Attachment 6 - Pool Functions.pdf

Pool Functions

Web-Based Jury Management System Requirements

Version 1.0

Attachment 6

Contents Overview

Users and Roles Stakeholders

Pool Functions Qualify

Print Qualified List Count Qualified Members Wheel Status Edit Source Record

Pool Create New Pool Add Members to an Existing Pool Reassign Pool Members Transfer Pool Members Change Jurisdiction Change Pool Type Change Attendance Date Complete Service Auto Defer by Pool Deferral Maintenance Delete Pool Pool Status Graph Pool Status Spreadsheet by Month Archive Pool Assign Exit Survey

Reports Pool Selection List Pool Sequence List Current Status Available Pool Members Report Pool Available by Date Pool Available Report with Events Excuse List Excuse Denied Report Deferred Count Summary Deferred Report by Pool Non-Responded Substituted Non-Responded Summons Report On-Call Report

Summary Non-Citizen Report Supplemental Questionnaire: Non-Responded Check Status by Pool Check Status by Date Check Status for Attendance by Pool Check Status for Attendance by Date Remarks – Judge Review (1-Step Courts) Summons Re-Print Mailing List/Summons Document Preparation Certificate of Appreciation Disqualified Letters Excuse Letters Partial Excusal Letters Excuse Denied Letters Deferred Letters FTA Letters Non-Responded Letters Notice to Appear Labels Completed Letters Bioform Disqualification Report Quality Control Report Unprocessed Records Report

Edit Edit Participant Enter Bioform Information Enter Responded Summons Enter Excused/Disqualified Substitute Undeliverable Summons Substitute Non-Responded Summons Enter Supplemental Questionnaire Receipts Collect Miles Review Miles

Online Public Access Juror Management Disqualification Requests Excusal Requests Name/Address Change Review Partial Excuse Requests Postponement Requests

Qualified Review Qualified with Remarks Review Questionnaire Snapshots Name/Address Change Review

Images and Files Data File Upload Re-print Batch Summary Qualification Review Qualification Review – List Qualified with Remarks Qualified with Remarks – List View Images and Files Print Images

Property of the Administrative Office of the U.S. Courts Attachment 6 1

Overview

The 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 user-driven interface. The following Pool business functions are required. The web-based version of the jury system may require the 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 6 2

Pool Functions

The system shall enable users to select from the following report options, and be able to select any printer on the network:

• Printed output

• On-screen HTML rendering

• Downloadable/printable PDF

• Exportable data in CSV and/or text file

• Email (specific print outputs, such as letters)

Qualify

Print Qualified List

The system shall enable the user to generate a qualified list by performing the following actions:

• Enter a division code.

• Pick a division code from the list or select all division codes.

• Apply a filter by date or date range.

The report shall include, at a minimum, the following information:

• Report Title

• Division

• Juror ID Number

• Participant Barcode (NOTE: This is not on the current report.)

• Participant Name (First, Last)

• Participant’s Full Address (City, State, Zip)

• Work Phone Number

• Home Phone Number

• Cell/Other Phone Number

• Date of Service

• Page Number (Page 1 of 1, etc.)

Count Qualified Members

The system shall enable the user to generate a qualified participant list by performing the following actions:

• Select the menu option.

• Report Date and Time

• Division

• Division Description

• Total Number of Qualified Per Division

Attachment 6 3

Wheel Status

The system shall enable the user to generate a wheel status by performing the following actions:

• Select the menu option.

The report shall include, at a minimum, the following information:

• Title

• Report Date and Time

• Division

• Total Number Available

• Total Not Available

• Total Undeliverable

• Total Not Sent Questionnaires

• Total Questionnaires Issued

• Grand Totals for Each Category

Edit Source Record

The system shall enable the user to access the edit source record by performing the following actions:

• Select the menu option.

• Enter a juror ID number.

• Enter a last name and first name.

The system shall enable users to update the following fields in the edit source record:

• Division Code

• Last Name

• First Name

• Street Address

• City

• State

• Zip

• Checkbox “Street Address same as Mailing Address?”

o Unchecked – Mailing Address window displays o Checked – Addresses are the same

• County of Residence

• Home Phone Number

• Work Phone Number

• Work Extension

• Cell/Other Phone Number

• Online Public Access Juror Lock (Y/N) o Yes – prevents participant from logging in to Online Public Access Juror Webpage o No – allows participant to access the Online Public Access Juror Webpage

• Email Address

Attachment 6 4

• Date of Birth (DOB)

• Social Security Number (SSN)

• Race

• Gender

• Citizen (Y/N)

• Status

• Federal Employee Checkbox

• Hispanic (Y/N)

• Notes

• Receive Text Checkbox

• Cell Carrier

The system shall enable the user to select the following options/links from the edit source record:

• Snapshots**

• Send Email

• Email History

• Images

• Print

• History

• Re-Print Questionnaire

**Snapshots capture the responses to the questionnaire either through scanning or through Online Public Access Juror Management.

Pool

Create New Pool

The system shall enable the user to create a new pool by performing the following actions:

• View all pools in the database.

• View only pools for the division associated with user’s login.

• Pick a current wheel from the wheel list.

• Pick a pool response date from the calendar, or the default date.

• Pick a jurisdiction from the pool jurisdiction list, or the default value.

o District o Appellate

• Enter the number of pools to create.

• Pick a type from the pool type list or use the default value.

o Bankruptcy o Petit o Grand Jury

• Enter the number of pool members for the pool.

• Pick a location from the court location list or use the default location (Configurations >

Court Location).

• Select the division to use in the data extraction (pool creation).

Attachment 6 5

• Designate the pool as a “Special Pool”.

• Designate the pool as “On Call”.

• Print a pool selection list report.

