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CSP-09-033
DISTRICT OF COLUMBIA COURTS
SOLICITATION, OFFER AND AWARD
FOR SUPPLIES, OR SERVICES
ISSUED BY:
DISTRICT OF COLUMBIA COURTS
ADMINISTRATIVE SERVICES DIVISION
CONTRACTS & PROCUREMENT BRANCH OPENING DATE: July 14, 2009
616 H STREET, N.W., ROOM 622
OPENING TIME: ____________
WASHINGTON, D.C. 20001
DATE ISSUED: July 14 2009
CLOSING DATE: August 4, 2009_______________
SOLICITATION NUMBER: CSP-09-038
CLOSING TIME: 2:00 P.M.
OFFER/BID FOR:
A. Implement a State-of-the-art Crime Victims Compensation Management System (CVCMS) B. Provide System Enhancements as required
TABLE OF CONTENTS
| (X) |
| SEC. |
| DESCRIPTION |
| PAGE |
| (X) |
| SEC. |
| DESCRIPTION |
| PAGE |
| X |
| A |
| Solicitation/Offer/Award Form |
| 1 |
| X |
| H |
| Special Contract Requirements |
| 36-37 |
| X |
| B |
| Supplies or Services & Price /Cost |
| 2-4 |
| X |
| I |
| Contract Clauses |
| 38-40 |
| X |
| C |
| Description/Specs. Work Statement |
| 5-29 |
| X |
| J |
| List of Attachments |
| 41 |
| X |
| D |
| Packaging and Marking |
| 29 |
| X |
| K |
| Representation Certificates |
| 42-47 |
| X |
| E |
| Inspection and Acceptance |
| 30-31 |
| X |
| L |
| Instructions, Conditions, Notices |
| 48-61 |
| X |
| F |
| Deliveries and Performance |
| 32-33 |
| X |
| M |
| Evaluation Factors for Award |
| 62-64 |
| X |
| G |
| Contract Administration Data |
| 33-35 |
OFFER (TO BE COMPLETED BY OFFEROR) Note: In sealed bid solicitations “Offer” and Offeror” mean Bid” and Bidder.”
The undersigned offers and agrees that, with respect to all terms and conditions accepted by the Courts under “AWARD” below, this offer and the provisions of the CSP/IFB will constitute a Formal Contract.
OFFEROR
Name and title of Person Authorized to Sign Offer:
(Type or Print)
Name:
Street:
City, State:
Zip Code:
Signature
(Seal) Date:
Area Code &
Telephone Number:
Impress
Corporate
Seal
Corporate (Seal)
(Secretary) _____________________________________ (Attest)
AWARD (To be completed by the District of Columbia Courts)
CONTRACT NO._________________________________________________AWARD AMOUNT $____________________________
ACCEPTED AS TO THE FOLLOWING ITEMS:
DISTRICT OF COLUMBIA COURTS
BY:______________________________________
CONTRACTING OFFICER
CONTRACT PERIOD: __________________________________________ _________________________________________
AWARD DATE
PART I
SECTION B - SUPPLIES OR SERVICES AND PRICE/COST
Contract for CRIME VICTIMS COMPENSATION MANAGEMENT SYSTEM B.1 General Information The goal of this project is to implement a state-of-the-art Crime Victims Compensation Management System (CVCMS) at the District of Columbia Courts (Court), 500 Indiana Avenue, NW, Washington, DC 20001 in accordance with the technical specifications and provisions outlined herein.
The CVCMS implementation will be carried out based on an approved “CVCMS Project Plan” to be developed by the contractor. The project plan includes Schedule, Resource Management, Communications Management, System Testing, Legacy Data Migration/Implementation, and Project Training.
B.2 Background The Crime Victims Compensation Program provides financial assistance to victims and their families of violent crime. The program assists innocent victims of violent crime, as well as the survivors of homicide victims and dependent family members, with crime-related expenses including medical, counseling, and funeral bills; lost wages and support; the cost of temporary emergency housing and moving expenses for the health and safety of the victim; replacement of clothing held as evidence; and costs associated with cleaning a crime scene. Applications are filed, investigated and adjudicated by Compensation Program staff. The major activities of the Crime Victims Compensation Program are case processing, record management, outreach, and administrative functions. The activities associated with case processing accounts for the majority of functions the office and affect every position. The major tasks associated with case processing are victim interviews, input in the case management software, verification, and investigation of the claim, recommendation, review, and approval. In a typical year, the Court’s Crime Victims Compensation Program processes 2,500 compensation claims and handles approximately 10,000 payments.
The Court’s current CVCMS (Question & Answer) is a Disk Operating System (DOS) based Commerical-of-the-Shelf (COTS) program provided to the Crime Victims Compensation Program (CVC) from the state of Iowa. The individuals who enhanced and maintained the program/system in-house in Iowa are no longer available to support the program. Although the current system has served the Court well, the system is beyond its useful life in terms of its ability to satisfy current business requirements in a cost-effective manner and ability to share information with the Court’s enterprise case management system, CourtView, along with its ability to comply with Court’s strict information security standards. Upgrading to a new CVCMS will not only provide the Court with much needed functionality, but will also enable the IT Division staff to work with greater efficiency.
In November 2003, the Court began implementing the CourtView case management system across its various operations as part of its Integrated Justice Information System reengineering project. The CourtView system is the Court’s official record of case activities at the Court. The system provides functionality in the areas of party management, event scheduling, forms generation and scanning, motion tracking, docketing, rules-based workflow and electronic filing.
It is anticipated with the procurement of a best-of-breed CVCMS, the Court will possess added functionality such as the possibility of interfacing with the Metropolitan Police Department to verify arrest data; electronic filing; automated assignment of claims examiners, and the ability to have remote, off-site, access within District of Columbia government agencies.
B.3
CONTRACT PRICE
B.3.1
The Court contemplates awarding a firm-fixed priced contract with one (1) Base Year and one (1) Option Year. The Offeror shall provide the services at a firm-fixed price for Contract Line Item Numbers (CLINs) 0001, 0003 and 0004. CLIN 0002 shall be time and materials.
B.3.2
The Offeror shall provide a breakdown of the total prices for each fixed priced CLIN. The Offeror shall include all hardware, software, tools, materials individually priced and labor rates for each labor category proposed under that line item.
B. 3.3 Pricing. (CLIN 0002) – Hourly Labor Rates. The Offeror shall submit its total estimated price CLIN 0002. The Offeror shall submit a breakdown of the proposed job titles for each labor category proposed, hourly labor rates, and labor hours for all labor categories and all equipment and supplies utilized for the performance under this contract. The fully burdened labor applies to all direct labor hours, which includes labor performed by all personnel (including subcontractors) actually engaged in the direct performance of work required under this contract.
