Caseflow Baseline Requirements.xlsx
XLSX spreadsheet 32 KB Posted
- Solicitation number
- 36C10B26Q0436
About this file
This file is a baseline requirements document for the Caseflow application, which is a comprehensive case management system designed to support the Department of Veterans Affairs' appeals processing workflow. The application is organized into 20 major functional areas encompassing intake management, queue operations, request processing, hearing scheduling, decision drafting, dispatch operations, quality review, document management, system integrations, custom workflows and business rules, user account management, data management, reporting, regulatory compliance, legacy appeal support, user interface customization, notifications, and artificial intelligence capabilities.
The requirements specify detailed functional and non-functional specifications across all operational areas. Key features include the ability to intake and manage various appeal request types from VA forms and external systems; automatically distribute work through customized queue management and business rules; schedule, conduct, and record hearings with videoconferencing capabilities; draft, template, and digitally sign appeal decisions integrated with Microsoft Word; manage document review and annotation with full-text search capabilities; perform quality assurance reviews with error documentation; and generate standardized and ad hoc reports with real-time data. The system must integrate with multiple VA systems for appellant information, communications, status updates, and final documentation distribution, while supporting user role-based permissions, team structures, legacy appeal processing, and artificial intelligence functions for document translation, issue extraction, task identification, and relevance flagging. Additionally, the application must maintain a relational, state-based database architecture compliant with Appeals Modernization Act reporting requirements and federal data security regulations.
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| File | Type | Posted |
|---|---|---|
| 36C10B26Q0436 0001.docx | DOCX document | |
| 36C10B26Q0436.docx | DOCX document | |
| Product Description Appeals Application.docx | DOCX document |
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Sheet1
| Requirement | Type | Requirement Name | Requirement Description |
| 1.0 | BR | Intake | The business requires an application that provides the ability to intake requests. |
| 1.1 | FR | VA Form Intake | The application shall allow the intake of appeal requests based on specific VA forms that have been filled out by appellants. |
| 1.2 | FR | Intake Types | The application shall have the ability to intake and manage business-defined request types. |
| 1.3 | FR | Additional Documentation | The application shall allow requests requiring additional documentation to be temporarily moved to a queue for obtaining the documentation (pre-docket). |
| 1.4 | FR | Auto or Manual Data Entry | The application shall accept automated input or prompt users for specific information during the intake process. |
| 1.5 | FR | Apply Topics | The application shall allow users to mark an appeal request as relating to different business-defined topics during the appeal intake process. |
| 1.6 | FR | Multiple Intakes | The application shall allow users to intake multiple requests (appeals or other) for the same appellant. |
| 1.7 | FR | Multiple Parties | The application shall allow a request to have multiple parties. |
| 1.8 | FR | Manual Dockets | The application shall allow the business to define eligibility requirements for requests but still allow users to manually docket appeal issues that fail system checks of eligibility. |
| 1.9 | FR | Work Tasks | The application shall allow a request to be assigned a work task as part of intake. |
| 1.10 | FR | External Requests | The application shall allow the intake of requests that originate in external systems. |
| 1.11 | FR | Power of Attorney | The application shall allow each party to have a power of attorney (POA) designated for each request. |
| 2.0 | BR | Queue Management | The business requires an application that provides the ability to view and manage queues. |
| 2.1 | FR | Queues | The application shall provide a variety of request queues that allow work to flow to the correct user needing to perform tasks. |
| 2.2 | FR | Auto Distribution | The application shall be able to automatically distribute pending requests to individual user or team queues according to specific business rules. |
| 2.3 | FR | User Queue Management | The application shall allow privileged users to request that a certain number of requests be distributed to a queue. |
| 2.4 | FR | User Queue Management Rules | The application shall provide a way for privileged users to view and modify rules that determine how pending requests of different types are distributed to individual user or team queues. |
| 2.5 | FR | Assigned Requests | The application shall allow users to view a queue of requests that are assigned to them for working. |