• Report Date and Time

• Jurisdiction

• Type of Pool

• Court Location

• Pool Type (Regular, Special, or On Call)

• Summons Date

• Juror ID Number

• Participant Barcode (NOTE: This is not on the current report.)

• Pool Sequence Number (optional)

• Name (Last, First)

• City/Municipality of Resident

• Appearance Date

• Voter Registration Number (if available)

• Driver’s License Number (if available)

• Division Code

• Source Code

• Page Count (Page 1 of 1, etc.)

Add Members to an Existing Pool

The system shall enable the user to add members to an existing pool by performing the following actions:

• Enter a pool number.

• Pick a pool number from the list.

• Select the appropriate pool from all the available pools.

• Enter the number of members to add.

• Pick a wheel from the list or accept the default wheel.

• Designate the pool as “On Call”.

• Select the division to use in the data extraction (pool creation).

• Print a pool selection list report.

• Report Date and Time

• Jurisdiction

• Type of Pool

• Court Location

• Pool Type (Regular, Special, or On Call)

• Summons Date

• Juror ID Number

Attachment 6 6

• Participant Barcode (NOTE: This is not on the current report.)

• Pool Sequence Number (optional)

• Name (Last, First)

• City/Municipality of Resident

• Appearance Date

• Voter Registration Number (if available)

• Driver’s License Number (if available)

• Division Code

• Source Code

Reassign Pool Members

The system shall enable the user to reassign pool members by performing the following actions:

• Enter a response date for the pool.

• Pick a response date from the calendar icon.

• Pick a jurisdiction from the list or accept the default jurisdiction.

• Pick a pool type from the list or accept the default pool type.

• Pick the court location from the list or accept the default location.

• Designate the pool as a “Special Pool”.

• Designate the pool as “On Call”.

• Enter the pool number that is being assigned to the new pool or pick a pool from the available pools using the list.

• Select one member or all members of the original pool for reassignment.

Transfer Pool Members

The user must understand the following to transfer pool members:

• Accept that the function will move all selected pool records to another division.

• Accept that the function will return all selected pool records to the master wheel for future random pool selection.

• Accept that selected members CAN NOT be returned to their original pool.

• Accept once the function is initiated it is UNRECOVERABLE.

Change Jurisdiction

The system shall enable the user to change pool members jurisdiction by performing the following actions:

• Enter a pool number.

• Pick a pool number from the list.

• Select the appropriate pool from all the available pools.

• Pick the new jurisdiction for the pool from a list of jurisdictions.

Change Pool Type

The system shall enable the user to change pool type by performing the following actions:

Attachment 6 7

• Enter a pool number.

• Pick a pool number from the list.

• Pick a new pool type from the list of pool types.

Change Attendance Date

The system shall enable the user to change the attendance date by performing the following actions:

• Enter an event number.

• Pick an event number from the list.

• Enter a pool number.

• Pick a pool number from the list.

• Enter the new attendance date.

• Pick a new attendance date from the calendar icon.

• Enter the attendance time. (Optional)

• Enter the ending attendance date. (Optional)

• Pick an ending attendance date from the calendar icon.

The system shall enable the user to choose the following options when changing the attendance date:

• Include Responded Participants Only

• Include Substituted Non-Responded Participants

• Include Panel/Jurors for Selected Pool

• Include Participants “On Call”

• Enter how many participants to randomly select.

o If left blank, all participants are automatically selected.

• Select one participant or all participants in the pool.

Complete Service

The system shall enable the user to complete service by performing the following actions:

• Enter a pool number.

• Pick a pool number from the list.

• Enter the completed date for the pool.

• Pick a completed date from the calendar icon.

• Select or deselect a juror to change juror’s status (i.e., FTA’s or Non-Responded).

• Add indicator for FTA jurors – names shown in different font color.

Auto Defer by Pool

The system shall enable the user to auto defer by pool by performing the following actions:

• Enter a pool number.

• Pick a pool number from the list.

• Enter the defer to date.

• Pick a defer to date from the calendar icon.

Attachment 6 8

• Pick a defer reason from the reason list.

• Select to print deferred letters for pool members.

o See the Deferred Letter Requirements section for detailed information regarding the deferred letter content.

Deferral Maintenance

The system shall enable the user to generate deferral maintenance by performing the following actions:

• Select one participant or all participants that have a status of deferred.

• Print a deferral report.

The system shall enable the user to select from three (3) choices for updating the deferrals:

• Change the deferral date.

o Enter a deferral date.

o Pick a date from the calendar icon.

• Add the deferred participant to an existing pool.

o Enter a pool number.

o Pick a pool number from the list.

• Return the pool member to the master wheel.

NOTE: Pool members returned to the master wheel may be randomly selected again in the future.

The system shall enable the user to sort and filter the report by the following information:

• Last Name

• Date Deferred To (Ascending)

• Date Deferred To (Descending)

• Date or Date Range

• District Name

• Report Date and Time

• Juror ID Number

• Participant Barcode (NOTE: This is not on the current report.)

• Name (Last, First)

• Address (Street, City, State, Zip)

• Division Code

• Return Date

• Voter Registration Number (if available)

• Driver’s License (if available)

• Total Deferred

• Comments

Attachment 6 9

Delete Pool

The system shall enable the user to delete a pool by performing the following actions:

• Enter a pool number.

• Pick a pool number from the list.

• Receive a warning if pool records have been updated (pool cannot be updated if records have been modified in any way).

• Receive a message to reinstate source list if pool has not been updated.

• Receive a warning message “Selecting Submit will permanently delete this pool.

Proceed?”.