B.4
PRICE SCHEDULE – REQUIREMENTS
BASE YEAR—DATE OF AWARD THROUGH ONE YEAR
| Contract Line Item Number (CLIN) |
| Supplies/ Services |
| Quantity |
| Unit |
| Total |
| 0001 |
| Installation of Crime Victims System (hardware, software, configuration, testing and installation in accordance with Section C and Functional Requirements Spreadsheet (Refer to C.8 and Attachment A) |
| 1 |
| 0002 |
| CVCS System Interface with MIP GL (planning, development of data interface, testing and implementation in accordance with Section C and Functional Requirements Spreadsheet (Refer to C8 and Attachment A) |
| 1 |
| Training Services |
| 20 |
| Users |
| $______ |
| 0004 |
| Maintenance and Warranty Support |
Option Year 1
| Contract Line Item Number (CLIN) |
| Supplies/ Services |
| Quantity |
| Unit |
| Total |
| 0001 |
| Annual Maintenance and Support Services |
| 1 |
| 0002 |
| Training Services |
| 20 |
| Users |
| $______ |
| 0003 |
| Labor –Emergency Repair |
Service Calls
| Estimated100 labor hours |
| Hours |
| $______ |
SECTION C – DESCRIPTION/SPECIFICATIONS/WORK STATEMENT
C.1 The Court is soliciting Competitive Sealed Proposals (CSP) for all labor, materials, equipment, expertise, and supervision to furnish, deliver, and install an automated CVCMS.
The System shall be a robust COTS-based, stand-alone CVCMS that utilizes a Relational Database Management System (RDBMS) structure for the automated management of CVC Applications through the entire life cycle, including, case initiation, assignment to Claims Examiners, e-Filing, document management, document generation, document workflow, validity checking, accounts payable, integration with case activities, reporting, security, process integration and interfacing.
The acquisition of the CVCMS primary purpose is to implement a system that will ensure an efficient and robust system to manage CVC cases and reduce the costs attributed to the phase-out of the current Q&A DOS-based system.
The new CVCMS shall enhance the Court’s CVC management processes by:
· enabling better integration of crime victim’s information with the Court’s financial management system and District of Columbia agencies
· facilitating CVC case management planning, scheduling, process control, and monitoring, thereby improving efficiency and service to the public
· reducing the flow of paper across and within the Court’s operating divisions
· improving the accessibility of data, quality of information, and effectiveness of statistical reporting.
C.2
Features of the new system shall address the creation and maintenance of CVC cases, notice generation, assignment of claims examiners, requests for payment, resolution of requests for payments, and statistical reporting. The system will adhere to standards in the
Information Technology Division’s “Information Technology Architecture” (ITA).
C.3 System pricing shall include database and software licensing and post installation maintenance and support, to include:
· product help (e.g. 24-hour telephone support)
· application software upgrades
· database optimization and maintenance
· potential electronic interfaces with other Court systems
· labor--emergency repair services C.4 Full acquisition and implementation of CVCMS is projected and shall occur in calendar year 2009. All hardware and software necessary to the system’s performance shall become and remain the exclusive property of the Court.
C.5 Contractor shall provide to the Court copies of all end user software licensing agreements for all “off the shelf” software. Licenses for all off-the-shelf software shall be provided to the Court with all rights to use the software.
C.6 Contractor shall be required to keep the system source code in escrow so that the Court can obtain the code in the event that the contractor goes out of business or otherwise cannot support the product.
C.7 Customization/Modification/Enhancement and Future Release Solutions
— (See CLIN 0001 and Attachment A-Spreadsheet C.7-“Functional Requirements”)
Contractors shall complete up to (4) four applicable columns in Attachment A- Spreadsheet C.7-“Functional Requirements” as follows:
C.7.1 System Currently Satisfies Requirement (yes/no)--Contractor’s solution currently supports the requirement without the need of customization or modification. Briefly describe how your solution meets the requirement.
C.7.2 Future Release/Version Solution (date)--Contractor shall explain if the solution will support the requirement in a future release/versions. Please supply date of future release.
C.7.3 Customization/Modification Required (yes/no)--Contractor shall explain if solution does not currently support the requirement but the requirement could be met with customization or modification. Please supply details (e.g. level of effort and cost).
“Customization” is defined as a change to the configuration but not a change to the core code. “Modification” is defined as a change to the core code. Contractor shall explain if the solution does not support the requirement and there are no plans to support the requirement. Please make any comments needed relative to the requirement.
C.7 CRIME VICTIMS COMPENSATION MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS.
The requirements are as follows:
C.7 Requirements
| 1.0: |
| Functional Requirements |
Case Initiation
Allow the entry and maintenance of all Case related information and artifacts.
| 1.1.1.1: |
| Collect all existing data. |
| 1.1.1.2: |
| Collect all case notes data. |
| 1.1.1.3: |
| Allow tracking of all Case numbers for an action. |
| 1.1.1.4: |
| Allow for an electronic copy of all forms and documents associated with a Case to be stored with the Case. |
| 1.1.1.5: |
| Allow for the image of all electronically created documents and forms to be automatically saved with the Case. |
| 1.1.1.6: |
| Allow for the generation of a paper copy of all Case forms and documents created electronically. |
| 1.1.1.7: |
| Allow printing of Case [docket] note information on demand. |
| 1.1.1.8: |
| Allow all data associated with a Case to be viewable from inquiry screens. |
| 1.1.1.9: |
| Assignment of Claims Examiner |
The system shall require a Claims Examiner to be assigned to a Case.
| 1.1.1.9.1: |
| Provide or allow for the creation of rules to assign a Claims Examiner. |
| 1.1.1.9.2: |
| Allow all data views to be printed as reports. |
Allow the use of multiple legacy Case numbering schemes.
| 1.1.2.1: |
| Generate and assign unique identifying numbers for each case. |
| 1.1.2.2: |
| Generate and assign unique identifying numbers by fiscal year (October 1 through September 30). |
| 1.1.2.3: |
| Allow the assignment of a Secondary Case number to be assigned if a Primary Claim has been filed. (Example: Primary Case = 08-0001; Secondary Case = 08-0001A |
Allow the distributed Case initiation via the Internet.
| 1.1.3.1: |
| Allow a Case to be initiated via the Internet. |
C.7 Functional Requirements
| 1.1.3.2: |
| Allow assignment of participant roles at Case Initiation. |
Allow notification to Claimant and/or Victim of Case Initiation.
