Attachment C - Demonstration Outline.docx

Attachment C – Demonstration Outline Solicitation: 15A00025Q00000095 A. Customer Request Submission

1. Demonstrate how a customer would request an evidence examination for evidence that will be sent to the laboratory.

a. The request should include descriptions of five items of evidence.

b. Demonstrate how the customer would request one or more examination types for each item.

c. Two items shall have at least three examination types selected.

2. Demonstrate how a customer would request an evidence examination for evidence that will not be submitted to the laboratory chain of custody.

a. The request should include the types of examinations requested, but it is anticipated that laboratory staff will enter the exhibit information later.

3. Demonstrate how a customer would request laboratory services that do not include evidence examinations.

4. Demonstrate how the customer would attach relevant files, such as reports of investigation, to the request.

5. Demonstrate features that could be used by customers to streamline the request process. For example, could they use a save-as-new function to copy fields from a previous request?

6. Demonstrate how the laboratory can add and remove the input fields that are part of the customer request.

B. Laboratory Acceptance

1. Demonstrate how the laboratory case manager (LCM) would review the customer request from the previous step and the available options for accepting or rejecting the customer requests.

2. Demonstrate how the LCM would view file attachments from the customer.

3. Demonstrate how the LCM would record notes or save files related to the customer request.

4. Demonstrate how the LCM would initiate the customer request in the LIMS along with any case assignment initiation, notifications, or other actions that might occur at the customer request approval stage.

C. Test sample management, evidence intake, chain of custody

1. Demonstrate what happens when shipping containers containing evidence items are received by the laboratory.

a. Demonstrate how laboratory personnel link the shipping containers to the previously approved customer request in the LIMS.

b. Demonstrate how the laboratory would record the shipping information

c. Demonstrate other activities or actions that occur when the containers of evidence are received. For example, initiating the chain-of-custody, printing barcodes, notifying laboratory units that the evidence for a customer request has arrived, scanning and storing shipping documents, etc.

2. Demonstrate the chain-of-custody of how the containers are transferred to the secure vault.

3. Demonstrate the chain-of-custody of how laboratory personnel would retrieve the containers from the secure vault.

4. Demonstrate how the laboratory staff would inventory the evidence items in the containers.

a. How would the laboratory staff verify in the LIMS that they received the items listed on the customer request?

b. What options are available if the items listed in the customer request do not match what is in the container?

5. Demonstrate how to create in the LIMS laboratory-separated and laboratory-generated sub exhibits where an item is split into multiple items that are.

a. Demonstrate how separated or sub-designated items can be individually tracked by the chain-of-custody.

b. Show how the LIMS identifies the parent item that the new item(s) were created from.

6. Demonstrate how to group multiple exhibits together so that evidence transfers do not require every item to be separately transferred.

7. Demonstrate how evidence items are transferred between people in the same discipline/group, and examiners in different disciplines/groups.

8. Demonstrate how evidence items are transferred between people and secure evidence locations and back to people.

9. Demonstrate the options for the disposition of the evidence at the end of a case

a. Demonstrate how evidence would be identified as destroyed or consumed during testing

b. Demonstrate how evidence would be identified as retained by the laboratory.

c. Demonstrate how shipping evidence back to the customer or forwarded to another location would be tracked by the LIMS.

10. Demonstrate the chain-of-custody record created by the evidence activities.

a. Can the record be created for all items in a case, for individual items, or for only items worked by a specific person or discipline.

11. Demonstrate that the solution can provide a real-time status of all evidence.

a. Display filters for evidence in the custody of a location, analyst, or discipline.

12. Many instruments perform measurements on test samples that are not evidence but that need to be recorded in the LIMS, such as baseline runs, reference samples, or control samples. Demonstrate how these types of test samples are entered into and tracked by the system.

D. Casework workflow D1. Casework workflow process for managers

1. Demonstrate the screens that managers would see that

a. (1) show customer requests that have been approved by the LCM, but the evidence has not been received at the laboratory

b. (2) show customer requests that are ready to be worked on, but have not yet been assigned to an examiner

c. (3) show case assignments that are assigned

d. (4) show the status of the assigned assignment

e. (5) show completed case assignments

f. (6) show how managers would search for case assignments and customer requests

2. Demonstrate how case assignments are assigned to examiners and reassigned to different examiners and how examiners find out about the assignments. Does the Solution allow more than one person to be assigned to a case assignment?