Pool Status Graph

The system shall enable the user to generate a pool status graph by performing the following actions:

The system shall display a window showing, at a minimum, the following information:

• Pool Size

• Pool Number

• Active o Responded o Non-Responded o Panel Members o Jurors

• Not Active o Excused o Disqualified o Undeliverable o Deferred o Reassigned o Transferred o Completed

Pool Status Spreadsheet by Month

The system shall enable the user to generate a pool status spreadsheet by month by performing the following actions:

• Enter a beginning date.

• Enter an ending date (This shall be left blank for a 31-day report.)

The system shall display a window showing, at a minimum, the following information:

• Report Date and Time

• Response Date (MM/DD/YY and Day of Week)

• Total Selected by Day

• Total Summoned by Day

Attachment 6 10

• Total Responded by Day

• Total Panel by Day

• Total Jurors by Day

• Total Excused by Day

• Total Disqualified by Day

• Total Deferred by Day

• Total Reassigned by Day

• Total Undeliverable by Day

• Total Transferred by Day

• Total Completed by Day

• Total Not Serving, Selected, or Challenged (NSSC) Percentage (NOTE: This is not on the current report.)

• Grand Total by Category

Archive Pool

The system shall enable the user to archive a pool by performing the following actions:

• Choose active pools.

• Pick one or more pools from the list.

The system shall enable the user to reinstate an archived pool by performing the following actions:

• Choose archived pools.

• Pick one or more archived pools from the list.

NOTE: Archiving a pool prevents that pool from appearing in the in lists of current active pools.

Assign Exit Survey

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

• Enter a pool number.

• Pick a pool number from the list.

• Select one pool member or multiple pool members to participate in the exit survey from

Online Public Access Juror Website.

Reports

Pool Selection List

The system shall enable the user to generate a pool selection list by performing the following actions:

• Enter a pool number.

• Report Name

Attachment 6 11

• Pool Number

• Jurisdiction

• Type of Pool

• Court Location

• Summons Date

• Report Date and Time

• Pool Members by Juror ID Number

• Participant Barcode (NOTE: This is not on the current report.)

• Pool Sequence Number (optional)

• Pool Member Name (Last, First MI)

• Appearance Date

• Voter Registration Number (if available)

• Driver’s License Number (if available)

• Division Code

• Source

• Total Number of Pool Members

Pool Sequence List

The system shall enable the user to generate a pool sequence list by performing the following actions:

• Enter a pool number.

• Pick a pool number from the list.

• Sort by status (responded or summoned).

• Pool Number

• Jurisdiction

• Type of Pool

• Court Location

• Summons Date

• Report Date and Time

• Pool Members by Juror ID Number

• Participant Barcode (NOTE: This is not on the current report.)

• Pool Sequence Number (optional)

• Pool Member Name (Last, First MI)

• Appearance Date

• Responded to Summons (Yes/No)

• Notes (if applicable)

• Exemption (Partial Excuse) Dates

Attachment 6 12

Current Status

The system shall enable the user to generate a current status report by performing the following actions:

• Enter a pool number.

• Pick a pool number from the list.

The system shall set the default sort order for the report to the following:

• Participant Name (Last, First MI)

• Pool Number

• Jurisdiction

• Type of Pool

• Court Location

• Report Date and Time

• Pool Members by Juror ID Number

• Participant Barcode (NOTE: This is not on the current report.)

• Pool Sequence Number (optional)

• Pool Member Name (Last, First MI)

• Participant’s Full Address (Street Address, City State, Zip)

• Email Address

• Pool Status

• Appearance Date

• Deferral Status (FTA, etc.)

• Home Phone Number

• Work Phone Number

• Cell/Other Phone Number

• Total Responded

• Total Non-Responded

• Total Excused/Disqualified

• Total On Panel/Jury

• Total Deferred

• Total Undeliverable

• Total Transferred/Reassigned

• Total Complete

Available Pool Members Report

The system shall enable the user to generate an available pool members report by performing

Attachment 6 13 the following actions:

The report shall include, at a minimum, the following information :

• Pool Number

• Jurisdiction

• Type of Pool

• Court Location

• Report Date and Time

• Pool Members by Juror ID Number

• Participant Barcode (NOTE: This is not on the current report.)

• Pool Sequence Number (optional)

• Pool Member Name (Last First MI)

• Participant’s Full Address (Street Address, City, State, Zip)

• Pool Status

• Participant’s Occupation (if available)

Pool Available by Date

The system shall enable the user to generate a pool available by date report by performing the following actions:

• Enter a pool number.

• Pick a pool number from the list.

• Select the appropriate pool from all the available pools.

• Enter next attendance date (can be left blank).

• Pick a next attendance date from calendar icon.

The system shall enable the user to filter the report by the following:

• Participants On-Call

• Responded Participants Only

• Include Panel Members (default)

The system shall enable the user to sort the report by the following:

• Name

• Participant Number

• Sequence Number

• Jurisdiction

Attachment 6 14

• Type of Pool

• Court Location

• Next Report Date (This should be blank if not chosen by the user.)

• Report Date and Time

• Pool Members by Juror ID Number

• Participant Barcode (NOTE: This is not on the current report.)

• Pool Sequence Number (optional)

• Pool Member Name (Last, First) (sort alphabetically in descending order)

• Participant’s Address (Street Address, City, State, Zip)

• Status

• Occupation

Pool Available Report with Events

The system shall enable the user to generate a pool available report with events by performing the following actions:

• Enter a pool number.

• Pick a pool number from the list.

• Filter by date or date range.

At a minimum, the report shall display the following information:

• Jurisdiction

• Type of Pool

• Court Location

• Report Date and Time

• Pool Members by Juror ID Number

• Pool Sequence Number – Sorted by Sequence Number by default (optional)

• Participant Barcode (NOTE: This is not on the current report.)