| 1.1.4.1: |
| Allow notification to Clamant and/or Victim of Case Initiation. |
| 1.1.4.1.1: |
| Allow the generation of notifications to be printed and mailed to Claimant and/or Victim. |
| 1.1.4.1.2: |
| Allow the generation of electronic notifications to be electronically sent to interested Claimant and/or Victim. |
| 1.1.4.2: |
| Provide or allow the generation of notices based on activity and user defined rules. |
Case Initiation
| 1.2.1: |
| Crime Victims Compensation Program |
Support the Crime Victims Compensation (CVC) Program.
| 1.2.1.1: |
| Allow for the initiation of individual cases. |
| 1.2.1.1.1: |
| Maintain data collected from the CVCP Application. |
| 1.2.1.1.2: |
| Assign a unique number for each case filed. |
| 1.2.1.2: |
| Allow for the batch filing of Cases. |
| 1.2.1.2.1: |
| Assign unique numbers for each Case in the batch. |
| 1.2.1.3: |
| Provide or allow the creation of a view listing the number of CVC Applications filed by a selected individual for a selected timeframe. |
| 1.2.1.4: |
| Provide or allow the creation of a selection of cases by the victim or claimant. |
| 1.2.1.4.1: |
| Allow a user to search a Case by user defined criteria, (i.e., Case number, full or partial name, full or partial address, offender name, Social Security Number, etc.) |
| 1.2.1.5: |
| Allow maintenance of victim or claimant data. |
| 1.2.1.5.1: |
| Provide or allow the assessment of payments made in each Case. |
| 1.2.1.5.2: |
| Calculate the total amount of payments made in each Case. |
| 1.2.1.5.3: |
| Allow the tracking of requests for payments made to servicing agencies (i.e., Hospitals, Hotels, etc.) |
| 1.2.1.6: |
| Provide or allow the creation of a link to police reports by victim name. |
| 1.2.1.7: |
| Provide or allow the creation of a link to police reports by Central Crime Number (CCN). |
| 1.2.1.8: |
| Provide or allow for the entry of information regarding bills received from service providers. |
| 1.2.1.8.1: |
| Allow a user to add, edit or delete bill information from a case. |
C.7 Requirements
| 1.2.1.8.2: |
| Allow user to indicate that a payment is approved after expense has been verified, limits have been checked, calculation completed and claim has been approved based on user defined Security Rules. |
| 1.2.1.8.3: |
| Capture the date that a payment has been approved. |
| 1.2.1.9: |
| Provide or allow an alert or flag based on user defined requirements. |
| 1.2.1.9.1: |
| Provide or allow for an alert or flag when an Application involves Domestic Abuse. |
| 1.2.1.9.1.1: |
| Maintain information on placement facilities when an Application involves Domestic Abuse. |
| 1.2.1.9.1.2: |
| Provide or allow an alert or flag when an Application involves crimes committed outside of the District of Columbia. |
| 1.2.1.9.1.3: |
| Provide or allow an alert or flag when a duplicate claim is filed. |
| 1.2.1.9.1.4: |
| Provide or allow an alert or flag when a duplicate Social Security Number is entered. |
| 1.2.1.9.1.5: |
| Provide or allow an alert or flag when related and/or companion claims have been filed. |
| 1.2.1.9.1.6: |
| Provide or allow an alert or flag when a Victim is an offender in another claim. |
| 1.2.1.9.1.7: |
| Provide or allow an alert or flag if an Application is not filed within a timely manner based on user defined rules. (Currently 12 months from the date of a crime.) |
| 1.2.1.9.1.7.1: |
| Provide or allow an alert or flag if a crime was not reported within a specific number of days based on user defined rules. |
| 1.2.1.9.1.8: |
| Provide or allow an alert or flag if a Claimant is a minor. |
| 1.2.1.9.1.9: |
| Provide or allow an alert or flag when information requested on the Law Enforcement Verification Form is not received. |
| 1.2.1.9.1.10: |
| Provide or allow an alert or flag when information requested on the Acknowledgement Letter to the Victim and/or Claimant has not been received. |
| 1.2.1.9.1.11: |
| Provide or allow an alert or flag of collateral sources on any bills received from service providers in a Case. |
| 1.2.1.9.1.12: |
| Provide or allow an alert or flag if duplicate bills for the same date of service are received from the same payee. |
| 1.2.1.9.1.13: |
| Provide or allow an alert or flag if the maximum for each benefit type has been met or exceeded. |
| 1.2.1.9.1.14: |
| Provide or allow an alert or flag if bill received has a date for service prior to the date of the crime committed. |
| 1.2.1.10: |
| Allow for automatic an alert or flag in a Case upon total payment of the maximum amount allowed (currently $25,000). |
C.7 Requirements
| 1.2.1.11: |
| Provide or allow the creation of a view listing of assigned CVC cases without payment after 60 days of assignment to the Claims Examiner. |
| 1.2.1.12: |
| Allow for the user to manually change the status of a Case based on internal Business Processes. (Current Case Statuses used: Approved; Denied; Eligible – No Payment; and Administratively Closed) |
| 1.2.1.12.1: |
| Allow for the user to define and add any additional required Case Statuses to the System. |
Schedule Management
| 1.3.1: |
| Allow user creation of scheduling rules. |
| 1.3.1.1.: |
| Provide or allow the creation of Case templates with standard scheduling rules to be used at Case initiation and/or assignment. |
| 1.3.1.2: |
| Allow users with proper authority to override scheduling rules. |
| 1.3.1.3: |
| Allow for the tracking of prerequisites for an [event]. |
| 1.3.1.4: |
| Notify participants when prerequisites for an [event] have not been met. |
| 1.3.1.5: |
| Allow for the tracking of prerequisites for an [event]. |
| 1.3.2: |
| Notify participants when prerequisites for an [event] have not been met. |
| 1.3.2.1: |
| Provide a listing of Cases with outstanding prerequisites. |
| 1.3.2.2: |
| Allow user creation of scheduling priority rules. |
Calendar Management [organize cases under a certain individual or location]
| 1.4.1: |
| Provide a multi-dimensional calendar management. |
| 1.4.1.1: |
| Allow the user to select dimensions for which a calendar can be managed. |
| 1.4.1.2: |
| Coordinate scheduling events across calendar dimensions. |
| 1.4.1.3: |
| Allow display of multiple calendars. |
| 1.4.1.4: |
| Allow on demand printing of calendar view. |
| 1.4.1.5: |
| Allow calendar events be highlighted based on user defined rules. |
| 1.4.1.6: |
| Allow mass updates to the calendar. |
| 1.4.1.7: |
| Allow rollbacks on mass updates. |
| 1.4.1.8: |
| Allow calendar events to be recorded on the Case [docket]. |
| 1.4.1.9: |
| Allow the reason for a calendar change to be tracked. |
| 1.4.1.10: |
| Allow notification of Case participants of Calendar changes. |
C.7 Requirements
Allow the management of caseloads.
| 1.4.2.1: |
| Allow claims examiners view their caseload. |
| 1.4.2.2: |
| Allow all or part of a claims examiners caseload to be reassigned to another claims examiner. |
Allow calendars to be viewed by interested parties.
