Attachment 15 - Customization Functions.pdf

Customization Functions

Web-Based Jury Management System Requirements

Version 1.0

Attachment 15

Contents Overview

Users and Roles Stakeholders

Court Configurations Court Specific Parameters

Configurations Cell Phone Carrier Charge Code Cost Organization Codes County Codes Court Location Disposition Disqualified Code District Codes Division Email Text Excuse Code Extra Questions Holiday / Court Closure Judge Jurisdiction Mileage Questionnaire Codes Room Location Scanner Questionnaire Codes Source Status Codes States Trial Cancel Reason Wheel Maintenance Zone Minimum Jurors by Pool & Maximum Deferrals Maximum Deferrals by Date

Utilities Download (Export) Undeliverables System Parameters Security/Passwords Download (Export) Accounts Payable Internet Miles Configuration

Supplemental Questions Exit Survey Supplemental Reports Exit Survey Report Delete Wheel Forms Management

Options Pool Creation Flag Wheel Delete Password Image Password Image Storage

National Change of Address (NCOA) Imports

Property of the Administrative Office of the U.S. Courts Attachment 15 1

Overview

The federal judiciary’s current Jury Management System (JMS) uses old technology and is being upgraded to new server technologies as well as being upgraded to a web-based application.

The look and feel of the web-based application is expected to be substantially different from the current menu-driven interface. The following Utilities business functions are required. The web-based version of the jury management system may require the court jury staff to perform slightly different steps to obtain the same results in their daily work.

Users and Roles

Jury Administrators, Jury Clerks, and other jury-related user roles

Stakeholders

JMS users

Attachment 15 2

Court Configurations

NOTE: The configuration parameters required by the Online Public Access Website are described in Attachment 10: Online Public Access Juror Management Functions – Web-Based Jury Management System Requirements.

Court Specific Parameters

Configurations

The system shall enable the user to perform the following actions for codes listed below:

• Add entries.

• Update entries.

• Delete entries.

• Print data (only for specific codes).

The system shall enable the user to manage and configure the following information:

• Cell Phone Carriers

• Charge Code

• Cost Organization Codes

• County Codes

• Court Location

• Disposition

• Disqualified Code

• District Codes

• Division Table

• Email Text

• Excused Code

• Extra Questions

• Holiday / Court Closure

• Judge Table

• Jurisdiction

• Mileage

• Office Codes

• Questionnaire Codes

• Room Location

• Scanner Questionnaire Codes

• Source Status Codes

• States

• Trial Cancel Reasons

• Wheel Maintenance

• Zone Table

• Zones and Zips Table

Cell Phone Carrier

Attachment 15 3

This displays a list of all active and inactive cell phone carriers.

NOTE: This table is provided by the Interactive Voice Response (IVR) application and cannot be configurable in web-based JMS.

The system shall enable the user to configure, at a minimum, the following fields:

• Cell Phone Carrier Name

• Active (Y/N)

Charge Code

The system shall enable the user to add, change, or delete these codes. At a minimum, the following fields shall be included:

• Code Number

• Code Description

A report listing these codes shall be available and printable. The report shall include, at a minimum, the following information:

• Report Title

• Report Date and Time

• Code

• Description

Cost Organization Codes

The cost organization codes table is used to enter the disbursement codes and their associated cost codes. These codes are used for Accounts Payable (AP) download processing.

The system shall enable the user to add, change, or delete these codes. At a minimum, the following fields shall be included:

• Disbursement Code

• Cost Configuration Code

• Report Title

• Report Date and Time

County Codes

The software shall support a list of all county codes within a district. The county names and codes entered shall be used throughout the system. The three-digit county codes shall be included when creating a new master jury wheel. Federal Information Processing Standards (FIPS) should be used for identification when associating county names and codes. The FIPS county codes are the same codes used when reporting statistical information.

Attachment 15 4 following fields shall be included:

• County Code

• Report Title

• Report Date and Time

Court Location

The court location information contains all the information pertinent to a court’s location. There should be a court location record for each divisional record within a court’s jurisdiction.