| 2.6 | FR | Request Status | The application shall allow users to see the status of their assigned work, for example, which of their assigned requests are pending, which are on hold, and which are completed. |
| 2.7 | FR | Request Movement | The application shall allow the user-initiated movement of requests from one queue to another. |
| 2.8 | FR | Search | The application shall allow users to perform full or partial searches using specific criteria, and view the results in the queue. |
| 2.9 | FR | Filter | The application shall allow users to use filter functionality such that only a targeted group of results display in a queue based on selected criteria. |
| 2.10 | FR | Number of Documents/Pages | The application shall display the total number of documents and pages in a claims file related to a request. |
| 2.11 | FR | Page Number Control | The application shall allow users to select how many records to display on a given page of a queue. |
| 2.12 | FR | Special Statuses | The application shall provide the ability to automatically or manually assign a request with one or more special statuses (e.g. Advance on Docket (AOD)) based on business rules. |
| 2.13 | FR | Application Priority | The application shall be able to order appeal requests in lists according to priority and/or docket number, e.g., Advanced on Docket and CAVC requests are priority requests. |
| 2.14 | FR | Multiple Doc | The application shall support defining multiple request types with different workflows. |
| 2.15 | FR | Docket Switching | The application shall allow users to switch request types for a given request. |
| 2.16 | FR | Request View | The application shall provide the ability to display a summary of key attributes related to a request. |
| 2.17 | FR | External Documents | The application shall allow for the upload and management of documents related to a request. |
| 2.18 | FR | Request Status - System | The application shall automatically update item statuses in queues (e.g., opening a request changes the status from unread to read.) |
| 2.19 | FR | Request Status - User | The application shall allow users to change an item status in queues (e.g., change read back to unread). |
| 3.0 | BR | Request Management | The business requires an application that provides the ability to view and manage requests. |
| 3.1 | FR | View Request Details | The application shall allow users to view details about a request. |
| 3.2 | FR | Edit Request | The application shall allow users to edit certain aspects of a request. |
| 3.3 | FR | Add Notes | The application shall allow users to add notes to a request. |
| 3.4 | FR | Work Request | The application shall allow users to assign and work on tasks related to a request. |
| 3.5 | FR | View All Requests | The application shall allow users to view all requests associated with a party. |
| 3.6 | FR | Motion Management | The application shall support the creation, assignment, and resolution of pre‑ and post‑decisional motions. |
| 3.7 | FR | Visual Callouts | The application shall display visual indicators for requests that reflect specific business rules, for example, contested claims. |
| 3.8 | FR | Visual Callout Management | The application shall allow privileged users to add or remove request-specific visual indicators. |
| 3.9 | FR | Number of Documents/Pages | The application shall display the total number of documents and pages in a claims file related to a request. |
| 3.10 | FR | Substitution | The application shall allow parties to be substituted on an appeal request. |
| 3.11 | FR | Automatic Task Assignment | The application shall provide the ability to automatically assign request tasks based on customized logic. |
| 3.12 | FR | Shared Assignment | The application shall allow multiple users to be assigned to a single request task. |
| 3.13 | FR | Task Reassignment | The application shall allow users to reassign request tasks regardless of status. |
| 3.14 | FR | Bulk Task Assignment | The application shall allow users to assign request tasks in bulk. |
| 3.15 | FR | Cancel Task | The application shall allow privileged users to cancel request tasks. |
| 3.16 | FR | Multiple Users | The application shall allow multiple users to work on the same request simultaneously. |
| 3.17 | FR | Translation Requests | The application shall visibly flag appeals that have pending or completed translation tasks. |
| 4.0 | BR | Hearings | The business requires an application that provides the ability to manage hearings. |
| 4.1 | FR | Hearing Types | The application shall support different types of hearing review options. |
| 4.2 | FR | Schedule | The application shall allow users to schedule a hearing for an appellant on an allocated docket. |
| 4.3 | FR | View Details | The application shall allow users to view hearing details, as well as appeal details and related appellant documentation, for a hearing. |
| 4.4 | FR | Modify Details | The application shall allow users to modify details for a given appeal. |
| 4.6 | FR | Emails | The application shall generate emails to individuals regarding an appellant's scheduled hearing, based on certain criteria. |