Record Keeping
Allow management of all records pertaining to a Case
| 1.5.1.1: |
| Allow for the official record of a Case to be maintained electronically. |
| 1.5.1.1.1: |
| Allow for the entry and tracking of the Type of Crime committed against a Victim. |
| 1.5.1.1.1.1: |
| Limit the number of Crimes to be chosen to one (1) per Application. |
| 1.5.1.1.1.2: |
| Allow the addition of Types of Crime(s) committed against a Victim to any Code Tables |
| 1.5.1.1.1.3: |
| Allow the editing of Types of Crime(s) committed against a Victim in the existing Code Table. |
| 1.5.1.1.1.4: |
| Allow the editing of Types of Crime(s) committed against a Victim in an existing Case. |
| 1.5.1.1.2: |
| Allow for the entry and tracking of the type(s) of claim(s) being submitted. |
| 1.5.1.1.2.1: |
| Allow for the editing of the expense limitations set within the System. |
| 1.5.1.1.2.2: |
| Allow for the editing of expense categories set within the System. |
| 1.5.1.1.2.3: |
| Allow for the entry and tracking of Medical costs paid on behalf of a Victim or Claimant. |
| 1.5.1.1.2.3.1: |
| Allow for the tracking of limitations on dollar amounts paid for medical costs for mental health by adult and/or minor. |
| 1.5.1.1.2.3.2: |
| Allow for the tracking of to whom medical costs are paid. |
| 1.5.1.1.2.4.: |
| Allow for the entry of any Funeral Expenses paid. |
| 1.5.1.1.2.4.1: |
| Allow for the tracking of limitations on the dollar amounts paid for Funeral Expenses. |
| 1.5.1.1.2.5: |
| Allow for the entry of payments made due to loss of support for survivors of homicide. |
| 1.5.1.1.2.5.1: |
| Allow for the tracking of limitations on the dollar amounts paid for loss of support for survivors of homicide by dependant and by claim. |
| 1.5.1.1.2.6: |
| Allow for the entry of payments made for loss of services and expenses for substitute services. |
C.7 Requirements
| 1.5.1.1.2.6.1: |
| Allow for the tracking of limitations on the dollar amounts paid for loss of services and expenses for substitute services. |
| 1.5.1.1.2.7: |
| Allow for the entry of payments made for loss of wages. |
| 1.5.1.1.2.7.1: |
| Allow for the tracking of limitations on the dollar amounts paid for loss of wages at 80% of net pay, up to $10,000 or one year, whichever is reached first. |
| 1.5.1.1.2.7.2: |
| Allow for the emergency flagging on an ward for payment of lost wages. |
| 1.5.1.1.2.8: |
| Allow for the entry of payments for temporary housing. |
| 1.5.1.1.2.8.1: |
| Allow for the tracking of limitations on the dollar amount paid for temporary housing. |
| 1.5.1.1.2.9: |
| Allow for the entry of payments for moving expenses. |
| 1.5.1.1.2.9.1: |
| Allow for the tracking of limitations on the dollar amount paid for moving expenses. |
| 1.5.1.1.2.10: |
| Allow for the entry of payments for clothing replacement. |
| 1.5.1.1.2.10.1: |
| Allow for the tracking of limitations on the dollar amount paid for clothing replacement. |
| 1.5.1.1.2.11: |
| Allow for the entry of payments for transportation expenses in state. |
| 1.5.1.1.2.11.1: |
| Allow for the tracking of limitations on the dollar amount paid for transportation expenses in state. |
| 1.5.1.1.2.12: |
| Allow for the entry of payments for transportation expenses out of state. |
| 1.5.1.1.2.12.1: |
| Allow for the tracking of limitation on the dollar amount paid for transportation expenses out of state. |
| 1.5.1.1.2.13: |
| Allow for the entry of payments of reimbursement for rental of a car to replace a car being held as evidence. |
| 1.5.1.1.2.13.1: |
| Allow for the tracking of limitations on the dollar amount paid for rental of a car. |
| 1.5.1.1.2.14: |
| Allow for the entry of payments for security measures for the home. |
| 1.5.1.1.2.14.1: |
| Allow for the tracking of limitations on the dollar amount paid for security measures for the home. |
| 1.5.1.2: |
| Allow for the batch entry of Case data. |
| 1.5.1.3: |
| Allow for all Case related information to be maintained as a chronological Case history. |
| 1.5.1.4: |
| Automatically update the Case history upon an action or the completion of an event, (i.e., payment made, Case Note added, etc.). |
| 1.5.1.5: |
| Allow for the editing of Case history entries. |
C.7 Requirements
| 1.5.1.6.1: |
| Allow for the manual closure of a Case based on user defined rules. |
| 1.5.1.9: |
| Validity Checking |
Allow rules based validity checking.
| 1.5.1.9.1: |
| Allow the tracking of all events and actions related to a Case, (i.e., Requests for Payment, Payments made, etc.). |
| 1.5.1.9.2: |
| Allow the tracking of the status of events or actions related to a Case. |
| 1.5.1.9.3: |
| Track all dates associated with an event or action (i.e., Request for Payment date, Payment date, Denial of Payment date, etc.). |
| 1.5.1.9.4: |
| Allow for the Case status to be changed based on User defined rules. |
| 1.5.1.9.5: |
| Allow for validity checking to prevent incorrect data from being entered, (i.e. the date of February 29 being entered when it is not leap year, text being entered in a dollar amount field, etc.) |
Allow mass updates of records.