• Pool Member Name (Last, First)

• Notes (if applicable)

• Responded (Y/N)

• Event Number

• Event Description

Excuse List

The system shall enable the user to generate an excused list by performing the following actions :

Attachment 6 15

• Excuse Category

• Excuse Reason

• Pool Number

• Jurisdiction

• Type of Pool

• Court Location

• Report Date and Time

• Excuse Category (Excused or Disqualified)

• Excuse Reason

• Participant Barcode (NOTE: This is not on the current report.)

• Juror ID Number

• Pool Sequence Number (optional)

• Pool Member Name (Last, First)

• Participant’s Full Address (Street Address, City, State, Zip)

• Date Excused or Disqualified

• Total Number of Excused

• Total Number of Disqualified

• Grand Total (Excused + Disqualified) Pool Members

Excuse Denied Report

The system shall enable the user to generate an excused denied report by performing the following actions:

• Enter a pool number.

• Pick a pool number from the list.

• Excuse Deny Code

The report shall include, at a minimum, the following information:

• Report Title

• Pool Number

• Report Date and Time

• Pool Member Name (Last, First)

• Participant’s Full Address (Street Address, City, State And Zip)

Attachment 6 16

• Excuse/Deny Code (O = Other, etc.)

• Excuse Remarks

• Excuse Reason

• Date Excuse Denied

Deferred Count Summary

The system shall enable the user to generate a deferred count summary by performing the following actions:

• Enter a court location.

• Pick a court location from the list.

• Pool Number

• Report Date and Time

• Date Deferred To (Month, Day, Year, Day of Week, i.e., Feb 19, 2024 Monday)

• Comments/Reasons for Deferral

• Number of Participants Deferred to That Date

• Grand Total Deferred

Deferred Report by Pool

The system shall enable the user to generate a deferred report by pool by performing the following actions:

• Enter a pool number.

• Pick a pool number from the list.

• Pool Number

• Report Date and Time

• Juror ID Number

• Participant Barcode (NOTE: This is not on the current report.)

• Pool Member Name (Last, First) (sorted alphabetically by default)

• Participant’s Full Address (Street Address, City, State, Zip)

• Division Code

• Pool Return Date (Date Deferred To)

• Voter Registration Number (if available)

Attachment 6 17

• Driver’s License Number (if available)

• Total Deferred

Non-Responded

The system shall enable the user to generate a non-responded report by performing the following actions:

• Enter a pool number.

• Select a date range.

• Pick a pool number from the list .

• Select multiple pools.

• Pool Number

• Report Date and Time

• Jurisdiction

• Type of Pool

• Court Location

• Return Date

• Pool Members by Juror ID number

• Pool Sequence Number (optional)

• Participant Barcode (NOTE: This is not on the current report.)

• Pool Member Name (Last, First) (sorted alphabetically by default)

• Participant’s Full Address (Street Address, City, State, Zip)

• Work Phone Number

• Home Phone Number

• Cell/Other Phone Number

• Substituted Non-Responded Date

• Replaced Non-Responded Date

• Replaced Undeliverable Date

• Comments (if available)

• Total Non-Responded Pool Members

Substituted Non-Responded Summons Report

The system shall enable the user to generate a substituted non-responded summons report by performing the following actions:

• Enter a pool number.

OR

Attachment 6 18

• Enter a beginning date.

• Enter an end date.

• Pool Number

• Report Date and Time

• Juror ID Number Substituted

• Participant Barcode (NOTE: This is not on the current report.)

• Pool Sequence Number (NOTE: This begins with the next sequential number from the original pool.) (optional)

• Pool Member Name (Last, First)

• Participant’s Full Address (Street Address, City, State, Zip)

• Division Used for Substitution

• Juror ID Number That Non-Responded

• Total Substituted

On-Call Report

The system shall enable the user to generate a pool on-call report by performing the following actions:

• Enter a pool number.

• Pick a pool number from the list.

• Pool Number

• Jurisdiction

• Type of Pool

• Court Location

• Original Report Date (To Court)

• Report Date and Time

• Pool Members by Juror ID Number

• Pool Sequence Number (optional)

• Participant Barcode (NOTE: This is not on the current report.)

• Pool Member Name (Last, First)

• Participant’s Full Address (Street Address, City, State, Zip)

• Work Phone Number

• Home Phone Number

• Cell/Other Phone Number

Attachment 6 19

Summary

The system shall enable the user to generate a pool summary report by performing the following actions:

• Enter a pool number.

• Pick a pool number from the list.

• Pool Number

• Jurisdiction

• Type of Pool

• Court Location

• Report Date and Time

• Pool Members by Juror ID Number

• Participant Barcode (NOTE: This is not on the current report.)

• Pool Sequence Number (optional)

• Pool Member Name (Last, First) (listed alphabetically by default)

• Participant’s Full Address (Street Address, City, State, Zip)

• Next Appearance Date

• Voter Registration Number (if available)

• Driver’s License Number (if available)

Non-Citizen Report

The system shall enable the user to generate a non-citizen report by performing the following actions:

• Enter a beginning date.

• Enter an end date.

• Save the report under a different name.

• Report Date

• Juror ID Number

• Participant Barcode (NOTE: This is not on the current report.)

• Pool Member Name (First Last)

• Participant’s Full Address (Street Address, City, State, Zip)

• Participant’s Date of Birth (DOB)

Attachment 6 20

Supplemental Questionnaire: Non-Responded

The system shall enable the user to generate a supplemental questionnaire non-responded report by performing the following actions:

• Enter a pool number.

• Pick a pool number from the list.

• Pool Number

• Jurisdiction

• Type of Pool

• Court Location

• Date Mailed/Sent

• Returnable Date

• Report Date and Time

• Pool Members by Juror ID Number

• Participant Barcode (NOTE: This is not on the current report.)

