119	General	System shall provide the ability to sort by Case status	Critical
	CM-120	General	System shall provide the ability to sort by Final dispositions	Critical
	CM-121	General	System shall provide the ability to sort by Client	Critical
	CM-122	General	System shall provide the ability to customize unique dashboard displays for crucial case information depending on user role (Access all case, case documentation, custody status, pending service, personal, judgment and sentencing information for a person from one screen)	Critical
	CM-123	General	System shall maintain extensive confidential notes, based on user permissions	Critical
	CM-124	General	System shall have the ability to allow the user to set automated rules around due dates, events, reminders etc.	Critical
	CM-125	General	System shall provide the ability to electronically transfer data from one case to another in creating the matter. Example: One client who has 20 cases - copy basics from one to the next	Critical
	CM-126	General	System shall have the ability to archive case file(s) internally (Case file would include all case data and documents)	Critical
	CM-127	General	System shall have the ability to extract and export case file(s) and case data and documents	Critical
	CM-128	General	System shall have the ability to run conflict check for given attorney	Critical
	CM-129	General	System shall provide the ability to run conflict check for given party	Critical
	CM-130	General	System shall provide the ability to limit user to view based on role-based permissions: client or parties, i.e., children, parents, victim, witness, DA (related contacts)	Critical
	CM-131	General	System shall provide the ability to assign or transfer a case to an attorney	Critical
	CM-132	General	System shall provide the ability to transfer a case and necessary file elements to a new attorney	Critical
	CM-133	General	System shall provide the ability to within the entity assign and reassign cases to attorney	Critical
	CM-134	General	System shall provide the ability to transfer a case file (data and documents) to Post Conviction Relief attorneys and for reversion	Critical
	CM-135	General	System shall provide the ability to create a new person upon case initiation or when a party is added to a case when the party does not exist in the system (specific to AD on referrals)	Critical
	CM-136	General	System shall provide the ability to create tasks and assign tasks to any user	Critical
	CM-137	General	System shall have the ability to link cases together	Critical
	CM-138	General	System shall have the ability to automatically generate notices/ letters that correlate to system scheduling updates (including dates, locations, required tasks (and emails/texts))	Critical
	CM-139	General	System shall provide for manually sending electronic notices to parties of calendaring events, program notifications	Critical
	CM-140	General	System shall provide the ability for designated users to modify data	Critical
	CM-141	General	System shall have the ability to capture multiple unique comments within a single event and associate them to the respective author(s)	Critical
	CM-142	General	System shall have the ability to schedule multiple events per case, per day in a minimum of 15-minute intervals	Critical
	CM-143	General	System shall provide the ability to add statute numbers and create placeholders for unknown statutes	Critical
	CM-144	General	System shall provide narrative/ comment fields throughout the case management module	Critical
	CM-145	General	System shall provide the ability to clearly identify and track each role/relationship of all parties on a case	Critical
	CM-146	General	System shall provide the ability to assign and display one or more Case identifiers ID numbers to a case (i.e., Family ID. For example, Family ID used for Juvenile (multiple children))	Critical
	CM-147	General	System shall assign a unique case number/ identifier that allows the case to be identified across the entire system	Critical
	CM-148	General	System shall provide the ability to search for a case by case type (e.g., Trial Court, Court of Appeals, Supreme Court)
Critical
	CM-149	General	System shall provide the ability to view, add, or remove case status on all case types (i.e., confidential, closed and warrant)	Critical
	CM-150	General	System shall provide the ability to enter individual or recurring events; both case related, and non-case related	Critical
	CM-151	General	System shall provide the ability to indicate and mandate entry of required field in case module	Critical
	CM-152	General	System shall link or refer to case documents to a case (e.g., briefs)	Critical
	CM-153	General	System shall provide the ability for Attorneys and other users (i.e., legal assistants, paralegals) to run conflict checks	Critical
	CM-154	General	System shall display the number and types of cases assigned per attorney or provider	Critical
	CM-155	General	System shall provide the ability to automate case flow so that information is moved electronically rather than moving paper files	Critical
	CM-156	General	System shall establish an unlimited number of user defined party types, including non-litigant parties	Critical
	CM-157	General	System shall have the ability to associate parties and define the relationship(s) between associated parties	Critical
	CM-158	General	System shall provide the ability to classify an address as confidential and prohibit access to that address by anyone without the required security profile	Critical
	CM-159	General	System shall maintain multiple phone numbers and emails for a person, some of them not associated with an address	Critical
	CM-160	General	System shall provide the ability to designate case type	Critical
	CM-161	General	System shall provide a mechanism to track case history	Critical
	CM-162	General	System shall have the ability to generate a preauthorization and fee statement with an effective date	Critical
	CM-163	General	System shall have the ability to capture clients first, last, middle name, and any special characters (hyphens) associated with proper spelling of the client's name	Critical
	CM-164	General	System shall have the ability to capture client's prefered pronouns	Important
	CM-165	General	System shall have the ability to capture client's alias(es)	Critical
	CM-166	General	System shall provide the ability to capture client's address and phone number(s)	Critical
	CM-167	General	System shall have the ability to capture the name and location of client's workplace	Critical
	CM-168	General	System shall have the ability to capture client's email address	Important
	CM-169	General	System shall have the ability to capture client's state identification number	Critical
	CM-170	General	System shall have the ability to capture client's custody status and location	Critical
	CM-171	General	System shall provide the ability to capture the name, address, and phone number of client's Emergency contact(s)	Critical