The system shall enable the user to add, change, or delete the court location information. At a minimum, the following fields shall be included:

• Location Code

• Location Name

• Court Name

• Address 1

• Address 2

• City

• State

• Phone

• Zip Code

• Division Code

• Assembly Room

• Location Room Number

• Default Attend Time

• Deferred Percentage

• Default Time Out

• Check for Bioform (Yes/No)

• Call in Phone Number

• Signature

• Term of Service

• Petit Payment Rate

• Secondary Petit Payment Rate

• After Number of Appearances - Petit

• Months to Serve – Petit Months

• Grand Jury Rate

• Secondary Grand Jury Rate

• After Number of Appearances – Grand Jury

• Months to Serve – Grand Jury Months

• Travel Rate Per Mile

Attachment 15 5

• Subsistence Rate

• Public Parking Rate

• Miles Description

• Apply Parking to All

• Public Transportation Rate

• Miscellaneous Amount

• Notation Field

• Public Access Email Address

• County Clerk Email Address

• Court Main URL

• Jury Info URL

• Additional URL 1

• Additional URL 2

• Public Access Login URL

• District Name

• Office Name

• Pool Creation o Standard – Many Qualified Records o Enhanced – Few Qualified Records

• Cost Organization Code

The system shall enable the user to configure the standard letter header definition for court mailings and the like, which includes the following:

• Location (for display only)

• Left Header 1 – Clerk of Court Name

• Left Header 2 – Title – Clerk of Court

• Center Header Line 1 (such as UNITED STATES DISTRICT COURT)

• Center Header Line 2 (such as Eastern District of New York)

• Right Header 1 – City

• Right Header 2 – County

The system shall enable the user to define standard text (up to 3,000 characters) for the following letter types:

• Excuse Letter

• Excuse Denied Letter

• Defer Letter

• FTA (Failure to Appear) Letter

• Non-Responded Letter

• Notice to Appear Letter

• Disqualified Letter

• Complete Service Letter

A report shall be available and printable for every location. The report shall include, at a

• Location Code

• Location Name

• Court Name

Attachment 15 6

• Address 1

• Address 2

• City

• State

• Phone

• Zip Code

• Division Code

• Assembly Room

• Location Room Number

• Default Attend Time

• Deferred Percentage

• Default Time Out

• Check for Bioform (Yes/No)

• Ins. Hour Rate (NOTE: This field is not shown on the Court Location screen.)

• Call in Phone Number

• Signature

• Term of Service

• Petit Payment Rate

• Secondary Petit Payment Rate

• After Number of Appearances - Petit

• Months to Serve – Petit Months

• Grand Jury Rate

• Secondary Grand Jury Rate

• After Number of Appearances – Grand Jury

• Months to Serve – Grand Jury Months

• Travel Rate Per Mile

• Subsistence Rate

• Public Parking Rate

• Miles Description

• Apply Parking to All

• Public Transportation Rate

• Miscellaneous Amount

• Notation Field

• Public Access Email Address

• County Clerk Email Address

• Court Main URL

• Jury Info URL

• Additional URL 1

• Additional URL 2

Disposition

Disposition codes such as convicted, acquitted, convicted and the like shall be available for assignment when evens/trials are ended.

Attachment 15 7

The system shall enable the user to add, change, or delete these codes used throughout the system. At a minimum, the following fields shall be included:

A report listing these codes shall be available and printable. This report shall include, at a

• Report Title

• Report Date and Time

• Code

• Page Count (Page 1 of 1, etc.)

Disqualified Code

The system shall enable the user to disqualify for service any person by using various configurable codes. These codes are typically statutory reasons that would preclude a person from serving, such as deceased, not a citizen, etc.

The system shall enable the user to add, change, or delete these codes. At a minimum, the following fields shall be included:

• Report Title

• Report Date and Time

District Codes

Each federal district court has a specified district code that is used for statistical reporting among other functions. At a minimum, the following fields shall be included:

• Code

• District Name

• State

• Account Code

• Password (encrypted)

• Report Title

• Report Date and Time

• District Name

Division

Attachment 15 8

Division codes are used with the jurisdiction and are used throughout the system.

following fields shall be included:

• Report Title

• Report Date and Time

Email Text

Courts may elect to send emails to participants instead of sending letters by mail. Emails are sent only if the court uses the Online Public Access Juror Management and are court location specific. The email text may be customized for the specific location.