• Pool Sequence Number (optional)

• Pool Member Name (Last, First)

• Participant’s Full Address (Street Address, City, State, Zip)

• Work Phone Number

• Home Phone Number

• Cell/Other Phone Number

• Comments

Check Status by Pool

The system shall enable the user to generate a check status by pool report by performing the following actions:

• Enter a pool number.

• Pick a pool number from the list.

• Pool Number

• Report Date and Time

• Data Update Date and Time

Attachment 6 21

• Pool Member Last Name

• Pool Member First Name

• Pool Number

• Pool Sequence Number (optional)

• Status (Disqualified, Responded, etc.)

• Total Number of Pool Members (NOTE: This is not on the current report.)

• Page Count (Page 1 of 1, etc.) (NOTE: This is not on the current report.)

Check Status by Date

The system shall enable the user to generate a check status by date report by performing the following actions:

• Enter a beginning date or select a date from the calendar icon.

• Enter an end date or select a date from the calendar icon.

• Date Range Selected

• Report Date and Time

• Data Update Date and Tim

• Juror ID Number

• Participant Barcode (NOTE: This is not on the current report.)

• Participant Last Name

• Participant First Name

• Pool Number

• Pool Sequence Number (optional)

• Status (Disqualified, etc.)

Check Status for Attendance by Pool

The system shall enable the user to generate a check status for attendance by pool report by performing the following actions:

• Enter a pool number.

• Pick a pool number from the list.

• Pool Number

• Report Date and Time

• Data Update Date and Time

Attachment 6 22

• Pool Member Last Name

• Pool Member First Name

• Pool Number

• Pool Sequence Number (optional)

• Status (Disqualified, Responded, etc.)

Check Status for Attendance by Date

The system shall enable the user to generate a check status for attendance by date report by performing the following actions:

• Enter a beginning date or select a date from the calendar icon.

• Enter an end date or select a date from the calendar icon.

At a minimum, the report shall display the following information:

• Report Title

• Date Range Selected

• Report Date and Time

• Data Update Date and Time

• Juror ID Number

• Participant Barcode (NOTE: This is not on the current report.)

• Participant Last Name

• Participant First Name

• Pool Number

• Pool Sequence Number (optional)

• Status (Disqualified, etc.)

Remarks – Judge Review (1-Step Courts)

The system shall enable the user to generate a remarks – judge review report by performing the following actions:

• Enter a pool number.

• Pick a pool number from the list.

The header of the report shall include, at a minimum, the following information:

• Report Date and Time

• Juror ID Number

Attachment 6 23

• Type of Pool

• Responded Source

• Response Date and Time

• Address (Street, City, State, & Zip)

• Participant Name

The user shall have the ability to select any or all of the following to display on the report:

• Phone Numbers

• Age

• Place of Birth

• Country Code

• Marital Status

• How Long in County/State

• Social Security Number (SSN)

• Number of Children

• Occupation

• Employed

• Employer Information

• Government Employee

• Spouse’s Occupation

• Retired Occupation

• Pending Charges

• Convicted

• Disability

• Additional Questions

Summons

The system shall enable the user to generate a summons and/or questionnaire by performing the following actions:

• Enter a pool number.

• Pick a pool number from the list.

• Select the appropriate pool from all the available pools.

• Option to remove the pool sequence number from the summons.

• Option to print the summons (selection checkbox).

• Option to print the questionnaire (selection checkbox).

• Enter data into a text box to add a note to the summons – number of spaces set at maximum printable area on the summons form.

To generate a summons and/or questionnaire, the user shall be prompted for the following information:

• AO Form Type

• Summons Form Number

• Alternate Summons

• Location Number

Attachment 6 24

• Location Name

• Location Full Address (Street, City, State & Zip)

• Location Phone Number

• Location Call In Number

• Courthouse Name

• Juror Assembly Room

• Check-In Time

• Term of Service

• Clerk of Court Name

• List of participants in pool to select from.

• Printing a mailing list.

• Printing a postal barcode on the summons.

• Option for sorting the summons.

• Option for downloading a summons file.

• Prompt to load the printer with summons forms.

• Option for downloading a questionnaire file.

• Prompt to load printer with questionnaire forms.

The summons and/or questionnaire forms shall be available in the following formats:

• Hard copy output to a selected printer

• PDF

Re-Print Mailing List/Summons

The system shall enable the user to re-print a mailing list or summons by performing the following actions:

• Enter a pool number.

• Pick a pool number from the list.

• Select the appropriate pool from all the available pools.

• Option to remove pool sequence number from summons.

• Option to re-print mailing list.

• Option to re-print summons.

• Option to re-print questionnaire.

• Enter data into a text box to add a note to the summons.

The system shall enable the user to perform the following actions for a mailing list:

• Select one participant or all participants.

• Change the sort order.

The system shall display, at a minimum, the following information:

• Pool Number

• Report Date and Time

• Juror ID Number

• Division

Attachment 6 25

• Participant Name (First and Last)

• Participant Full Address (Street, City, State, Zip)

To re-print a summons, the system shall prompt the user for the following information:

• AO Form Type

• Summons Form Number

• Alternate Summons

• Pool Members with No Attendance

• Location Number

• Location Name

• Location Full Address (Street, City, State & Zip)

• Location Phone Number

• Location Call In Number

• Courthouse Name

• Juror Assembly Room

• Check-In Time

• Term of Service

• Clerk of Court Name

• Select one participant or all participants.

• Printing a postal barcode on the summons.

• Option for sorting the summons.

• Option for downloading a summons file.

• Prompt to load the printer with summons forms.

The summons forms shall be available in the following formats:

• Hard copy output to a selected printer

To re-print a questionnaire, the system shall prompt the user for the following information:

• Select one participant or all participants.