	CM-172	General	System shall provide the ability capture client's personal identifiable information	Critical
	CM-173	General	System shall have the ability to capture name(s) and contact information parties related to client	Critical
	CM-174	General	System shall have the ability to capture client's primary language	Critical
	CM-175	General	System shall have the ability to capture client's request/ need for an interpreter	Critical
	CM-176	General	System shall have the ability to capture client's race(s)	Critical
	CM-177	General	System shall have the ability to capture client's ethnicity	Critical
	CM-178	General	System shall provide the ability to capture information related to client disability status and any reasonable accommodations required as a result	Critical
	CM-179	General	System shall provide the ability to capture client's Veteran status	Critical
	CM-180	General	System shall have the ability to capture incident date	Critical
	CM-181	General	System shall have the ability to capture client's charges	Critical
	CM-182	General	System shall have the ability to capture client's prior arrests	Critical
	CM-183	General	System shall have the ability to capture client's prior offenses/ convictions	Critical
	CM-184	General	System shall have the ability to receive electronic intake forms	Critical
	CM-185	General	System shall have the ability to associate a client with a case	Critical
	CM-186	General	System shall have the ability to enter activities to a case	Critical
	CM-187	General	System shall have the ability to enter and edit case activities	Critical
	CM-188	General	System shall have the ability to allow the user to view a list of cases open by client	Critical
	CM-189	General	System shall have the ability to allow the user to view a list of cases open by attorney	Critical
	CM-190	General	System shall have the ability to allow the user to view a list of cases open by office	Critical
	CM-191	General	System must have the ability to associate mutiple Attorneys and cases to a single client	Critical
	CM-192	General	System must have the ability to associate multiple cases and Attorneys, in multiple counties to a single client	Critical
	CM-193	General	System must have the ability to associate mutiple Attorneys to a single case for a single client	Critical
	CM-194	General	System must have the ability to consolidate multiple cases for the same client into a single Attorney's caseload	Critical
	CM-195	General	System must have the ability to associate multiple Attorneys (Co-Counsel) to a single case for a single client	Critical
	CM-196	General	System must allow the Attorney to view multiple charges per case	Critical
	CM-197	General	System must allow Paralegals or Legal Assistants to see in the highest charge per case	Critical
	CM-198	General	System must provide a summary page containing mutiple pieces of Case data	Critical
	CM-199	General	System shall allow the Attorney to view multiple charges per case	Critical
	CM-200	General	System shall allow Paralegals or Legal Assistants to see in the highest charge per case	Critical
	CM-201	General	System shall have the ability to capture the incident date	Critical
	CM-202	General	System shall have the ability to capture whether a petition for reconsideration was filed	Critical
	CM-203	General	The system shall have the ability to capture case status	Critical
	CM-204	General	System shall have the ability to capture whether petition for review was filed	Critical
	CM-205	General	The system shall have the ability to capture Attorney assignment	Critical
	CM-206	General	System shall have the ability to capture whether a brief on the merits was filed	Critical
	CM-207	General	System shall have the ability to capture Social Worker assignment	Critical
	CM-208	General	System shall have the ability to capture who wrote the brief on merits	Critical
	CM-209	General	System shall have the ability to capture Statute violations	Critical
	CM-210	General	System shall have the ability to capture whether supreme court argument held	Critical
	CM-211	General	System shall have the ability to "caption" or text fields that can capture a summary of the case	Critical
	CM-212	General	System shall have the ability to capture who argued supreme court	Critical
	CM-213	General	System shall have the ability to capture the Attorney assignment	Critical
	CM-214	General	System shall have the ability to capture whether the case was referred	Critical
	CM-215	General	System shall have the ability to capture the County	Critical
	CM-216	General	System shall have the ability to capture to who the case was referred	Critical
	CM-217	General	System shall have the ability to capture the Judge	Critical
	CM-218	General	System shall have the ability to capture a Presumptive conflict	Critical
	CM-219	General	System shall have the ability to capture case Parties	Critical
	CM-220	General	System shall have the ability to capture Panel Attorney	Critical
	CM-221	General	System shall have the ability to capture Trial Counsel	Critical
	CM-222	General	System shall have the ability to capture Panel attorney participated in-house moot	Critical
	CM-223	General	System shall have the ability to capture Judgement Type	Critical
	CM-224	General	System shall have the ability to capture Case Notes	Critical
	CM-225	General	System shall have the ability to capture Transcript Lenght	Critical
	CM-226	General	System shall have the ability to capture whether the brief was filed	Critical
	CM-227	General	System shall have the ability to capture who the brief was written by	Critical
	CM-228	General	System shall have the ability to capture who the opposing Counsel on Appeal was	Critical
	CM-229	General	System shall have the ability to capture Brief narrative summary of issue on appeal	Critical
	CM-230	General	System shall have the ability to capture the Oral Argument	Critical
	CM-231	General	System shall have the ability to capture who argued the Oral Argument	Critical
	CM-232	General	System shall have the ability to capture available Audio	Critical
	CM-233	General	System shall have the ability to capture Reply Brief field	Critical
	CM-234	General	System shall have the ability to capture who wrote the Reply Brief	Critical
	CM-235	General	System shall have the ability to capture Disposition on Appeal	Critical
	CM-236	General	System shall have the ability to capture Citation/link to Court of Appeals (COA ) opinions	Critical
	CM-237	General	System shall have the ability to capture COA panel	Critical
	CM-238	General	System shall have the ability to capture COA opinions author	Critical
	CM-239	General	System shall have the ability to provide an audit trail of field updates by user, date, time, and modification	Critical
	CM-240	General	System shall have the ability to upload and display (trial and deposition) transcripts	Critical
	CM-241	General	System shall have the ability to allow for entry of a date in transcript upload field	Critical
	CM-242	General	System shall have the ability to auto number pages in transcript uploads	Critical