3. Demonstrate how the laboratory would set priority levels to customer requests and case assignments.

4. Demonstrate how the default order for the different case assignments for the same customer request are defined and how the default order can be modified.

5. Demonstrate how the laboratory would re-test evidence from previously closed case assignments. Can they renew existing case numbers from previously closed case assignments?

D2. Casework workflow process for staff

1. Demonstrate screens that examiners would see that

a. (1) show their case assignments

b. (2) show a detailed view of the case records organized by record type

c. (3) show a detailed view of the case records organized by test sample (i.e., exhibit)

2. Demonstrate how staff are informed that they have been assigned a case assignment.

3. Demonstrate how users would see communications related to their assignment and of all other communications related to the same case number.

4. Demonstrate how examiners would identify/acknowledge different status updates, such as

a. (1) acceptance of case assignment

b. (2) need custody of evidence

c. (3) finished with evidence and do not need evidence anymore

d. (4) ready for technical review

e. (5) ready for administrative review

f. (6) ready for case assignment to be closed

g. (7) notify other case assignment for the same customer request that they can have the evidence

h. (8) other status updates that are available

5. Demonstrate how examiners would enter how much time they spend on each case assignment.

6. Demonstrate how examiners can select case assignments from a queue of non-assigned assignments.

7. Demonstrate the ability for multiple examiners to work on an assignment at the same time, including that examiners with open assignments can transfer evidence to other examiners without affecting the completion status of their assignment, that examiners can work on an assignment without the evidence being in their custody, and that multiple examiners can enter exhibit information without locking the records for other examiners.

8. Demonstrate how the solution can check for missing required information in the case record.

9. Demonstrate the batch processing functionality of the solution.

D3. Casework workflow process to close out a customer request and related case assignments

1. Demonstrate the process to close out case assignments related to a customer request. Identify the options for closing a case assignment, such as assignment completed, no report, assignment cancelled, etc.

2. Demonstrate the process to close out a customer request.

D4. Administrative functions for casework

1. Demonstrate how case information can be changed if entered incorrectly

2. Demonstrate how case records can be moved to the correct case assignments if incorrectly stored under the wrong assignment.

3. Demonstrate how to create a report of all values and files that have been changed or deleted from their original values.

4. Demonstrate how to recover copies of previous versions of files that have been deleted or modified.

5. Demonstrate how to authenticate that a file is the same as the file stored in the solution.

E. Data file management E1. Uploading records/files to the case record

1. Demonstrate how files uploaded to a case record can be identified as specific record types.

2. Demonstrate how different record types can have different input fields or metadata.

3. Demonstrate how files uploaded to a case record can be linked in the LIMS to test samples (i.e., exhibits). Can a file be linked to multiple test samples?

4. Demonstrate how email messages from Microsoft Outlook can be uploaded to a case record. After the emails are uploaded, show the email messages and the email’s metadata (who, when, where). Show how email file attachments can be retrieved by the user.

5. Demonstrate how a user would create a manually entered record of a telephone conversation.

6. Demonstrate how a user would upload case records of each of the following common file types: scanned files, PDF files, PDF portfolio, Word Documents, Excel workbooks. After uploading have the Solution show a view of each of the files that was uploaded.

7. Demonstrate how a user would upload a very large file, greater than 500 MB. After uploading show a view of the file that was uploaded (if it is a common format).

8. Demonstrate how a user would upload 10 image files in the 15 to 20 MB size range. After uploading show a view of each of the files that was uploaded.

9. For the 10 files in the previous step, demonstrate how the input fields for the records can be changed for files. For example, set the description field for five files to ‘kitchen’ and the description for the other five files to ‘laundry’.

10. Demonstrate how a folder containing analysis files can be uploaded to the case record, and how the folder’s files can be downloaded in their original state so that further analysis can be performed.