The system shall enable the user to change the email text for the following email types generated from the Online Public Access Website. The text shall contain up to 3,000 characters:

• Completed Email

• Deferred Email

• Disqualified Email

• Excuse Denied Email

• Excuse Email

• FTA (Failure to Appear) Email

• Non-Responded Email

• Notice To Appear Email

• Partial Excuse Email

The system shall enable the user to use HTML as well as merge names for creating the text:

• HTML

o <P> o </P> o <P></P> o <BR/> o %

• Merge Names o FIRST_NAME o LAST_NAME o LETTER_HEADER_L_ONE o COURT_LOCATION_LOC_SIGNATURE o DEFER_DATE o NEXT_DATE o COURT_LOCATION _CITY o COURT_LOCATION _STATE o COURT_LOCATION_PHONE

Attachment 15 9 o COURT_LOCATION_LOC_NAME o COURT_LOCATION_LOC_ATTEND_TIME o LOCATION_DESCRIPTION o JUROR_NO o PARTIAL_EXCUSED_DATES

Excuse Code

The system shall enable the user to define excuse codes and reasons for being excused from jury service. These are discretionary reasons, such as illness, student, etc., which would not prevent someone from serving again in the future. These codes shall be used by both the web-based JMS and the Online Public Access Juror Management.

The system shall enable the user to add, change, or delete these codes and descriptions. At a minimum, the following fields shall be included:

• Code

• Description

• Public Access Automatic (Y/N)

• Public Access Visible Excuse (Y/N)

• Display Excuse Remarks (Y/N)

• Public Access Visible Defer (Y/N)

• Report Title

• Report Date and Time

• Code

• Description

• Public Access Automatic (Y/N)

• Public Access Visible Excuse (Y/N)

• Display Excuse Remarks (Y/N)

• Public Access Visible Defer (Y/N)

Extra Questions

The system shall enable the user to add or update up to five (5) additional questions for jurors answering the summons information form (SIF) on the Online Public Access Website. These questions will display on the Online Public Access Website and the answers shall display in the juror’s history. The ability for users to print these questions on a separate form and mailed along with questionnaires or summons shall exist. Should the court decide not to use extra questions, the system shall leave the question field blank. At a minimum, the following fields shall be included:

• Number (This cannot be updated.)

• Question

• Type (Yes/No or Text)

• Report Title

• Report Date and Time

Attachment 15 10

• Question Number

• Question

• Type

Holiday / Court Closure

These are defined as days the user’s court is not in session.

The system shall enable the user to add, change, or delete these fields. At a minimum, the following fields shall be included:

• Court Location

• Holiday Date

• Description (i.e., New Year’s Day, etc.)

• Report Title

• Report Date and Time

• Location

• Holiday Date

Judge

This is defined as a list of presiding judges for the user’s court.

The system shall enable the user to add, change, or delete these fields. At a minimum, the following fields shall be included:

• Judge Code

• Judge Name

• Seating Plan (NOTE: This shall be unique by judge.)

• Report Title

• Report Date and Time

• Judge Code

• Preferred Seating Plan

Jurisdiction

The system shall enable the user to add, change, or delete these fields. At a minimum, the following fields shall be included:

• Description (i.e., District, Municipal, Superior, Appellate)

Attachment 15 11

Mileage

This table is used for city/zip mileage calculations and is specific to each court location. The mileage entered should be round trip mileage.

The system shall enable the user to add, change, or delete these fields. At a minimum, the following fields shall be included:

• Location Code

• Zip Code

• City Name

• Mileage to Court

• Report Title

• Report Date and Time

• Location

• Zip Code

• City

• Mileage

Questionnaire Codes

Each court has the option to display up to fourteen (14) court-specific excuse questions on the juror qualification questionnaire.

The system shall enable the user to add (up to 14), change, or delete these fields. At a minimum, the following fields shall be included:

• Number

• Description

• Auto Excuse (Yes/No)

• Reason Source Record

• Display Remarks (Yes/No)

A report listing these questions shall be available and printable. The report shall include, at a

• Report Title

• Report Date and Time

• Description

• Reason Source Record

• Number

• Auto Excuse (Yes/No)

• Activate Record

• Display Remarks (Yes/No)

Attachment 15 12

Room Location

Each court location has various court rooms. Each room shall have a code and are assigned when creating an event or trial.

