Exhibit D _ JMS Functional Requirements.xlsx
XLSX spreadsheet 114 KB Posted
- Solicitation number
- PE-63100-NONST-2026-000000096
- Issued by
- Clayton County, Georgia
About this file
This is a Functional Requirements Matrix document for the Jail Management System (JMS) component of Clayton County, Georgia's Integrated Justice Information and Management System Modernization project. The document establishes comprehensive functional requirements across multiple operational domains including administration, charges management, classification, communications, facilities, incidents/discipline, and inmate services. Respondents must evaluate each requirement against standardized response codes (Y for existing functionality, N for non-compliance, T for third-party software, C for customization, or I for interface) and provide detailed explanations, proposed module mappings, and cost implications in the associated cost proposal form. The matrix encompasses 408 distinct requirements spanning capabilities such as dashboard personalization and real-time KPI monitoring, equipment management and quartermaster functionality, court system interfaces, inmate record management including expungement and redaction, grievance and request tracking, mail and visitation processing, disciplinary hearing documentation, incident reporting, and commissary integration.
The requirements are structured hierarchically across Level 0 business capabilities, Level 1 capabilities, and Level 2 specific requirements, with the majority designated as MVP (Minimum Viable Product) requirements. Respondents are explicitly prohibited from including cost details within the functional requirements document itself, with all pricing information to be submitted separately in Attachment B: JMS Cost Proposal Form. The document emphasizes that incomplete or multiple response codes for a single requirement may result in the County assigning codes independently or deeming the proposal non-responsive. Notably, several investigation-related requirements (items 372-404) and one facilities requirement (item 316) are marked as "No," indicating the County currently has no expectation for vendor provision of these capabilities or they fall outside the scope of the proposed solution. Requirements marked "Yes" or with other response codes indicate expected vendor compliance.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| Exhibit A _ Data and Infrastructure.pdf | ||
| Exhibit G _ JMS Project Gates and Deliverable.pdf | ||
| Attachment B _ JMS Cost Proposal Form.xlsx | XLSX spreadsheet | |
| Exhibit C _ JMS On_Going Support and Training.pdf | ||
| Exhibit F _ JMS Project Management.pdf | ||
| Exhibit E _ Data Integration Hub Requirements.xlsx | XLSX spreadsheet | |
| Attachment B _ DIH Cost Proposal Form.xlsx | XLSX spreadsheet | |
| 26_24 Integrated Justice Information and Mana.pdf | ||
| Exhibit B _ JMS Technical Requirements.xlsx | XLSX spreadsheet |
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Instructions for Responder Clayton County System Modernization Program
| JMS FUNCTIONAL REQUIREMENTS MATRIX |
| For each Functional Requirement in this document, the Responder should address each of the listed requirements by providing one of the response choices in the “Response Code” column. |
The Responder is further encouraged to provide comments, clarification, or references to other areas of the proposal which provide additional details related to the requirement. Responder should NOT rely on references to documents that are not included in the proposal in their response, including URL links to information on the Internet.
Responses in the Response Code column are limited to the choices below. Entry of an incorrect Response Code will be considered unresponsive; if Responder enters multiple Response Codes for one requirement the County may assign a code of its own choosing. Where ‘C’ is the response, the required customization must be fully described, and any additional cost to the County identified in Attachemetn B: JMS Cost Proposal Form. Where ‘N’ is the response, a full description of all features that the software will not provide and all respects in which it will not satisfy the requirement must be provided. These further explanations are to be provided in the Responder Notes column. In the Proposed Module Mapping column provide details on which module(s) of your proposed solution cover this requirement. Do not include cost detail in JMS Scope of Services. If cost detail is included in this document, the County may disqualify the proposal as non-responsive.