| 1.5.1.10.1: |
| Allow for the selection by participant of Cases to be updated. |
| 1.5.1.10.2: |
| Allow the mass reassignment of Cases from one claims examiner to another. |
| 1.5.1.10.3: |
| Allow for [docket] entries to be created by mass changes. |
| 1.5.1.10.4: |
| Allow rollback of mass updates. |
| 1.5.1.10.5: |
| Provide user confirmation of records to be updated. |
| 1.5.1.11: |
| Individual Data |
Track individuals associated with a Case
| 1.5.1.11.1: |
| Track party history in a Case. |
| 1.5.1.11.1.1: |
| Track address history for parties to a Case. |
| 1.5.1.11.1.2: |
| Track telephone number history for parties to a Case. |
| 1.5.1.11.1.3: |
| Track Employment history for the Victim and/or Claimant to a Case. |
| 1.5.1.11.2: |
| Allow for multiple names for a party to a Case, (i.e., AKA – Also Known As). |
| 1.5.1.11.3: |
| Track roles for all individuals associated with a Case. |
| 1.5.1.11.4: |
| Allow maintenance of information associated with an individual on a Case. |
| 1.5.1.11.5: |
| Allow for one record per individual. |
C.7 Requirements
| 1.5.1.11.6: |
| Allow for the merging of multiple records of duplicate claims into a single record based on user defined rules. |
| 1.5.1.11.7: |
| Allow for the tracking of multiple legacy unique numbers assigned to an individual (i.e., Social Security Number, Criminal Complaint Number, Civil Protection Order Case Number, Neglect Number, Criminal Number, Domestic Violence Number, etc.). |
| 1.5.1.11.8: |
| Allow for identification of all Cases associated with an individual. |
| 1.5.1.11.9: |
| Allow Agencies or organizations to be tracked as participants in a Case. |
| 1.5.1.11.9.1: |
| Allow then entry of collateral sources in a Case. |
| 1.5.1.11.9.2: |
| Allow the entry of referral sources to a Case, (i.e., name of referring Agency or Organization). |
| 1.5.1.11.9.3: |
| Allow individuals to be associated with an organization. |
| 1.5.1.11.10: |
| Allow Cases to be linked based on user defined rules. |
| 1.5.1.11.11: |
| Allow the collection and tracking of individual physical characteristics of the victim and/or claimant. |
| 1.5.1.11.11.1: |
| Allow the collection and tracking of an individual’s race. |
| 1.5.1.11.11.2: |
| Allow the collection and tracking of an individual’s age. |
| 1.5.1.11.11.3: |
| Allow the collection and tracking of an individual’s medical, dental and or mental health. |
| 1.5.1.11.11.4: |
| Allow the collection and tracking of an individual’s gender. |
| 1.5.1.11.11.5: |
| Allow the collection and tracking of an individual’s [prior] disability. |
| 1.5.1.11.11.6: |
| Allow the collection and tracking of an individual’s primary language. |
| 1.5.1.11.12: |
| Allow for the entry of Secondary Victims and/or Claimants, and/or Dependants on a Case. |
| 1.5.1.11.13: |
| Allow for the entry of a Claimant on a Case. |
| 1.5.1.11.13.1: |
| If the Claimant is the Victim, the solution shall automatically populate the Victim information into all pertinent Claimant fields. |
| 1.5.1.11.13.2: |
| If the Claimant is not the same as the Victim, the solution shall allow for the entry of the Claimant’s information. |
| 1.5.1.11.13.2.1: |
| Allow entry of the Claimants relationship to the Victim in a Case. |
| 1.5.1.11.14: |
| Allow the entry of Victim and/or Claimant attorney information when an Appeal is filed. |
Allow tracking of restitution payments.
| 1.5.1.12.1: |
| Allow tracking of restitution ordered to be paid in a Criminal Case associated with the CVC Application. |
C.7 Requirements
Allow archive management of records.
| 1.5.2.1: |
| Provide or allow the creation of Case archiving rules. |
| 1.5.2.2: |
| Provide or allow the creation of a view listing cases ready to be archived based on user defined rules. |
| 1.5.2.3: |
| Allow the identification of Cases to be archived by case type. |
| 1.5.2.4: |
| Allow the identification of all physical items associated with a case to be archived. |
| 1.5.2.5: |
| Provide or allow the creation of a view listing archived cases and status. |
| 1.5.2.6: |
| Provide or allow data necessary for reporting to remain available after the record has been archived. |
Document Management [Generate & automatically Save without scanning]
| 1.6.1: |
| Document Management |
Allow the capture and management of all documents relating to a Case.
| 1.6.1.1: |
| Accept files in generally acceptable standard image formats. |
| 1.6.1.2: |
| Accept files in generally acceptable standard formats, i.e. Word Documents, PDF, TIF, etc. |
| 1.6.1.3: |
| Provide access to all files in a record. |
| 1.6.1.4: |
| Allow the addition of text entries to the Case history record. |
| 1.6.2: |
| Document Generation |
Allow the generation of all Case related documents.
| 1.6.2.1: |
| Allow for the generation of documents based on Case data and events, i.e. Law Enforcement Verification Form, etc. |
| 1.6.2.2: |
| Generate notifications (paper, electronic, etc.) to case participants based on Case history entries and changes in Case history entries, and automatically save the document without scanning. |
| 1.6.2.3: |
| Allow the user to define rules for document generation based on Case events. |
| 1.6.2.4: |
| Provide or allow the creation of time dependent rules for document generation (i.e., Acknowledgment Letter). |
| 1.6.2.5: |
| Allow the batch creation of forms based on selected Cases, and automatically save to each case without scanning, (i.e., an operator can create a batch of Acknowledgment Letters for selected cases.) |
| 1.6.2.6: |
| Allow the user to define the selection criteria for document generation. |
| 1.6.2.7: |
| Allow printing of preprinted mailer forms. |
| 1.6.2.8: |
| Allow the user creation of form templates. |
C.7 Requirements
| 1.6.2.9: |
| Allow the use of images and watermarks on templates. |
| 1.6.2.10: |
| Provide or allow the creation of a document from selected boilerplate language. |
| 1.6.2.11: |
| Allow the user to maintain boilerplate language. |
| 1.6.2.12: |
| Allow the generation of labels on demand. |
| 1.6.2.13: |
| Allow for the placement of an electronic signature on generated documents. |
| 1.6.2.14: |
| Allow for the generation of documents requesting specific information, i.e., the Law Enforcement Verification Form. |
| 1.6.2.14.1: |
| Allow the tracking and monitoring of each items requested and alert user when information is not received. |
Allow rules based document workflow.
| 1.6.3.1: |
| Allow document routing based on user-defined criteria. |
| 1.6.3.2: |
| Allow documents to be routed from external sources, i.e., the Finance Office. |
| 1.6.3.3: |
| Allow documents to be routed to external destinations, i.e., the Finance Office. |
| 1.6.3.4: |
| Allow documents to be authorized electronically. |
| 1.6.4: |
| Design & Development of Document Workflow |
Allow the design and development of document workflow.
| 1.6.4.1: |
| Allow a user to develop document routing criteria. |
| 1.6.4.2: |
| Allow user review and editing of documents prior to committing them to the Case record. |
Allow workflow tracking.