| 4.7 | FR | Reschedule | The application shall allow users to re-schedule an appeal hearing. |
| 4.8 | FR | Withdraw | The application shall allow users to withdraw an appeal hearing. |
| 4.9 | FR | Assign | The application shall allow users to be assigned to hearings. |
| 4.10 | FR | Create Schedule | The application shall allow users to create a hearing schedule based on provided calendar availability and blackout date information of participants involved in the hearings. |
| 4.11 | FR | Scheduling Conflicts | The application shall prevent hearing scheduling conflicts. |
| 4.12 | FR | View Schedule | The application shall allow users to view a hearing schedule. |
| 4.13 | FR | View Docket | The application shall allow users to view a day's hearing docket. |
| 4.14 | FR | Assigned Hearings | The application shall allow users to view a list of their assigned hearings, in a prioritized order. |
| 4.15 | FR | Videoconferencing Capability | The application shall provide or integrate with a videoconferencing platform that allows users to conduct hearings. |
| 4.16 | FR | Worksheet | The application shall allow privileged users to input and view notes and disposition information related to a hearing. |
| 4.17 | FR | Audio Files | The application shall provide or integrate with a videoconferencing platform that allows audio files to be saved for conducted hearings. |
| 4.18 | FR | Transcription | The application shall provide or integrate with a videoconferencing platform that allows hearings to be transcribed. |
| 4.19 | FR | Prevent Video | The application shall provide or integrate with a videoconferencing platform that prevents video recording files from being generated. |
| 4.20 | FR | Schedule Hearings | The application shall allow hearings to be scheduled for different locations, including a national location for virtual hearings. |
| 4.22 | FR | Modernized Hearing Scheduler Queue | The application shall allow provide a prioritized national queue so that users can assign appeals to hearing schedulers. |
| 4.23 | FR | Auto-Docket Creation | The application shall provide the capability to automatically create one or more hearing dockets based on specific criteria. |
| 5.0 | BR | Decision | The business requires an application that provides the ability to draft and sign appeal decisions. |
| 5.1 | FR | MS Word Decision | The application shall integrate with MS Word to produce a decision document |
| 5.2 | FR | Decision Creation | The application shall allow attorney and judge users to write appeal decisions. |
| 5.3 | FR | Decision Template | The application shall provide native boilerplate capabilities so that boilerplate content can be pulled into appeal decision documents. |
| 5.4 | FR | Manage Content | The application shall allow users to edit, copy, and subscribe to boilerplate content. |
| 5.5 | FR | Sign Decision | The application shall allow judge users to sign appeal decisions via digital signature. |
| 5.6 | FR | Evaluate Attorney | The application shall provide the ability for judge users to evaluate attorneys and their work products (e.g., decision writing) based on a variety of factors. |
| 5.7 | FR | Send Decision to Dispatch | The application shall provide the ability for signed decisions to be routed to a Dispatch service for end-product processing. |
| 6.0 | BR | Dispatch | The business requires an application that provides the ability to dispatch decisions and request responses. |
| 6.1 | FR | Review Decision | The application shall allow users to review signed appeal decisions and request responses for accuracy. |
| 6.2 | FR | Print Decision | The application shall allow users to print appeal decisions and request responses, as well as cover letters, created from boilerplate content. |
| 6.3 | FR | Print Service | The application shall allow users to upload and send the decisions and request responses to a third-party print service. |
| 7.0 | BR | Follow On Request Work | The business requires an application that processes follow-on actions and requests that are related to an initial request. |
| 7.1 | FR | Split Appeal | The application shall allow an appeal to be split into two separate appeals, with the same identifier, but different issues on each. |
| 7.2 | FR | Merge Appeals | The application shall allow appeals to be merged. |
| 7.3 | FR | Post Decision Actions | The application shall allow for appeals to be withdrawn, dismissed, and reactivated post decision. |
| 7.4 | FR | Post Decisional Appeals | The application shall be able to intake and process new requests related to an initial request. |
| 8.0 | BR | Quality Review | The business requires an application that allows users to evaluate completed requests for quality. |
| 8.1 | FR | Quality Review | The application shall support the ability for users to evaluate completed requests for quality. |
| 8.2 | FR | Review Selection Criteria | The application shall provide the ability to automatically select requests for review based on specific criteria. |