| Response Code | Description |
| Y | Yes – The requirement can be met with Existing Functionality out-of-the-box or through simple configuration (not customization / custom code). |
| Existing Functionality means that this capability exists, is being used in-production elsewhere and can be demonstrated. | |
| N | No – The requirement cannot be met. |
| T | Third Party Software – The requirement can be met with a third-party software product provided by Responder, including any work to incorporate the Third-Party Software to work with the Responder's software. |
| C | Customization or Modification – The requirement will be met by making programmatic (software development) changes to existing software, or developing new software. |
| I | Interface – Refers to building an interface to the applications listed in this list of requirements. |
Sheet2
| Y |
| N |
| T |
| C |
| I |
JMS Requirements
| Level 0 - Business Capability | Level 1 - Capability | Level 2 - Requirement Description | MVP Requirements | Response Code | ||
| (Y, N, T, C, I) | Responder Notes | |||||
| (For responses N and C) | Proposed Module Mapping | |||||
| 1 | Manage Administration | Analysis & Business Intelligence | The proposed Solution must support the creation and printing of various reports that are used by the Jail Department from an operational and statistical perspective. | No | ||
| 2 | Manage Administration | Analysis & Business Intelligence | The proposed Solution must enable the dashboard view to be personalized to a certain degree. For example, a dashboard view for a Warden of a the Jail Department facility may be different from that of the Dy. Commissioner or Commissioner. | No | ||
| 3 | Manage Administration | Analysis & Business Intelligence | The proposed Solution should support the ability for each Warden or other authorized users to view the key activities in their facility over the past 24 hours. This would include information such as but not limited to: |
a. Number of new admissions
b. Number of Incidents
| c. Number of searches | No | ||||
| 4 | Manage Administration | Analysis & Business Intelligence | The proposed Solution should have the capability of enabling the view of key activities over the past 24 hours at an enterprise level. | No | |
| 5 | Manage Administration | Analysis & Business Intelligence | The proposed Solution must support the capability of allowing the authorized users of the dashboards to be able to drill down to the specific Incident or item to view it in detail. | No | |
| 6 | Manage Administration | Analysis & Business Intelligence | The proposed Solution should support a real time view of the Key Performance Indicators that are identified by the Jail Department. | No | |
| 7 | Manage Administration | Analysis & Business Intelligence | The proposed Solution must provide the ability to analyze data and identify key trends and outliers in any of the KPIs identified above. | No | |
| 8 | Manage Administration | Analysis & Business Intelligence | The proposed solution must provide tools that identify process inefficiencies and bottlenecks in workflows | No | |
| 9 | Manage Administration | Analysis & Business Intelligence | The proposed solution will provide analysis of jail operations, events and activities to identify trends and tendencies and predictive modelling to staffing decisions and increased security | No | |
| 10 | Manage Administration | Manage Compliance | The proposed Solution must provide the ability to provide alerts and notifications when various stipulations and reports are due. | No | |
| 11 | Manage Administration | Manage Compliance | The proposed Solution must provide the ability to produce all required reporting and auditing capabilities for jail compliance and inspections | No | |
| 12 | Manage Administration | Manage Compliance | The proposed Solution must provide the ability to define measures and KPIs that determine compliance (e.g. inmate/staff ratio) and view in realtime and trending over time on appropriate dashboards and reports | No | |
| 13 | Manage Administration | Manage Equipment | The proposed Solution must provide the ability to automate the process of issuing equipment. | yes | |
| 14 | Manage Administration | Manage Equipment | The proposed Solution must provide the ability to define and provision equipment for each post, including serial number tracking, shift change over check in/check out, equipment repair/replacement | yes | |
| 15 | Manage Administration | Manage Equipment | The proposed solution will provide quartermaster functionality to define and track all equipment types and inventory | yes | |
| 16 | Manage Administration | Manage Information Sharing | The proposed Solution must provide the ability to interface with the Court System to receive Court activity information in real time. | yes | |
| 17 | Manage Administration | Manage Information Sharing | The proposed Solution must provide the ability to designate a "the victim notification system block" for designated Inmates. | yes | |
| 18 | Manage Administration | Manage Information Sharing | The proposed Solution must provide the ability to automatically display critical Alerts on screen and print on lists (e.g., Court Movement list). | yes | |
| 19 | Manage Administration | Manage Information Sharing | The proposed Solution must provide the ability to automatically track multiple the Jail Department-defined criteria (e.g., Medical/psych conditions, high-risk, high-profile, murder charge, escape risk, assault risk, etc.) for an Inmate. | yes | |
| 20 | Manage Administration | Manage Information Sharing | The proposed Solution must provide the ability to capture an audit history of the creation of Messaging. | yes | |
| 21 | Manage Administration | Manage Information Sharing | The proposed Solution must provide the ability to maintain Messaging associated with an Inmate when an Inmate leaves, tied to the PID. | yes | |
| 22 | Manage Administration | Manage Information Sharing | The proposed Solution must provide the ability to reactivate a Messaging for an Inmate who is recommitted to the Jail Department. | yes | |
| 23 | Manage Administration | Manage Information Sharing | The proposed Solution must provide the ability to capture whether a notification was received or acknowledged. | yes | |
| 24 | Manage Administration | Manage Information Sharing | The proposed Solution must provide the ability to generate Alerts as a way of flagging Inmates as “escape risks.” | yes | |
| 25 | Manage Administration | Manage Information Sharing | The proposed Solution must provide the ability to provide Inmate related demographic, housing and Visitor information and to generate notification and routing alerts to various departments when there is an active event (escape, riot, fire, etc.) in progress per the agency’s documented Emergency Plan. | yes | |
| 26 | Manage Administration | Manage Information Sharing | The proposed Solution must provide the ability for staff to view KOPs for Inmates to include Medically approved equipment (i.e. crutches, braces, wheelchairs). | yes | |
| 27 | Manage Administration | Manage Information Sharing | The proposed Solution must provide the ability to identify Inmates with Medical alerts as high priority in the Intake Medical screening queue. | yes | |