• Option for sorting the questionnaires.

• Option for downloading a questionnaire file.

• Prompt to load the printer with questionnaire forms.

The questionnaire forms will be available in the following formats:

• Hard copy output to printer

Document Preparation

The system shall enable the user to prepare documents (create an Excel file) by performing the following actions:

• Enter a pool number.

Attachment 6 26

• Option to choose by event.

• Enter an event.

• Pick an event from the list.

• Select the appropriate event from all the active events.

• Enter a destination for the Excel file created.

• Select a destination for the Excel file created.

Once the file has been created, the system shall prompt the user with the following selections:

• All Records in Pool or Event

• Only Responded Participants

• Only Excused Participants

• Disqualified Participants

• Panel Members

• Transferred

• Reassigned

• Deferred

• Jurors

• Summoned

The Excel file is created with the selections chosen and output to a destination specified by the user.

Certificate of Appreciation

The system shall enable the user to generate a certificate of appreciation by performing the following actions:

• Enter a pool number.

• Select a pool number from the list.

• Filter by date or date range.

The system shall prompt the user for the following statuses:

• Select All

• Transferred

• Responded

• Reassigned

• Excused

• Deferred

• Disqualified

• Jurors

• Panel Members

• Summoned

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

• Select one participant or all participants in the pool.

• Select a physical (street) address or postal (mailing) address.

Attachment 6 27

• Sort order for the certificates.

The user shall have the option to either email or print a hard copy of the certificate of appreciation.

Disqualified Letters

The system shall enable the user to retrieve a disqualified letter by performing the following

• Input a court location or select all locations.

• Pick a court location from the list.

• Choose to remove letters that were printed previously.

The system shall enable the user to distribute a disqualified letter by performing the following

• Select a single participant or all participants for letter distribution.

• Change the disqualified letter text (Letter Body in Configurations > Court Location).

• Change the disqualified email text (Letter Body in Configurations > Email Text).

• Utilize a pre-formatted letter.

• Generate a hard copy letter for printing.

• Send an email.

• Print a postal barcode.

The system shall include, at a minimum, the following information on a disqualified letter:

• Letter Headers (Configurations > Court Location)

• The date the letter was generated.

• Participant Salutation to Name

• Participant Name (First and Last)

• Full Address (Street, City, State, & Zip)

• Letter Body (Configurations > Court Location)

• Closing

• Clerk of Court Signature (GIF/JPEG file)

• Clerk of Court Name

• Clerk of Court Title

• By Line – Jury Administrator Name and Title (Jury Clerk, Jury Coordinator, etc.)

• Juror ID Number

• Participant Barcode

The system shall include, at a minimum, the following information on a disqualified email:

• Participant Salutation to Name

• Letter Body (Configurations > Email Text)

• Closing

Attachment 6 28

• Clerk of Court Name

• Clerk of Court Title

• By Line – Jury Administrator Name and Title (Jury Clerk, Jury Coordinator, etc.)

Excuse Letters

The system shall enable the user to retrieve an excuse letter by performing the following actions:

• Input a court location or select all locations.

• Pick a court location from the list.

• Choose to remove letters that were printed previously.

The system shall enable the user to distribute an excuse letter by performing the following

• Select a single participant or all participants for letter distribution.

• Change the Excuse letter text (Letter Body in Configurations > Court Location).

• Change the Excuse email text (Letter Body in Configurations > Email Text).

• Utilize a pre-formatted letter.

• Generate a hard copy letter for printing.

The system shall display, at a minimum, the following information on an excuse letter:

• The date the letter was generated.

• Participant Salutation to Name

• Participant Name (First and Last)

• Full Address (Street, City, State, & Zip)

• Letter Body (Configurations > Court Location)

• Closing

• Clerk of Court Signature (GIF/JPEG file)

• Clerk of Court Name

• Clerk of Court Title

• By Line – Jury Administrator Name and Title (Jury Clerk, Jury Coordinator, etc.)

• Juror ID Number

• Participant Barcode

The system shall include, at a minimum, the following information on an excuse email:

• Letter Body in Configurations > Email Text

Attachment 6 29

Partial Excusal Letters

The system shall enable the user to retrieve a partial excuse letter by performing the following actions:

• Input a court location or select all locations.

• Pick a court location from the list.

• Choose to remove letters that were printed previously.

The system shall enable the user to distribute a partial excuse letter by performing the following

• Select a single participant or all participants for letter distribution.

• Change the Partial Excuse letter text (Letter Body in Configurations > Court Location).

• Change the Partial Excuse email text (Letter Body in Configurations > Email Text).

• Utilize a pre-formatted letter.

• Generate a hard copy letter for printing.

The system shall include, at a minimum, the following information on a partial excuse letter:

• The date the letter was generated.

• Participant Salutation to Name

• Participant Name (First and Last)

• Full Address (Street, City, State, & Zip)

• Letter Body in Configurations > Court Location

• Closing

• Clerk of Court Signature (GIF/JPEG file)

• Clerk of Court Name

• Clerk of Court Title

• By Line – Jury Administrator Name and Title (Jury Clerk, Jury Coordinator, etc.)

• Juror ID Number

• Participant Barcode

The system shall include, at a minimum, the following information on a partial excuse email:

• Pool Number

• Participant Salutation to Name

• Letter Body in Configurations > Email Text

• Partial Excuse Date(s)

Attachment 6 30

Excuse Denied Letters

The system shall enable the user to retrieve an excuse denied letter by performing the following actions:

• Input a court location or select all locations.

• Pick a court location from the list.

• Choose to remove letters that were printed previously.

The system shall enable the user to distribute an excuse denied letter by performing the following actions:

• Select a single participant or all participants for letter distribution.