| 1.6.5.1: |
| Allow a document to be tracked at any stage of its routing. |
Accounting
| 1.7.1: |
| Account Reconciliation |
Account Reconciliation
| 1.7.1.1: |
| Allow the reconciliation of non-Case related requests to purchase Metro Fare Cards and Food Cards with the disbursement of those cards at the case level. |
Accounts Payable
| 1.7.2.1: |
| Allow the management of requests for payment. |
C.7 Requirements
| 1.7.2.1.1: |
| Allow for the maintenance of request for payment data. |
| 1.7.2.1.2: |
| The system shall allow for requests for payment to be tracked from initiation to payment. |
| 1.7.2.1.3: |
| Provide a view listing of request for payment by payee. |
| 1.7.2.1.4: |
| Provide a view listing of requests for payment by Case. |
| 1.7.2.1.5: |
| Provide a view listing of requests for payment that have not been paid. |
| 1.7.2.1.6: |
| Allow requests for payment to be flagged based on user defined rules. |
| 1.7.2.1.7: |
| Provide or allow the creation of user defined rules associated with requests for payment authorization. |
| 1.7.2.1.8: |
| Allow for the transmission of payment information to the Court’s Financial systems. |
| 1.7.2.1.9: |
| Allow for direct payments to be made by the Court. |
| 1.7.2.1.10: |
| Allow for non-Case related requests for payment. |
| 1.7.2.1.11: |
| Allow for disbursement of fare cards and/or food cards at the case level. |
| 1.7.3: |
| Integration with Case Activities |
Allow integration of financial activities associated with a Case into the Case file.
| 1.7.3.1: |
| Allow interfacing with the court’s financial management system. |
| 1.7.3.2: |
| Allow financial events to create an entry in the Case history. |
| 1.7.3.3: |
| Allow financial adjustments to a case that would affect the amount payable. |
| 1.7.3.4: |
| Provide or allow the creation of user defined rules for specific events. |
| 1.7.3.5: |
| Allow the transfer of funds associated with one Case to another Case. |
| 1.7.3.6: |
| Allow payments to be associated with a Case. |
| 1.7.3.7: |
| The system shall have the ability to make a single payment for multiple Cases and distribute the payment over the cases. |
| 1.7.3.8: |
| Allow for the tracking of disbursements of fare card and/or food cards at the case level. |
| 1.7.3.9: |
| Allow the entry of payment related information. |
| 1.7.3.10: |
| Allow tracking of payments by Case. |
| 1.7.3.10.1: |
| Allow for the tracking of payment related information. |
| 1.7.3.10.2: |
| Allow for the tracking of limitations on payment related information. |
| 1.7.3.10.3: |
| Allow for the tracking of payments made to attorneys handling appeals. |
| 1.7.3.10.3.1: |
| Allow payments to attorneys to be tracked separately from all other payments on a case. |
| 1.7.3.11: |
| Create a view listing of the payment record for a Case. |
| 1.7.3.12: |
| Allow the allocation of payment to an organization based on user defined rules. |
| 1.7.3.13: |
| Allow the user to define rules for payment allocation. |
C.7 Requirements
| 1.7.3.14: |
| Allow the generation of single payment from multiple claim requests. |
| 1.7.3.15: |
| Track requests for payment during all steps of the payment process. |
Reporting
| 1.8.1: |
| Scheduled Standard Reports |
Scheduled Standard Reports
| 1.8.1.1: |
| Allow for the automatic scheduling and generation of reports. |
| 1.8.1.1.1: |
| Allow the users to define standard reports for automatic generation. |
| 1.8.1.1.2: |
| Allow the users to define standard export files for automatic generation. |
| 1.8.1.1.3: |
| Allow generated reports to be stored as files. |
| 1.8.1.1.4: |
| Allow the users to designate the output device for the report. |
| 1.8.1.1.4.1: |
| Support microfiche output. |
| 1.8.1.1.4.2: |
| Support FTP output. |
| 1.8.1.1.4.3: |
| Support tape output. |
| 1.8.1.1.5: |
| Produce standard audit reports detailing changes made to the system. |
| 1.8.1.1.6: |
| Allow the generation of graphical reports. |
| 1.8.1.1.6.1: |
| Allow multiple views of graphical display data. |
| 1.8.1.1.6.2: |
| Allow the drill down to detail from summary graphs. |
| 1.8.1.2: |
| On Demand Reports |
Allow for the generation of on demand reports.
| 1.8.1.2.1: |
| Allow the user to create, display and print on demand reports. |
| 1.8.1.2.1.1: |
| Provide or allow the creation of reports detailing system tables. |
| 1.8.1.2.1.2: |
| Provide or allow the creation of reports detailing system rules. |
| 1.8.1.2.1.3: |
| Provide or allow the creation of reports detailing user-defined rules. |
| 1.8.1.2.1.4: |
| Allow the user to define selection criteria for on demand reports. |
| 1.8.1.2.1.5: |
| Allow the user to define data to be displayed on the on demand reports. |
| 1.8.1.2.1.6: |
| Allow the user to define other report parameters such as sorting, headings, totals, and subtotals. |
| 1.8.1.2.2: |
| Allow the user to access, display and print predefined on demand reports. |
| 1.8.1.2.3: |
| Allow the user to customize predefined on demand reports. |
| 1.8.1.2.4: |
| Allow on demand selection of records to export into an analysis tool (i.e., Excel). |
C.7 Requirements
Provide or allow the creation of Case Reports
| 1.8.1.2.5.1: |
| Allow the selection and printing of all forms and documents associated with a Case. |
| 1.8.1.2.5.2: |
| Provide or allow the creation of a Case history report. |
| 1.8.1.2.5.3: |
| Provide or allow the creation of a Case report showing case status by case type. Note Current Case Statuses: Pending; Approved; Eligible – No Payment; Administrative Closure; and Denied. |
| 1.8.1.2.5.4: |
| Provide or allow the creation of a report showing Cases for a Victim or Claimant by Criminal Complaint Number (Police Report Number), Social Security or Date of Birth, etc. |
| 1.8.1.2.5.5: |
| Provide or allow the creation for a report listing all parties to Cases before the CVC Program. |
| 1.8.1.2.5.6: |
| Provide or allow the creation of a report listing the addresses of all parties with Cases before the CVC Program |
| 1.8.1.2.5.7: |
| Provide or allow the creation of a historical report listing all parties with archived Cases. |
| 1.8.1.2.5.8: |
| Provide or allow the creation of a historical report listing addresses of all parties with archived Cases. |
| 1.8.1.2.5.9: |
| Provide or allow the creation of lists of pending caseloads by type of [case type], by nature of action [type of crime] or by Claims Examiner. |
| 1.8.1.2.5.10: |
| Provide or allow the creation of a report of cases without a scheduled next activity. |
| 1.8.1.2.5.11: |
| Provide or allow the creation of a report of disposed cases. |
| 1.8.1.2.5.12: |
| Provide or allow the creation of a report of cases pending specific action by selected action. |
| 1.8.1.2.5.13: |
| Provide or allow the creation of a report of specific activities by selected activity. |
| 1.8.1.2.6: |
| Calendar Reports |
Provide or allow the creation of calendar reports. For example, could we use ‘Calendars’ for the Claims Examiners to track specific things – like the fact that they are waiting for Insurance payments before they pay a claim for payment from a Hospital?