The system shall enable the user to add, change, or delete these fields. At a minimum, the following fields shall be included:

• Location

• Report Title

• Report Date and Time

Scanner Questionnaire Codes

The only options available to the user for these codes shall be to view the entries and to print the data. At a minimum, the following fields shall be included:

• Number

• Description

• Auto Excuse (Yes/No)

• Pool Table Reason

• Number

• Description

• Auto Excuse (Yes/No)

• Pool Table Reason

Source Status Codes

This information must be password protected as the information is the same for every district court. The system shall enable users with access rights to add, change, or delete entries. At a minimum, the following fields shall be included:

• Status Code

• Status Code

States

Attachment 15 13

A list of states that is utilized by both the web-based JMS and the Online Public Access Juror Management must be stored.

The system shall enable the user to add, change, or delete these fields. At a minimum, the following fields shall be included:

• Code

• State/Province Name

• Capital

• Report Title

• Report Date and Time

• Code

• State/Province Name

• Capital

Trial Cancel Reason

This information indicates why an event or trial may be cancelled (i.e., settlement, plea deal, etc.).

The system shall enable the user to add, change, or delete these fields. At a minimum, the following fields shall be included:

• Reason Code

• Report Title

• Report Date and Time

Wheel Maintenance

When a new wheel is loaded into the web-based JMS database or the current wheel is supplemented, the user must update the wheel information.

The system shall enable the user to add, change, or delete these fields. At a minimum, the following fields shall be included:

• Wheel Year (number)

• Wheel Date

• No Divisions

• Delineation Information

• Start Number

• End Number

• Wheel Type

Attachment 15 14 o Voter’s Records o DMV (Department of Motor Vehicles) Records o Combined o Other

• Wheel End Date

A report listing these wheels shall be available and printable. The report shall include, at a minimum, the following information:

• Report Title

• Report Date and Time

• Wheel Year (number)

• Wheel Date

• Wheel Type

• Start Number

• No Divisions

• End Number

Zone

This information defines the areas or zones within the district and the zip codes associated with those specific zones.

The system shall enable the user to add, change, or delete these fields. At a minimum, the following fields shall be included:

• Zone Number

• Zip Codes (This is associated with the specific zone.)

A report listing these zones shall be available and printable. The report shall include, at a

• Report Title

• Report Date

• Zone Number

• Zip Codes (This is associated with the specific zone.)

Minimum Jurors by Pool & Maximum Deferrals

To ensure an adequate number of persons report for a jury pool, the application shall define the minimum number of persons that must respond before automatically granting various excuses.

The system shall enable the user to add, change, or delete these fields. At a minimum, the following fields shall be included:

• Pool Number

• Minimum Participant Count

A report listing this information shall be available and printable. The report shall include, at a

Attachment 15 15

• Pool Number

• Minimum Participant Count

Maximum Deferrals by Date

The system shall enable the user to add, change, or delete this information. At a minimum, the following fields shall be included:

• Defer to Date

• Maximum Deferral Count (This is division specific.)

• Division

A report listing this information shall be available and printable. The report shall include, at a

• Report Title

• Report Date and Time

• Division

• Defer to Date

• Maximum Deferral Count

Utilities

Download (Export) Undeliverables

The system shall enable the user to download records that are marked as “undeliverable” to a text (.txt) file that may be used for address verification by performing the following actions:

• Enter the path for the file.

• Select the file path by browsing.

OR

• Select the default file name and location.

• Choose to delete data after downloading.

System Parameters

The system shall enable the user to setup the following features, functions, and options for system operation:

• Processing o Current Wheel o Financial Download Type

Courts using FAS4T should select FAS4T Courts using JIFMS should select FAS4T for ACH o One- or Two-Step Court o Pay Federal Employee o Address on Summons o Check for Bioform o Address on Questionnaire o Gather FTA (Failure to Appear) Letters

Attachment 15 16 o Print Attendance Room on Summons o Select Pools by Percentages o View Events for Logged in Location Only o Excuse Letter Checkbox o Disqualify Letter Checkbox o Defer Letter Checkbox o No Next Report Date – On Call Checkbox (1-Step Courts) o Enable Carrier List Checkbox o Wheel Delete Timeframe (Years Months) o Stats FTP Site o Current Image Home Directory o Cost Organization Code o Supp Question Type (Standard/Fillable)

• Audits o Next Pool Audit Number o Next Jury Audit Number o Next Financial Audit Number

