CAO_CMS_Requirements.pdf

City Attorney of Santa Monica Case Management System

Required Capability Capability Detail Generate Case Matters System must be able to generate a new case matter with multiple unique identifiers (court case number and DR number) and multiple defendants. Ideally, the system will provide a criminal case referral intake portal and workflow.

Auto Fill and Import System must be able to auto-fill information pulled from SPMD RMS system. IE defendants name and booking information, arrest/incident date, court date, victim and witness name and contact information, DR numbers, citation numbers, etc.

Ability to notify user when a unique identifier such as DR# is already in the system. To avoid duplications.

Ability to input and store victim and witness names on a case not originally imported

Generate Workflow Ability to assign a workflow after a new matter is generated and track what tasks have been completed.

Generate and Track Case- Related Documents

Within each case matter, ability to generate and save several types of documents: criminal complaint, e-subpoenas, e-mails, arraignment, transmittals, letter, face sheet, police reports, videos, photos, restitution letters with auto-populated case/mail merge information depending on type of template.

Use of Charging Library Charging library with list of charges (SMMC, Penal and Vehicle Codes etc.) and corresponding language to auto-populate criminal complaint forms. Must accommodate periodic revisions to legal authorities. Ability to edit language and date on generated complaint and on any future e-filing format.

Track Restitution Must be able to track restitution ordered by the court and paid by the defendant. Restitution may be paid in a single-payment or multiple payments.

Rules-based alerts Must be able to generate a work-flow alert and/or report coinciding with specific dates (e.g., end of probationary terms for prosecutor review, retention schedules for records transfer/destruction, request for discovery, subpoenas, supervisor review, needs attention from an attorney or legal secretary).

System must allow for integration with:

Police Department

RMS

County Court IS

(DDES)

Criminal E-Filing

(TBD)

Via API and/or ISAB, allow interface with partner agency systems such as the LA Superior Court Data & Document Exchange Service (DDES), SMPD CAD/RMS and future Criminal e-filing mandates from LA County Court. Updates to system based on changing requirements from other interfaces must be built into this contract and require no additional fee.

Audit Trails Track all actions related to case matters.

E-Discovery Platform Ability to share and received electronic discovery with internal and external parties while providing the audit trails necessary to track when discovery is provided/reviewed.

Reporting Capabilities Ability to generate reports including the following:

Aging Case Report Pending Charging Report Upcoming Jury Trial Report Custody Filings Charging Trends Reports by Calendar Court Proceeding

Date Records Retention Reports Records Retention Index Records Destruction Report with workflow to Bulk Destruction of Electronic Data Restitution Collection Total Cases filed Total Cases entered Total Cases rejected Total cases reduced to infraction Total Cases for Particular Charges Total cases submitted by other agencies Ability to customize and create reports as need

Role Based Permissions and Workflows

Role Based Permissions and Workflows based on attorney, staff or client role.

Case Notes Ability to input and view case notes in chronical order on one screen along with date information that is not limited by a character count. The ability to add hyperlink to case notes.

Search Capabilities Ability to search by name, case number, DR number and a mechanism to see when cases are related. I.e., same victim in a case involving different defendants Ability to create Views or a similar format to see what’s down the pipeline in Pending Cases, Reviewed, Custodies, On calendar, etc.

Subpoenas Ability to electronically subpoena SMPD Officers, officers from outside agencies, and witnesses. Subpoenas should have the ability to auto-populate, create, edit, print, and email.

capabilities.

Email The ability to email directly from the system both internally and externally. Should be able to include attachments from documents contained in the system as well as reports that are generated from the system.

System Requirements

▪ Cloud-based hosting, with City of Santa Monica unique environment and can only be accessed by CAO criminal division employees.

▪ Ability to access system remote and when hard wired to a network.

▪ Licensing for (14) CAO seats, (1) Case Referral Client.

▪ System will provide management of Prosecution cases in its own database.

▪ Data will be encrypted and protected.

▪ Must have API/ISAB integration capabilities.

▪ Must have ability to interface with Microsoft Office Suite.

▪ Electronic Software Updates

Data Migration

▪ Migrate existing case records from existing case management system, CityLaw by Cycom Data Systems and SharePoint into new case management system.

▪ Migrate existing or create new document templates.

▪ Migrate existing Charging Library.

▪ Verify and test data retrieval in new system.

Implementation Services

▪ Create Case Referral Portal.

▪ Develop workflows and customizations per City specifications.

▪ Generate standard reports as specified above.

▪ Provide SME testing and acceptance procedures for all deliverables.

User Training

▪ Individualized staff training based on module.

▪ Ongoing training for new hires, problems as they arise, or change workflow/functionality for anticipated Court integration in 2022

▪ A searchable PDF manual that all users can download and easily access to quickly address common issues.

Software Licensing, Maintenance and Support

▪ Annual pricing & multi-year pricing.