| 8.3 | FR | Error Documentation | The application shall allow users to document errors identified during a quality review. |
| 8.4 | FR | Corrective Notes | The application shall allow users to notate corrective actions they've taken to address documented errors in a quality review. |
| 8.5 | FR | Edit Review | The application shall allow users to edit a submitted quality review. |
| 8.6 | FR | Withdraw Review | The application shall allow users to withdraw a quality review. |
| 8.7 | FR | Review Status | The application shall allow users to view the status of a quality review. |
| 9.0 | BR | Reader | The business requires an application that allows users to view and manage documents and evidence. |
| 9.1 | FR | Load Documents | The application shall allow users to load documents for review. |
| 9.2 | NFR | Load Time | The application shall not experience performance degradation when opening and navigating through content. |
| 9.3 | FR | Document Navigation | The application shall be able to move between consecutive documents when reviewing a claims file (e.g., using buttons/arrows to move between). |
| 9.4 | NFR | Zoom Time | The application shall not experience performance degradation when zooming in and out of documents. |
| 9.5 | FR | Separate Files | The application shall keep the files from different appeals separate. |
| 9.6 | FR | Document Status - User | The application shall allow users to change a document status (e.g., read, unread, reviewed, etc.). |
| 9.7 | FR | Document Status - System | The application shall automatically update document status when a document is opened (e.g., unread to read). |
| 9.8 | FR | Document Status | The application shall maintain document status at the user level (that is, if a user reads a document, it's marked as read just for that user, not everyone else.) |
| 9.9 | FR | Basic Search | The application shall allow users to perform a basic search across multiple documents. |
| 9.10 | FR | Advanced Search | The application shall allow users to perform advanced searches of documents. |
| 9.11 | FR | Recent Searches | The application shall allow users to access recent document searches. |
| 9.12 | FR | Save Searches | The application shall allow users to save document searches. |
| 9.13 | FR | Compare Documents | The application shall provide the ability to compare and tag duplicate documents. |
| 9.14 | FR | Tag Documents | The application shall provide the ability to automatically tag documents relevant to issues. |
| 9.15 | FR | Annotations | The application shall allow the addition of user-specific annotations to documents, including annotations that can record text and be added to specific locations in documents. |
| 9.16 | FR | Sort Documents | The application shall allow users to sort documents by one or more criteria, such as date, document type, and annotations. |
| 9.17 | FR | Filter Documents | The application shall allow users to filter documents by one or more criteria, such as date, document type, and annotations, such that only desired documents display. |
| 9.18 | FR | Hide Annotations | The application shall allow users to hide annotations from viewed documents and from document lists, based on selected criteria. |
| 9.19 | FR | Hide Documents | The application shall allow users to hide selected documents from view. |
| 9.20 | FR | Number of Documents/Pages | The application shall display the total number of documents and pages in a claims file. |
| 9.21 | FR | Highlight Text | The application shall allow users to highlight specific text in a document. |
| 9.22 | FR | Tag Users | The application shall allow users to tag a user within a document and have the tagged user notified. |
| 9.23 | FR | Tabbed View | The application shall support tabbed navigation for document review. |
| 9.24 | FR | Multiple Users | The application shall allow multiple users to work on the same document simultaneously. |
| 9.25 | FR | Translation Requests | The application shall visibly flag non-English documents that have pending or completed translation requests. |
| 10.0 | BR | Integrations | The business requires the ability to integrate with Department of Veterans Administration (VA) systems to process requests, or provide systems that can handle equivalent functionality. |
| 10.1 | FR | Integration | The application shall integrate with a VA system that obtains information regarding legacy Board appeals. |
| 10.2 | FR | Integration | The application shall integrate with VA systems to obtain information regarding appellants, parties, power of attorneys (POAs), and adjudicated issues. |
| 10.3 | FR | Integration | The application shall integrate with VA systems to provide or obtain information regarding specific types of appeals. |
| 10.4 | FR | Integration | The application shall integrate with a VA system to send email communications to appellants, judges, and representatives. |
| 10.5 | FR | Integration | The application shall integrate with a VA system to send text communications to appellants. |
| 10.6 | FR | Integration | The application shall integrate with a VA system to obtain appeal status information. |