• Workstation o Default Location o Scanner Type o Tool Bar Visible (Yes/No) o Text (Yes/No) o Alignment Options

Bottom Left Right Top Floating

• Letter Headers o Location (This is for display only.)

o Left Header 1 – Clerk of Court Name o Left Header 2 – Title – Clerk of Court o Center Header Line 1 (such as UNITED STATES DISTRICT COURT) o Center Header Line 2 (such as Eastern District of New York) o Right Header 1 – City o Right Header 2 – County

Security/Passwords

The system shall enable the System Administrator to view a list of authorized users, assign levels of security to users, add a new user, update a user, or delete a user. The system shall define four (4) defaults of security levels. When creating a user, a default level must be selected, then, once the level has been assigned, the system shall enable the System Administrator to add or delete additional functions from the originally assigned security default for the user.

• View o Login Name o Security Level o Date of Last Login

• New User

Attachment 15 17 o Login Name o Password o Security Level

• Update User o Select user from view screen.

o Login Name o Password o Security Level

• Delete User o Select User from view screen.

o Confirm Record Deletion.

The system shall enable the System Administrator to assign any or all the following functions to users:

The option for all categories is Allow = Yes or Allow = No.

• Pool Functions o Edit

Edit records.

Mass update and enter responded/qualified.

Mass update and enter undeliverable summons.

Mass update and enter excused/disqualified.

Mass update and enter substitute undeliverable summons.

Mass update and enter supplemental quest receipts.

Mass update and enter substitute non-responded summons.

o Online Public Access Management Screens Snapshots o Pool Create and Maintain Pools > Create New Pool Create and Maintain Pools > Add Members to an Existing Pool Create and Maintain Pools > Reassign Pool Members Create and Maintain Pools > Transfer Pool Members Pool Records > Change Jurisdiction Pool Records > Change Pool Type Pool Records > Change Attendance Date Deferral Maintenance Delete Pool Pool Status > Pool Status/Graph Pool Status > Pool Status Spreadsheet by Month Archive Pool Complete Service Auto Defer by Pool Special Reporting Instructions Assign Exit Survey Image Data Upload Images > Qualification Review Images > Qualification Review - List Images > Qualification with Remarks Images > Qualification with Remarks – List

Attachment 15 18

View Scanned Images Print Images Images > Optional Status Review Re-Print Batch Summary Disqualification Report Status Report Collect Internet Miles Review Internet Miles o Qualify Add to Qualified Wheel Print Questionnaires/Reprint Print Qualified List Count Qualified Members Mass Enter Questionnaires/Scanner Edit Source Record Race/Gender /JS12 Reports Re-Print Questionnaires > Substitute Non-Responded Substitute Undeliverables o Reports Pool Selection List Current Status Available List Excused List Deferred List Non-Responded On-Call Report Summary Documents > Summons Documents > Document Preparation Documents > Certificate of Recognition Documents > Excused Letters Documents > Deferred Letters Documents > FTA (Failure to Appear) Letters Documents > Non-Responded Letters Documents > Labels Documents > Excuse Denied Letters Bioform Report Pool Sequence Report Non-Citizen Report Supp Quest Non-Responded Check Status Check Status for Attendance Documents > Disqualified Letters Documents > Partial Excused Letters Documents > Notice to Appear Documents > Complete Letters Remarks > Judge Review Substituted Non-Responded Summons Report Quality Control Report

• Attendance Functions o Attendance

Attachment 15 19

Daily Attendance Confirm Daily Attendance Event/Trial Attendance o Edit Edit Unpaid/Paid Attendance Records o Finances Pay Attendance Records Pay Event /Jury o Reports Persons Attending FTA (Failure to Appear) List Jury Attendance Reprint Audit Records Attendance Letter Un-confirmed/Unpaid Attendance Reports Outstanding Attendances > Summary Report Outstanding Attendances > Detail Report Pre-Payment Audit Report Return Payment Notification Report Juror Sub Voucher Cost Assessment Bill 1099 Report

• Panel Functions o Event

Event Maintenance o Panel

Panel Maintenance > Create Panel Panel Maintenance > Add to Panel Panel Maintenance > Reassign Panel Panel Maintenance > Return Panel Jury Empanelment Add Juror Panel Maintenance > Juror Maintenance Jury List Re-Randomize Panel Panel Maintenance > Reinstate Panel o Reports Reprint Package Panel Summary Panel Detail Transaction Form Panel Ballot