	CM-243	General	System shall have the ability to auto-generate due dates based on filing dates	Critical
	CM-244	General	System shall have the ability to provide notifications/alerts of upcoming due dates	Critical
	CM-245	General	System shall provide the ability to produce standard letters and documents, which include specific (database generated) information	Critical
	CM-246	General	System shall provide the ability to copy information from one case to another including parties and docket entries	Critical
	CM-247	General	System shall provide the ability to update demographic and contract information once and have it update on all relevant client cases (avoid duplicate data entry)	Critical
	CM-248	General	System shall allow the user the ability to review automatically generated events and documents and approve or override those system generated items	Critical
	CM-249	General	System shall generate notification reminder for standard case processes based on user-defined prerequisite criteria	Desired
	CM-250	General	System shall have a drop down or auto-fill from a list of contracted attorneys	Desired
	CM-251	General	System shall have the ability to allow for entry of more than one statute per count	Desired
	CM-252	General	System shall have the ability to provide a standardized format for entry and display of disposition and sentence information	Desired
	CM-253	General	System shall provide the ability to reuse, duplicate or share existing person demographic and other identifying case information between cases	Desired
	CM-254	General	System shall provide multiple, flexible options to create, delete, format, display, and transmit all calendars	Desired
	CM-255	General	System shall allow filtered calendar displays to be set and saved on an individual user basis	Desired
	CM-256	General	System shall provide attorneys the ability to run conflict checks in the new system against encompassing case from prior systems	Desired
	CM-257	General	System shall provide the ability to support scheduling for multiple cases, clients	Desired
	CM-258	General	System shall allow user to add pending activity to a closed case with no effect to status	Desired
	CM-259	General	System shall have the ability to provide online reminders for a process when activities need to be scheduled on cases (criteria used to determine reminders is based on timing objectives, statute, court rules, etc.)	Desired
	CM-260	General	System shall auto calculate due dates for follow -up events based on user entered criteria	Important
	CM-261	General	System shall "Archive" cases once they are closed	Important
	CM-262	General	System shall simultaneously schedule related and/or consolidated cases at the time a case is scheduled	Important
	CM-263	General	System shall print calendars in both summary and detailed formats	Important
	CM-264	General	System shall define a workflow that allows automated or manual movement of cases between users	Important
	CM-265	General	System shall have the ability to flag the entry of duplicate clients	Important
	CM-266	General	System shall have the ability to provide workflow navigation to alert users to the proper sequence of events and any timing requirements that apply	Important
	CM-267	General	System shall provide the ability to automatically checks and will set an alert or flag or route method that identifies cases that have been partially opened and need to be completed	Important
	CM-268	General	System shall provide the ability to alert a user that a required event has not occurred when scheduling the next event	Important
	CM-269	General	System shall have the ability to maintain multiple addresses and address types for a person with an effective date for each address	Important
	CM-270	General	System shall allow user to review all cases in which a person is involved	Important
	CM-271	General	System shall provide the ability to determine offense case types based on statute number entered and pre-fill data fields, such as case type and charge description	Important
	CM-272	General	System shall contain comprehensive edit controls at the field level so that incomplete or invalid data will be verified before allowing the user to continue the next field	Important
	CM-273	Legal Record-Keeping	System shall have the ability to provide an audit trail about the expunge requests/entries, including but not limited to the persons executing the expungement and the date of the expungement	Important
	CM-274	Multi-Case	System shall have the ability to cross-reference cases that have been consolidated	Critical
	CM-275	Multi-Case	System shall have the ability to link and maintain multiple cases by parent petition number, family-id, and/or master file number	Critical
	CM-276	Multi-Case	System shall have the ability to link and maintain multiple cases for the same individual across counties or court divisions	Critical
	CM-277	Multi-Case	System shall have the ability to link and maintain multiple cases out of the same criminal incident	Critical
	CM-278	Multi-Case	System shall have the ability to link cases by true and alias names	Critical
	CM-279	Multi-Case	System shall have the ability to link juvenile cases with charges or custody status of parents	Critical
	CM-280	Multi-Case	System shall have the ability to link and maintain multiple cases, such as, an Implied Consent case arising out of the same incident or a Small Claims case to a Transcript Judgment	Desired
	CM-281	Multi-Case	System shall have the ability to apply a change to defendant information across all cases	Important
	CM-282	Multi-Case	System shall have the ability to manage and track, see, and exhibit/deposition inventory	Important
	CM-283	Sealed Cases	System shall have the ability either to notify other agencies and/or systems when a case is sealed or not to notify	Critical
	CM-284	Sealed Cases	System shall have the ability to include sealed cases for statistical reporting	Critical
	CM-285	Sealed Cases	System shall have the ability to identify cases that have portions sealed	Desired
	CM-286	Tracking of Legal Work	System shall establish unlimited user-defined events for case activities	Critical
	CM-287	Tracking of Legal Work	System shall define the number of days between trigger entries and automatically generated docket entries, events, and document production	Critical
	CM-288	Tracking of Legal Work	Generate activity entries, events and document production based on specified activities, entries and/or case events.	Desired
	CM-289	Workforce Management	System shall track the number and types of cases assigned to each attorney	Critical
	CM-290	Workforce Management	System shall provide for load balancing and distribution of work to users	Desired
	CM-291	Workforce Management	System shall provide the user a queue of his/her cases assigned, needed actions, or next steps in workflow process	Desired
	CM-292	Workforce Management	System shall include functionalities to track and monitor attorney and provider qualifications to enable verification of credentials and licenses	Important