| 10.7 | FR | Integration | The application shall integrate with or provide a system that intakes request correspondence documentation. |
| 10.8 | FR | Integration | The application shall integrate with or provide a system that generates and distributes request correspondence documentation. |
| 10.9 | FR | Integration | The application shall integrate with or provide a system that allows for the local download of documentation for a given appellant from a VA system. |
| 10.10 | FR | Integration | The application shall integrate with or provide a system that manages user accounts and permissions. |
| 10.11 | FR | Integration | The application shall integrate with a VA system that sends out final documentation and request responses to appellants. |
| 11.0 | BR | Custom Workflows | The business requires an application that provides the ability to create and manage custom workflows. |
| 11.1 | FR | Custom Workflows | The application shall allow privileged users to create and manage custom workflows, for example, the ability to create new queues. |
| 12.0 | BR | Custom Business Rules | The business requires an application that provides the ability to create and manage custom business rules. |
| 12.1 | FR | Custom Rules | The application shall allow privileged users to create and manage custom business rules. |
| 13.0 | BR | User and Team Account Management | The business requires the capability to manage user accounts and permissions, as well as teams |
| 13.1 | FR | Manage Permissions | The application shall provide a way for privileged users to manage user permissions on user accounts. |
| 13.2 | FR | Team Structure | The application shall be comprised of teams with users who can view certain data and perform certain tasks and actions in the application. |
| 13.3 | FR | Add Teams | The application shall allow privileged users to add teams. |
| 13.4 | FR | Manage Team Users | The application shall allow privileged users on a team to view users on the team and add users or remove them. |
| 13.5 | FR | Search Users | The application shall allow privileged users to search for a specific user and see the teams they are associated with. |
| 13.6 | FR | View All Teams | The application shall allow privileged users to view the names of all teams on one page and be provided access to their individual team pages. |
| 13.7 | FR | Deactivate Accounts | The application shall allow privileged users to temporarily or permanently deactivate a user account. |
| 13.8 | FR | Deactivated Account - No New Work | The application shall prevent new requests or request tasks to be assigned to deactivated users. |
| 13.9 | FR | Deactivated Account - Work Re-Assignment | The application shall provide the ability for the automatic or manual re-assignment of requests and request tasks of a deactivated user account to other users or queues. |
| 13.10 | FR | Edit User Accounts | The application shall allow privileged users to change certain aspects of a user account, for example, name information (when a person's name changes due to marriage). |
| 13.11 | FR | Document Permissions | The application shall enforce permissions such that only authorized viewers may view documents for each appeal or request. |
| 14.0 | BR | Data Management | The business requires an application that manages system data. |
| 14.1 | FR | Database Platform | The application shall have a relational database. |
| 14.2 | FR | State-Based Database | The application shall be state (rather than task) based. |
| 14.3 | FR | AMA Reporting Requirements | The application shall allow data collection to meet the requirements of the Appeals Modernization Act (AMA) reporting sections. |
| 14.4 | FR | External Data | The application shall be able to import data from previous systems. |
| 14.5 | FR | Request Data Capture | The application shall track and have the ability to report on certain aspects of a request across its lifetime, for example, all queue movements, all actions taken and by whom, all statuses, and how long a request has been in a given status. |
| 14.6 | FR | Data Element Management | The application shall allow privileged users to add or deactivate data categorization elements, for example, quality review error reasons and hearing dispositions. |
| 15.0 | BR | Reporting | The business requires an application that provides reporting capabilities. |
| 15.1 | FR | Standardized Reports and Dashboards | The application shall integrate with or have a reporting platform that provides a standardized set of reports and dashboards. |
| 15.2 | FR | Adhoc Reports and Dashboards | The application shall integrate with or provide a reporting platform that allows privileged users to dynamically query the database and create ad hoc reports and dashboards. |
| 15.3 | FR | Real-Time Reporting | The database platform shall provide real-time reporting capabilities. |
| 16.0 | BR | Regulatory Compliance | The business requires an application that supports compliance with Appeals Modernization Act (AMA) requirements and applicable federal regulations governing appeals processing. |