• Change the excuse denied letter text (Letter Body in Configurations > Court Location).

• Change the excuse denied email text (Letter Body in Configurations > Email Text).

• Utilize a pre-formatted letter.

• Generate a hard copy letter for printing.

The system shall include, at a minimum, the following information on an excuse denied letter:

• The date the letter was generated.

• Participant Salutation to Name

• Participant Name (First and Last)

• Full Address (Street, City, State, & Zip)

• Letter Body in Configurations > Court Location

• Closing

• Clerk of Court Signature (GIF/JPEG file)

• Clerk of Court Name

• Clerk of Court Title

• By Line – Jury Administrator Name and Title (Jury Clerk, Jury Coordinator, etc.)

• Juror ID Number

• Participant Barcode

The system shall include, at a minimum, the following information on an excuse denied email:

• Letter Body (Configurations > Email Text)

Attachment 6 31

• Clerk of Court Signature (GIF/JPEG file)

• Clerk of Court Name

Deferred Letters

The system shall enable the user to retrieve a partial excuse letter by performing the following actions:

The system shall enable users to perform the following actions to retrieve a deferred letter:

• Input a court location or select all locations.

• Pick a court location from the list.

• Choose to remove letters that were printed previously.

The system shall enable users to distribute a deferred letter by performing the following actions:

• Select a single participant or all participants for letter distribution.

• Change the deferred letter text (Letter Body in Configurations > Court Location).

• Change the deferred email text (Letter Body in Configurations > Email Text).

• Utilize a pre-formatted letter.

• Generate a hard copy letter for printing.

The system shall include, at a minimum, the following information on a deferred letter:

• The date the letter was generated.

• Participant Salutation to Name

• Participant Name (First and Last)

• Full Address (Street, City, State, & Zip)

• Letter Body (Configurations > Court Location)

• Closing

• Clerk of Court Signature (GIF/JPEG file)

• Clerk of Court Name

• Clerk of Court Title

• By Line – Jury Administrator Name and Title (Jury Clerk, Jury Coordinator, etc.)

• Juror ID Number

• Participant Barcode

The system shall include, at a minimum, the following information on a deferred email:

Attachment 6 32

• Deferral Date

• Letter Body (Configurations > Email Text)

• Closing

• Clerk of Court Signature (GIF/JPEG file)

• Clerk of Court Name

FTA Letters

The system shall enable the user to retrieve a failure to appear (FTA) letter by performing the following actions:

• Input a court location or select all locations.

• Pick a court location from the list.

• Choose to remove letters that were printed previously.

The system shall enable the user to distribute an FTA letter by performing the following actions:

• Select a single participant or all participants for letter distribution.

• Change the FTA letter text (Letter Body in Configurations > Court Location).

• Change the FTA email text (Letter Body in Configurations > Email Text).

• Utilize a pre-formatted letter.

• Generate a hard copy letter for printing.

The system shall include, at a minimum, the following information on an FTA letter:

• The date the letter was generated.

• Participant Salutation to Name

• Participant Name (First and Last)

• Full Address (Street, City, State, & Zip)

• Letter Body (Configurations > Court Location)

• Closing

• Clerk of Court Signature (GIF/JPEG file)

• Clerk of Court Name

• Clerk of Court Title

• By Line – Jury Administrator Name and Title (Jury Clerk, Jury Coordinator, etc.)

• Juror ID Number

• Participant Barcode

Attachment 6 33

The system shall include, at a minimum, the following information on an FTA email:

• Participant Name (First and Last)

• Letter Body (Configurations > Email Text)

• Closing

• Clerk of Court Signature (GIF/JPEG file)

• Clerk of Court Name

Non-Responded Letters

The system shall enable the user to retrieve a non-responded letter by performing the following actions:

• Input a pool number.

• Pick a pool number from the list.

• Select the appropriate pool from all the available pools.

The system shall enable the user to distribute a non-responded letter by performing the

• Select a single participant or all participants for letter distribution.

• Change the non-responded letter text (Letter Body in Configurations > Court Location).

• Change the non-responded email text (Letter Body in Configurations > Email Text).

• Utilize a pre-formatted letter.

• Generate a hard copy letter for printing.

• Send an email.

• Sort the letters.

The system shall include, at a minimum, the following information on a non-responded letter:

• The date the letter was generated.

• Participant Salutation to Name

• Participant Name (First and Last)

• Full Address (Street, City, State, & Zip)

• Letter Body (Configurations > Court Location)

• Closing

• Clerk of Court Signature (GIF/JPEG file)

• Clerk of Court Name

• Clerk of Court Title

• By Line – Jury Administrator Name and Title (Jury Clerk, Jury Coordinator, etc.)

• Juror ID Number

• Participant Barcode

Attachment 6 34

The system shall include, at a minimum, the following information on a non-responded email:

• Participant Salutation to Name

• Participant Name (First and Last)

• Letter Body (Configurations > Email Text)

• Closing

• Clerk of Court Signature (GIF/JPEG file)

• Clerk of Court Name

• Clerk of Court Title

• By Line – Jury Administrator Name and Title (Jury Clerk, Jury Coordinator, etc.)

Notice to Appear

The system shall enable the user to retrieve a notice to appear letter by performing the following actions:

• Input a court location or select all locations.

• Pick a court location from the list.

• Option to remove pool sequence number.

The system shall enable the user to distribute a notice to appear letter by performing the

• Select a single participant or all participants for letter distribution.

• Change the notice to appear letter text (Letter Body in Configurations > Court Location).

• Change the notice to appear email text (Letter Body in Configurations > Email Text).

• Utilize a pre-formatted letter.

• Generate a hard copy letter for printing.

• Send an email.

• Sort the letters.