CM-207

CM-208

&"Arial,Bold"&12Marion County EHR System Planning Project &"Arial,Regular"Functional and Technical Requirements Worksheet

&"Arial,Regular"&10Attachment 4 - Case Management &"Arial,Regular"&10Page &P of &N &"Arial,Regular"&10April 15, 2019

3. Time Management

Attachment J - Requirements Traceability Matrix
Time Management
Req #	Program Category/Activity/ Functional Group	Description of Requirement	Criticality	Proposer Response 1	Proposer Response 2
TK-001	Alerts Related to Time Submission and Management	System shall provide an alert to the timekeeper when the billing period cutoff is approaching	Critical	5 - Off the Shelf - No Modifications Required
TK-002	Alerts Related to Time Submission and Management	System shall provide an online alert to the timekeeper when the timekeeper has past-due time entry submissions	Critical
TK-003	Alerts Related to Time Submission and Management	System shall allow for creation of templates for automated alerts presented to timekeepers and their managers	Critical
TK-004	Alerts Related to Time Submission and Management	System shall provide an alert to the timekeeper if there are outstanding time entries yet to be submitted	Critical
TK-005	Alerts Related to Time Submission and Management	System shall provide an email to the timekeeper when the timekeeper has past-due time entry submissions	Critical

This is the start of the file's text. The full file is on GovTribe.

File details come from the government source that posted it. Updated Feb 1, 2025.