| 1.8.1.2.6.1: |
| Provide or allow the creation of calendar reports by Case. |
| 1.8.1.2.6.2: |
| Provide or allow the creation of calendar reports by selected Participant, i.e. Claims Examiner, Payee, etc. |
| 1.8.1.2.6.3: |
| Provide or allow the creation of Calendar reports by selected resource [Claims Examiner]. |
| 1.8.1.2.6.4: |
| Provide or allow the creation of Calendar reports by date range. |
C.7 Requirements
| 1.8.1.2.7: |
| Financial Reports |
Provide or allow the creation of financial reports
| 1.8.1.2.7.1: |
| Provide or allow the creation of reports listing financial transactions by date range (ex. All disbursements, disbursements by type). |
| 1.8.1.2.7.2: |
| Allow the generation of financial reports based on type of crimes (i.e., assault, homicide, etc.). |
| 1.8.1.2.7.3: |
| Allow the generation of financial reports based on type of services (i.e., medical, funeral, relocation, food cards, Metro Fare Cards, etc.). |
| 1.8.1.2.7.4: |
| Allow the generation of financial reports by provider of services (i.e., Hospital, Hotel, etc.). |
| 1.8.1.2.7.5: |
| Allow the generation of financial reports by type of services for a specific crime (i.e., domestic violence, assault, etc.) |
| 1.8.1.2.7.6: |
| Allow the generation of financial reports for a specific Claim. |
| 1.8.1.2.7.6.1: |
| Allow the generation of financial reports for a specific Claim by payee. |
| 1.8.1.2.7.6.2: |
| Allow the generation of financial reports for a specific Claim by date of payment. |
| 1.8.1.2.7.6.3: |
| Allow the generation of financial reports for a specific Claim by amount of payment. |
| 1.8.1.2.7.6.4: |
| Allow the generation of financial reports for a specific Claim by type of services provided. |
| 1.8.1.2.7.7: |
| Provide or allow the generation of financial reports based on the number of payments that have been made. |
| 1.8.1.2.7.8: |
| Provide or allow the generation of financial reports based on the number of Claims paid during a period of time. |
| 1.8.1.2.7.8.1: |
| Provide or allow the generation of financial reports based on the number of Claims paid during a period of time by types of crimes. |
| 1.8.1.2.7.8.2: |
| Provide of allow the generation of financial reports based on the number of Domestic Violence related Claims Paid. |
| 1.8.1.2.7.9: |
| Provide or allow the generation of financial reports based on the number of Requests for Payment pending in Budget and Finance. |
| 1.8.1.2.7.10: |
| Provide or allow the generation of financial reports providing a Summary of Payment Requests for a specific date. |
Provide or allow the generation of operational metrics.
| 1.8.1.3.1: |
| Support reporting linked to Local and Federal Reporting Requirements. |
C.7 Requirements
| 1.8.1.3.1.1: |
| Allow the automatic printing of all Federal Reports. |
| 1.8.1.3.1.2: |
| Provide or allow the creation of a Case aging report. |
| 1.8.1.3.1.3: |
| Allow Case metrics to be measured against independent standards. |
| 1.8.1.3.1.3.1: |
| Provide or allow the creation of a time standard report by Claims Examiner. |
| 1.8.1.3.1.3.2: |
| Provide or allow the creation of a time standard report by case type. |
| 1.8.1.3.1.3.3: |
| Provide or allow the creation of a time standard report by action. |
| 1.8.1.3.1.4: |
| Allow the generation of industry standards performance metrics as defined by Local and Federal authorities. |
| 1.8.1.3.2: |
| Provide or allow the creation of statistics of pending caseloads by case type, by nature of action, event status, by Claims Examiner, or by calendar. |
| 1.8.1.4: |
| Information Reports |
Allow for the generation of information reports.
| 1.8.1.4.1: |
| Provide or allow the creation of CVC Program Reports. |
| 1.8.1.4.1.1: |
| Provide or allow the creation of a detail report listing cases. |
| 1.8.1.4.1.1.2: |
| Provide or allow the creation of a detail report listing the number of pending claims as of a specific date. |
| 1.8.1.4.1.1.3: |
| Provide or allow the creation of a detail report listing the number of pending claims per Claims Examiner [staff members]. |
| 1.8.1.4.1.1.4: |
| Provide or allow the creation of a detail report listing the determinations on Claims by status (i.e., number of Claims Approved, Denied, Eligible-No Payment, or Closed Administratively). |
| 1.8.1.4.1.2: |
| Provide or allow the creation of statistical demographic reports on CVC Program Case participants. |
| 1.8.1.4.1.2.1: |
| Provide or allow the creation of statistical reports on CVC participants by age of the victim. |
| 1.8.1.4.1.2.2: |
| Provide or allow the creation of statistical reports on CVC participants by gender of the victim. |
| 1.8.1.4.1.2.3: |
| Provide or allow the creation of statistical reports on CVC participants by race of the victim. |
| 1.8.1.4.1.2.4: |
| Provide or allow the creation of statistical reports on CVC participants by the victim’s primary language. |
| 1.8.1.4.1.2.5: |
| Provide or allow the creation of statistical reports on CVC participants by the type of crime committed against the victim. |
| 1.8.1.4.1.2.6: |
| Provide or allow the creation of statistical reports on CVC participants by the source of the referral of the victim (i.e., police, provider, and media). |
C.7 Requirements
| 1.8.1.4.1.2.7: |
| Provide or allow the creation of statistical reports on CVC participants by Sate of residence of the victim. |
| 1.8.1.4.1.2.8: |
| Provide or allow the creation of statistical reports on CVC participants by |
| 1.8.1.4.1.3: |
| Provide or allow the creation of metric reports on CVC Program Cases. |
Allow for the generation of statistical analyses.
| 1.8.1.5.1: |
| Provide or allow the creation of Case analyses. |
| 1.8.1.5.1.1: |
| Provide or allow the creation of analyses of disposed cases. |
| 1.8.1.5.1.2: |
| Provide or allow the creation of analyses of pending specific action by selected action. |
| 1.8.1.5.1.3: |
| Provide or allow the creation of analyses of cases with specific status by selected status. |
| 1.8.1.5.1.4: |
| Provide or allow the creation of analyses of Case aging. |
| 1.8.1.5.2: |
| Provide or allow the creation of trending reports comparing multiple time periods. |
| 1.8.1.6: |
| Ad Hoc Reporting |
Allow for the generation of ad hoc reporting.
| 1.8.1.7: |
| Existing Reports |
Allow the automatic generation/creation of all reports currently used in the annual report.