• Customization Functions o Statistics

Pool Analysis Report Statistics > JS-11/11G Reports Public Access Report AO-12 Reports o Tables Maintain Table Minimum Jurors by Pool

Attachment 15 20

Maximum Deferrals by Date o Court-Specific Parameters

Download Undeliverables System Parameters Security/Passwords Download Accounts Payable NSC to JFW Random Number Generator Supplemental Questions Exit Survey Supplemental Reports Exit Survey Reports Delete Wheel Wheel Delete Password Image Password Image Storage Internet Mileage Configuration

The system shall generate a printable report. The report shall include, at a minimum, the following information:

• Report Title

• Report Date and Time

• User ID

• Security Level

• Function (Pool, Attendance, etc.)

• Menu Description

• Allow Use (Yes/No)

Download (Export) Accounts Payable

The user must be able to Download (Export) Accounts Payable for juror payment processing:

• Enter the disbursement code.

• Enter the transmittal #.

• Select to print sub vouchers.

The Accounts Payable Download File List includes the following information:

• Report Date and Time

• Juror ID Number

• Name (Last, First MI)

• Street Address

• Start Date

• Number of Days

• Net Pay

• Audit Number

• Total Number of Records

• Total Amount Paid

• Page Count (Page 1 of 1, etc.)

Attachment 15 21

The Export process creates three files in the C:\JFW directory:

• .CSV

• .BAK

• JA file

Regenerating a JA File

The system shall enable the user to regenerate the JA file in case of a system malfunction when the file is being created. The JA file can be recreated from the .CSV file (assuming the .CSV file was successfully created).

From the computer that generated the .CSV file, the user shall:

• Access a Command Prompt

• From the Command Prompt, select More, select Run as administrator.

• At the Command Prompt, change the directory to c:\JFW_Live

If the payment vendor is:

• FAS4T, enter a 2 after fast.bat to generate Fast files without email addresses

• JIFMS, enter a 3 after fast.bat to generate Fast files with email addresses

• Type fast.bat (2 or 3) csv file name disbursing code run number cost org number

File name example as entered at the prompt: Fast.bat 3 03100301.csv 4617 1 D11FLNX

NOTE: If none of the files were created due to a system issue, the AP Download process cannot be rerun. The records that were included in the AP Download file are no longer in the Accounts Payable data table once the system has finished calculating. In this scenario, Software Support should be contacted to assist the user.

Internet Miles Configuration

The system shall enable the user to configure the mileage service parameters used in calculating point-to-point mileage for the jurors. At a minimum, the following features shall be included:

• Checkbox selection to use mileage calculation.

• Internet Service Key – unique to each court location

• Internet Service URL

• Checkbox selection to gather mileage by city & zip code.

Supplemental Questions

The system shall enable the user to assign, reassign, or copy supplemental questions by pool by performing the following actions:

• Enter the pool number.

• Select a pool number from the list.

The system shall enable the user to perform the following functions:

• Assign o Enter the question text.

o Select the answer type.

Attachment 15 22

Text Radio buttons Drop-down List Yes/No Checkbox o Select enabled or disabled.

o Select reviewable (Yes/No)

• Reassign o Select the reassign option.

o Select a pool number from the list to receive the reassigned text.

• Copy o Select the copy option.

o Select a pool number from the list to receive the copied questions.

Exit Survey

The system shall enable the user to assign or reassign an exit survey by court location by performing the following actions:

• Enter the court location.

• Pick a court location from the list.

The system shall enable the user to perform the following functions:

• Assign o Enter the question text.

o Select the answer type.

Text Radio buttons Drop-down List Yes/No Checkbox o Select enabled or disabled.

o Select reviewable (Yes/No)

• Reassign o Select the reassign option.

o Select a court location from the list to receive the reassigned survey.

Supplemental Reports

The system shall enable the user to print the data gathered when supplemental questionnaires are used and the user shall be able to filter the report by the following:

• Participant

• Pool

• Date Entered

• Event

By Participant:

• Enter the juror id number.

By Pool:

• Enter the pool number.

Attachment 15 23

• Pick a pool number from the list.