11. Demonstrate how instrument files are ingested into the system.

12. Demonstrate any special features of the solution that are used to streamline uploading records to the LIMS solution.

E2. Downloading records

1. Demonstrate how individual files and groups of files can be downloaded from the solution.

2. Demonstrate how a data package of case record files (i.e., discovery package) can be downloaded and how the user can choose which types of records to include in the data package.

3. Demonstrate how the data package of case record files (i.e., discovery package) can be downloaded for a single case assignment, for all case assignment for the same customer request, and for all records for the laboratory case number.

4. Demonstrate how file names and folder names are specified for downloaded files. Can the laboratory define the naming conventions?

5. Demonstrate how to retrieve saved versions of reports (e.g. those required to be saved by laboratory policy) in any stage of the case.

6. Demonstrate how a readable report of the case assignment records can be created. For example, a package that could be reviewed by an examiner while preparing to testify when they did not have access to the network.

F. Electronic datasheets and worksheets

1. Demonstrate that the solution can have multiple electronic data sheets for different case assignment types and that the different data sheets can be used by different operating units.

2. Demonstrate how an examiner would start new electronic datasheet for a case assignment

3. Demonstrate the types of user controls on electronic datasheets. Such as text boxes, option buttons, checkboxes, date fields, combo boxes with editable text, list boxes with non-editable fields.

4. Demonstrate how values on an electronic datasheet could be made to affect other user input controls on the same datasheet. For examine if the user chose ‘pistol’ from a list of item types, a list of common locations to take DNA swabs from pistols might be shown. If a different type of item was selected, then different swabbing locations would be shown on the list.

5. Demonstrate how the examiner would link electronic data sheets to different test samples, (e.g., exhibits)

6. Demonstrate that multiple electronic data sheets can be linked to the same case assignment.

· Demonstrate any labor-saving features of the electronic data sheets, such as fill down, undo, save as new, etc.

G. Document Builder

1. Demonstrate how the user can select which document for the document builder to create.

2. Demonstrate the document builder creating a document from a template that the user selects.

3. Demonstrate that the document builder can insert the information from the case assignment into a report template including into the headers and footers.

4. Demonstrate that the values from electronic data sheets can be automatically inserted into documents.

5. Demonstrate that different report elements (text, tables, charts) can be automatically inserted into the document based upon the record types in the case assignment.

6. Demonstrate the type of document features available with the document builder, such as fill-in fields, tables of data, charts, boilerplate text, etc.

7. Demonstrate that the document builder can insert pictures into a document.

8. Demonstrate that the document builder can create a contact sheet of pictures associated with the case assignment.

9. Demonstrate how the user would edit the document after the document builder creates it.

10. Demonstrate how the user would submit a document for technical review and administrative review.

11. Demonstrate how the documents created by the document builder will be attached to case assignments.

12. Demonstrate that the document builder can create emails from document templates.

13. Demonstrate the document template builder tool that is used to create document templates.

H. Data mining and Management Reports

1. Data mining will be demonstrated using a pre-populated dataset provided by the bidder.

2. The bidder will be asked to demonstrate the process for querying casework related and resource usage information in the Solution.

3. Demonstrate how a user would use an ad hoc query tool for data mining.

4. Demonstrate how data mining would filter results by date range and organization that the record belongs to.

5. Demonstrate the ability of the data mining to produce statistics such as counts and averages.

6. Demonstrate the ability of the solution to save the data mining queries so that they can be reused.

7. Demonstrate the ability to save the datamining results in a shareable report format.

8. Demonstrate that the results of the datamining can download the attached files related to the found records.

9. Demonstrate the ability of the data mining to query the inputs of electronic data sheets shall be demonstrated. For example, a query of the number of pistols by a specific manufacturer during a specified time frame.

Standard management reports

1. Demonstrate datamining results of statistics of the number of customer requests in a given time frame categorized by the type of service requested.

2. Demonstrate datamining results of counts of casework assignments of backlog, received, and completed separated by assignment type, organization and timeframe.

I. Question and Answer Demonstration

· The final aspect of the demonstration will be a question-and-answer session where the laboratory evaluation panel will ask the bidder to demonstrate specific features.