| 16.1 | FR | Systems of Record | The application shall comply with regulations relating to systems of record. |
| 16.2 | FR | Data Security | The application shall comply with data security requirements. |
| 17.0 | BR | Legacy Appeal Support | The application requires an application that supports the identification, visibility, and processing of legacy appeals in accordance with applicable statutory and operational requirements. |
| 17.1 | FR | Legacy Appeal Record Creation | The application shall allow users to create a record for a legacy appeal when a Notice of Disagreement (NOD) is received by the Agency of Original Jurisdiction. |
| 17.2 | FR | Appeal Data Capture | The application shall allow users to capture and maintain required data elements associated with a legacy appeal, including decision date, Notice of Disagreement receipt date, Board decisions, Remands, and issues being appealed. |
| 17.3 | FR | Appeal Milestone Tracking | The application shall allow users to record key milestones in the legacy appeal process, including issuance of a Statement of the Case (SOC), receipt of a substantive appeal, issuance of Supplemental Statements of the Case (SSOC) or when the benefit sought is granted in full or the court affirms the Board’s determination. |
| 17.4 | FR | Issue Scope and Disposition Management | The application shall allow users to update the scope and disposition of issues associated with a legacy appeal as the appeal progresses. |
| 17.5 | FR | Timeliness Handling | The application shall support the closure of issues or appeals when a substantive appeal is not received within the time period specified by law. |
| 17.6 | FR | Appeal Certification | The application shall allow users to record certification of a legacy appeal from the Agency of Original Jurisdiction (AOJ) to the Board. |
| 17.7 | FR | Appeal Activation and Docket Assignment | The application shall allow users to activate certified legacy appeals and assign a docket number used to track the appeal within Board processing workflows. |
| 17.8 | FR | Special Legacy Intake Scenarios | The application shall support the creation or reactivation of appeal records for legacy appeals that return to the Board following remands, court actions, or substitution of an appellant. |
| 17.9 | FR | Appeal Record Review | The application shall allow users to review legacy appeal records and associated case information to verify the accuracy and completeness of appeal data prior to continuing Board processing. |
| 18.0 | BR | User Interface | The business requires a user-customizable user interface. |
| 18.1 | FR | Customizable Dashboards | The application shall allow users to leverage dashboards as a landing page so that users can access relevant high-level information, tasks, and metrics tailored to their role or workflow. |
| 18.2 | FR | Saved Sorting / Filtering Preferences | The application shall allow users to save queue sorting and filtering preferences such that they are automatically applied every time the queue is displayed. |
| 19.0 | BR | Notifications | The business requires a notification system to communicate information to users. |
| 19.1 | FR | Notify User | The application shall provide the ability to inform users of system and user-generated alerts. |
| 20.0 | BR | Artificial Intelligience (AI) | The business requires the ability to harness artificial intelligence (AI) for certain request tasks. |
| 20.1 | FR | Document Translation | The application shall have the ability to harness artificial intelligence to recognize that a document requires translation. |
| 20.2 | FR | Document Review - Issues | The application shall have the ability to harness artificial intelligence to extract and consolidate all adjudicated issues from submitted documents into a unified issue list for the case. |
| 20.3 | FR | Scan Documents for Tasks | The application shall have the ability to harness artificial intelligence to scan documents in the appellant claims file, identify actionable filings, and generate tasks that match up to the document (e.g., sending out a Privacy Act response, cancelling the hearing task, distributing a withdrawn appeal for assignment, etc.) |
| 20.4 | FR | Document Consolidation | The application shall have the ability to harness artificial intelligence to identify and associate all documents related to a submission (e.g., attachments, supplemental forms) as part of a single request record. |
| 20.5 | FR | Intelligent Reporting and Analysis | The application shall have the ability to harness artificial intelligence to analyze outcomes, trends, and performance by issue type. |
| 20.6 | FR | Document Review - Relevance | The application shall have the ability to harness artificial intelligence to scan the appellant claims file and flag documents/document pages of particular relevance for attorney/judge review. |
| 20.7 | FR | Request Review at Intake | The application shall have the ability to harness artificial intelligence to scan all requests (not just appeals) during the Intake stage and generate tasks for the requests. |
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