The system shall enable the user to select a participant from the pool by displaying the following information:

• Juror ID number

• First Name

• Last Name

• Pool Status

• Date Printed

• Selection Column

By Date Completed:

• Enter the beginning date.

• Pick a beginning date from the calendar icon.

• Enter the end date.

• Pick an end date from the calendar icon.

The system shall enable the user to select a participant by the completed date by displaying the following information:

• Juror ID Number

• First Name

• Last Name

• Pool Status

• Date Completed

• Pool Number

• Date Printed

By Event:

• Enter the event number.

• Pick an event number from the list.

The system shall enable the user to select a participant by event by displaying the following information:

• Juror ID Number

• First Name

• Last Name

• Pool Status

• Date Completed

• Pool Number

• Date Printed

• Event name

A report listing this data shall be available and printable. The report shall include, at a minimum, the following information:

Attachment 15 24

• Juror ID Number

• Participant Name

• The date the questionnaire was answered.

• Pool Number

• Question Number

• Question Text

• Answer

Exit Survey Report

The system shall enable the user to print the data gathered when exit surveys are completed by participants by performing the following actions:

• Enter the beginning date.

• Pick a beginning date from the calendar icon.

• Enter the end date.

• Pick an end date from the calendar icon.

A report listing this data shall be available and printable. The report shall include, at a minimum, the following information:

• Report Title

• Location

• Report Date

• Juror ID Number

• Participant Name

• Question Number

• Question Text

• The date and time the questionnaire was answered.

• Answer

Delete Wheel

The system shall enable the user to delete old wheels from the system. Some important steps must be taken before beginning the wheel deletion process. A user that has the appropriate security level must be able to delete old wheels from the system.

The system must enable the Database Administrator or System Administrator to bring the application database into no_logging mode. Turning the logging function off will avoid long running transactions that could fill up log files and result in a database shut down.

The Database Administrator or System Administrator must create a backup copy (DBexport) of the database. Once the backup has been completed, the database should be returned to logging mode.

Before a wheel can be deleted, the system must know the wheel end date (the date the wheel will end) and the wheel delete timeframe (the number of years/months from the wheel end date that should pass before the wheel is allowed to be deleted), the wheel’s earliest delete date. For example, to keep wheel records for 65 months from the wheel end date, enter 5 years and 5 months.

Attachment 15 25

The system shall take the last activity for a participant’s most recent appearance, their pool return date, and their pool next date and adds the wheel delete timeframe. Records with participant deletion dates later than the wheel’s earliest deletion date must be reviewed to determine if the records should be deleted or marked ignored in order to complete the wheel deletion process.

NOTE: There is no system check on the wheel end date or the wheel delete timeframe. Users with access to this functionality must completely understand the ramifications of deleting a wheel.

Refer to Attachment 17: Wheel Deletion Functions – Web-Based Jury Management System Requirements for detailed information.

Forms Management

The user must be able to manage uploaded forms to server storage.

• Manage Forms

• Replace Forms

• Delete Forms

• Forms Assigned to Pool/Report

Options

Pool Creation Flag

The user must be able to reset the Pool Creation Flag should the pool table become locked during the pool creation process.

Wheel Delete Password

The system shall enable a user with the appropriate security level to change the wheel delete password after its initial setup. The system shall allow these users to perform the following actions:

• Enter old password.

• Enter new password.

• Re-type new password.

Image Password

The system shall enable the user to access the document data location on the network where scanned documents are stored by entering the following information:

• Login

• Password

Image Storage

The system shall enable the user to define the directory and file path where scanned documents will be stored. At a minimum, the system shall display the following information:

• Home Name (used in System Parameters)

Attachment 15 26

• Home Path – https://

• Image Count

National Change of Address (NCOA) Imports

The system shall process and update address changes. The vendor will specify the format of the NCOA file to be imported. At a minimum, the system shall perform the following steps:

1. Verify the import is properly formatted and provide a descriptive error message if the file is improperly formatted.

2. If the file is properly formatted, the system shall import the address updates.

3. The system shall write an audit record to the history of each participant who received an address change.

4. If, as a result of, the address change a participant’s status changes, the system shall change the status in the database and write an audit record to the participant’s history record.

5. For each importation, a report shall be available identifying each participant whose information was updated and any change in status.

National Change of Address (NCOA) Imports