Security
| 1.9.1: |
| Application Security |
Application Security
| 1.9.1.1: |
| Maintain security. |
| 1.9.1.1.1: |
| Require secure access (i.e., password). |
| 1.9.1.1.2: |
| Allow the system administrator to create rules for passwords (i.e., length, frequency of change, etc.). |
| 1.9.1.1.3: |
| Lock accounts after a defined number of failed password attempts. |
| 1.9.1.1.4: |
| Allow operator reset of passwords. |
| 1.9.1.1.5: |
| Encrypt passwords. |
| 1.9.1.1.6: |
| Restrict access to the database of the application. |
| 1.9.1.2: |
| Role Based Security |
The solution shall allow role-based security.
| 1.9.1.2.1: |
| Provide or allow the creation of roles for users. |
C.7 Requirements
| 1.9.1.2.2: |
| Allow users to be assigned roles by Case Type. |
| 1.9.1.2.3: |
| Resolve data access to data when an individual has more than one role. |
| 1.9.1.3: |
| Rules Based Security |
Allow rules based security.
| 1.9.1.3.1: |
| Allow Rules based confidentiality |
| 1.9.1.3.1.1: |
| Allow for levels of confidentiality based on user-defined rules. |
| 1.9.1.3.1.2: |
| Allow the system administrator to define confidentiality rules. |
| 1.9.1.3.1.3: |
| Allow confidentiality access to field level. |
| 1.9.1.3.1.4: |
| Allow the generation of an alternate person identifier when the name is confidential. |
| 1.9.1.3.2: |
| Provide or allow the creation of confidentiality rules based on Case type. |
| 1.9.1.3.3: |
| Provide or allow the creation of confidentiality rules based on participant. |
Provide complete audit capability
| 1.9.1.4.1: |
| Allow tracking of all changes. |
| 1.9.1.4.1.1: |
| Allow tracking of changes by operator. |
| 1.9.1.4.1.2: |
| Allow tracking of changes by date and time. |
| 1.9.1.4.1.3: |
| Allow the tracking of changes by field or document. |
| 1.9.1.4.1.4: |
| Allow the tracking of multiple changes to the same entity. |
| 1.9.1.4.1.5: |
| Track additions and deletions of and to a record. |
| 1.9.1.4.2: |
| The system must support multiple users at the same time. |
| 1.9.1.4.2.1: |
| The system will only allow one user to make edits to a record at a time. |
External Access
| 1.9.2.1: |
| Allow secure operation in an Internet environment. |
| 1.9.2.1.1: |
| Support Internet security. |
| 1.9.2.1.2: |
| Support data encryption. |
| 1.9.2.1.3: |
| Support Internet Firewalls. |
| 1.10: |
| External Process Integration |
Third-party
| 1.10.1: |
| Process Integration |
Integration of processes
C.7 Requirements
| 1.10.1.1: |
| Provide or allow for the creation of an interface with the DC Superior Court’s systems. |
| 1.10.1.1.1: |
| Allow for the creation of an interface with the court’s General Ledger System. |
| 1.10.1.2: |
| Provide or allow for the creation of an interface with the MPD to retrieve police reports. |
| 1.10.1.3: |
| Allow the creation of bi-directional interfaces with third-party systems, (i.e., Finance) |
| 1.10.1.3.1: |
| Provide or allow the creation of scheduled import and export processes. |
| 1.10.1.3.2: |
| Provide or allow the creation of event driven import and export processes. |
| 1.10.1.3.3: |
| Provide or allow the creation of distributed, replicated databases. |
| 1.10.1.3.4: |
| Provide or allow the creation of export files containing detailed case information (i.e., requests for payment to Finance). |
| 1.10.1.3.5: |
| Provide or allow the creation of update routines to process import files provided by external systems, i.e., notification from Finance regarding payment information (check numbers, payment amounts, etc.). |
| 1.10.1.3.5.1: |
| Provide or allow the creation of import processes to validate data prior to import. |
| 1.10.1.3.5.2: |
| Provide or allow the creation of error reports detailing import errors. |
| 1.10.1.3.5.3: |
| Allow the correction of imported data prior to import. |
| 1.10.1.3.5.4: |
| Provide or allow the creation of rules for automatic import of data. |
C.8 Project Management Approach
Develop a project plan to guide the CVCMS implementation effort. The Project Plan should encompass Sections C.8 through C.10.9 of the Statement of Work.
C.9 Schedule
The Contractor shall provide a Work Breakdown Structure (WBS) via hard copy and via e-mail to the COTR that identifies all of the tasks in the project. The WBS can be in graphic and outline form. The schedule shall include weekly status meetings between the Contractor's Project Manager and the Court’s CVCMS Project Manager.
C.10.
Meetings
Project meetings shall review progress for the week and discussion of emerging issues.
This meeting will take place either on site at the Court or via a conference call line hosted by the vendor. The Contractor shall provide via hard copy and via e-mail to the COTR an agenda for each Weekly Status Meeting that covers the following:
· Work accomplished during the previous week.
· Planned work that was not accomplished with explanation.
· Work planned for next week.
· “Issues” or “Concerns” updates from previous week.
· New issues or concerns as described in “Issues Management” below.
C.10.1.
Issues Management
An issue is defined as any item adversely affecting execution of the project plan. Issues may adversely impact the cost, time frame, and/or quality of the deliverables of the project. Resolving issues is an on-going process throughout the life of any project. The keys to effective issue resolution are early identification, communication, and management. Our process is as follows:
a. All Issues shall be recorded into a “Project Issue Log.” Every record in the Project Issue Log contains a description of the issue, actual or potential impact if not resolved, who raised the issue, when the issue was raised, updates, and final resolution. Every issue has a target date for resolution after which the project is impacted. Every issue has an owner responsible for driving resolution and keeping the Project Manager up to date on progress.
b. Issues shall be listed in the weekly Project Status Report. Issues shall be reviewed weekly with the Project Manager. Issues are closed only when the initiator is comfortable that the resolution addresses his/her issue.
C.10.2. Change Management
The change procedure will be used in any situation where a change occurs to the project as defined in this Statement of Work. As the project proceeds, there can be occasions when changes are desired to the scope, approach, processes and procedures that were originally agreed to. The Contractor shall estimate the impact of change requests as to the need or benefit, the impact to cost and schedule, and then secure appropriate management approval before adjusting. (Note: Some changes may not impact cost or schedule but may simply alter expectations. These are called Informational Change Requests and will be handled the same as non-informational change requests.)
The project team may request a change. This request is given to the Project Manager.
The Contractor’s Project Manager analyzes the change request and completes the Change Request Form and presents the request to the…
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