The system shall include, at a minimum, the following information on a notice to appear letter:

• The date the letter was generated.

• Participant Salutation to Name

• Participant Name (First and Last)

• Full Address (Street, City, State, & Zip)

• Letter Body (Configurations > Court Location)

• Closing

• Clerk of Court Signature (GIF/JPEG file)

• Clerk of Court Name

• Clerk of Court Title

Attachment 6 35

• Participant Barcode

The system shall include, at a minimum, the following information on a notice to appear email:

• Participant Salutation to Name

• Participant Name (First and Last)

• Pool Number

• Date for Appearance

• Letter Body (Configurations > Email Text)

• Closing

• Clerk of Court Signature (GIF/JPEG file)

• Clerk of Court Name

Labels

The system shall enable the user to print labels from a specific court location(s) by performing the following actions:

• Input a court location or select all locations

• Pick a court location from the list.

The system shall enable the user to specify which labels to print by performing the following

• Select all members of a pool regardless of status.

• Select a single status or multiple statuses.

• Select a single member or multiple members with a specific status.

• Generate labels for printing and mailing.

• Print a postal barcode on the labels.

• Select a label type.

The system shall include, at a minimum, the following information on the labels:

• Participant Name (First MI Last)

• Full Address (Street, City, State, & Zip)

• Postal Barcode (if selected for printing)

Completed Letters

The system shall enable the user to generate a completed letter by performing the following actions:

• Select a single court location or all court locations.

• Pick a court location from the list.

• Choose to remove letters that were printed previously.

• Ability to filter by date or date range.

Attachment 6 36

The system shall enable the user to distribute a completed letter by performing the following actions:

• Select a single participant or all participants for letter distribution.

• Generate a hard copy letter for printing.

The system shall include, at a minimum, the following information on a completed letter:

• The date the letter was generated.

• Participant Salutation to Name

• Participant Name (First and Last)

• Full Address (Street, City, State, & Zip)

• Letter Body (Configurations > Court Location)

• Closing

• Clerk of Court Signature (GIF/JPEG file)

• Clerk of Court Name

• Clerk of Court Title

• By Line – Jury Administrator Name and Title (Jury Clerk, Jury Coordinator, etc.)

• Juror ID Number

• Participant Barcode

The system shall include, at a minimum, the following information on a completed email:

• Participant Name (First and Last)

• Letter Body (Configurations > Email Text)

• Closing

• Clerk of Court Signature (GIF/JPEG file)

• Clerk of Court Name

Bioform

The system shall enable the user to select a pool for a bioform report by performing the following actions:

• Input a pool number.

The system shall enable the user to select members from the chosen pool for a bioform report by performing the following actions:

• Select all members of a pool regardless of status.

Attachment 6 37

• Select a single status or multiple statuses.

• Select a single member or multiple members with a specific status.

The system shall enable users to select any or all of the following data fields to generate on the report:

• Last Name (default selection)

• First Name (default selection)

• Address (default selection)

• City (default selection)

• State (default selection)

• Zip (default selection)

• Mailing Address

• Home Phone Number

• Cell/Other Phone Number

• Work Phone Number

• Work Extension

• Email Address

• County of Residence

• Participant Number

• Pool Number

• Pool Sequence Number

• Return Date

• Responded

• On Call

• Next Report Day

• Status

• Pool Type

• Jurisdiction Code

• Regular/Specific Pool

• Federal Employee

• Excused Code

• Excused Date

• Deferred To

• Event Number

• Room

• Attendances

• No Failure to Appear (FTA)

• Def

• Notes

• Driver’s License Number

• State

• Mileage

• Age

• Age (This field is free form.)

Attachment 6 38

• Birthplace

• Race

• Race – Other

• Hispanic

• Gender

• Marital Status

• Spouse’s Occupation

• No Children

• Occupation (default selection)

• Education o High School Years o Above High School Years o Trade School Years

• Employed

• Employer Name

• Employer Address Line 1

• Employer Address Line 2

• Employer Address Line 3

• Work Hours: From

• Work Hours: To

• Days Off

• Social Security Number (SSN)

• Charges Pending

• Charges Remarks

• Disability

• Disability Remarks

• Convicted/Offense

• Conviction Remarks

• Rights Restored

• Scanner Code

• Primary Residence (State) – in the last year

• Primary State Remarks

• Primary Residence (County) – in the last year

• Primary County Remarks

• Any additional questions (defined in Configurations > Extra Questions)

The system shall enable the user to sort the bioform data by any of the selected fields prior to creating the output file.

The system shall output the data to the following file types:

• CSV export file

Disqualification Report

The system shall enable the user to generate a disqualification report by performing the

Attachment 6 39

• Select a disqualification status.

The system shall enable the user to select the following:

• A participant or all participants that match the selected status.

The report shall include, at a minimum, the following information:

• Report Title

• Report Date and Time

• Juror ID Number

• Participant Barcode (NOTE: This is not in the current report.)

• Participant Name (First Last)

• Pool Number

• Disqualification Code

• Disqualification Description

• Total Number of Disqualified

• Page Number (Page 1 of 1, etc.)

Quality Control Report

The system shall enable the user to generate a quality control report by performing the following actions:

• Select a wheel from the list.

• Select by wheel and date range. (optional)

• Select by wheel and date range and division. (optional)

• Select by wheel and division. (optional)

• Select by pool number from the list.

• Select by pool by entering a pool number.

• Title

• Pool Number (if selected)

• Report Date and Time

• Wheel Selected

• Division

• Juror ID Number

• Participant Barcode (NOTE: This is not in the current report.)

• Participant Name (Last, First)

• Work Phone Number

• Home Phone Number

• Cell/Other Phone Number

• Division Number

• Participant…