| 28 | Manage Administration | Manage Information Sharing | The proposed Solution must provide the ability to display special Medical notices on all Inmate information screens to alert users to these special conditions. | yes | |
| 29 | Manage Administration | Manage Information Sharing | The proposed Solution must provide the ability to notify users that a prior Medical alert exists for an Inmate that is a repeat Inmate. | yes | |
| 30 | Manage Administration | Manage Information Sharing | The proposed Solution must provide the ability to control by user group, which Users are able to view or receive an Alert or Notification content. For example, the Jail Department would not want to house a "known predator" with a "potential victim," but the Housing Officer should not see the details, only to receive the message that the Inmates cannot be housed together. | yes | |
| 31 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to determine Program eligibility and track Program continuity from prior incarcerations within the Jail Department. | yes | |
| 32 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to capture all previous alerts and notifications from prior incarcerations in the Jail Department. | yes | |
| 33 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to add alerts needed based on information discovered during Classification and Reclassification. | yes | |
| 34 | Manage Administration | Manage Inmate Records | The proposed Solution must maintain a complete history of all Classification and Reclassification activity on all Inmates, across multiple Intakes. | yes | |
| 35 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to generate a report of relevant Classification levels in order to identify Inmates for Programs and Movements. | yes | |
| 36 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to capture information about an Inmate's Classification and Reclassification levels, categorized by subjects such as, but not limited to Gang Affiliation, Classification, Keep Separates, Escapes, Hostage, Assaults on Inmates, Assaults on Officers, and General, with the ability to capture supporting free text comments. | yes | |
| 37 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to search categories and comments related to an Inmate's Classification and Reclassification level, i.e., to find all current Inmates with a specific gang affiliation, Classification level, man warning, etc. | yes | |
| 38 | Manage Administration | Manage Inmate Records | The proposed Solution must support the documentation of Inmate information in compliance with the Jail Department policies and procedures. | yes | |
| 39 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to receive all court produced documents from the CMS via an interface. | yes | |
| 40 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to search for all court produced documents within the CMS via an interface. | yes | |
| 41 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to view a list of all court produced documents based on a date range entered or Inmate information. This information viewed must include but not be limited to: |
a. PID
b. Intake Number
| c. Inmate Name | yes | ||||
| 42 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to print a Court document via interface from CMS. | yes | |
| 43 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to display a list of Inmates who have been convicted of sex offenses, their current location, and interview status. | yes | |
| 44 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to schedule all Inmates convicted of a sex offense for an interview and the ability to record the interview results in accordance with the Adam Walsh Act (Sex Offender Registration and Notification Act). | yes | |
| 45 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to document information for a convicted, registered sex offender. This information must include but not be limited to: |
a. Name
b. SSN
| c. Address (Home, School, Work) | yes | |||
| 46 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to capture Inmate information in accordance with Megan’s Law. The proposed Solution must indicate whether the Inmate is a: |
a. Tier I – 15 year Registration,
b. Tier II - 25 year Registration, or
| c. Tier III - Lifetime Registration | yes | ||||
| 47 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to search for an Inmate location and to verify custody status. | yes | |
| 48 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability for records to be fully or partially expunged (sealed and destroyed). | yes | |
| 49 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to add comments such as watermarks for confidential, do not copy, etc. to electronic documents. | yes | |
| 50 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to automatically archive records based on the Jail Department defined criteria, i.e., time-based, after 2 years, 7 years, never, etc. | yes | |
| 51 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to do text searches within stored documents with unstructured data. | yes | |
| 52 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to document details about requests for records, such as the type of request (e.g., public records act request, right-to-know, subpoenas), tracking of actions taken, and link(s) to the records provided. | yes | |
| 53 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to list all documents associated with an Inmate and select one or more for routing to designated recipients for printing. | yes | |
| 54 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to populate a work queue with records awaiting approval for archiving or purging based on a the Jail Department defined exception criteria. | yes | |
| 55 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to populate a work queue with records or documents awaiting approval for expungement | yes | |
| 56 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to manually redact documents and store both original and redacted version(s). | yes | |
| 57 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to seal or unseal records either completely or partially (e.g., selected documents). | yes | |
| 58 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to scan and attach documents to Inmate records as needed. | yes | |
| 59 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to search for and list records using any one or combination of data fields. | yes | |
| 60 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to retain all Inmate and stay information whether in custody or not (i.e., retained after release). | yes | |
| 61 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to search by multiple data attributes, such as name, PID, State ID, and Federal ID. | yes | |
| 62 | Manage Administration | Manage Inmate Records | The proposed Solution must provide flexibility in record creation and search, such as the ability to allow multiple data fields for the same attribute (e.g., multiple aliases, name at time of arrest versus name at DOB). | yes | |
| 63 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to retrieve an audit trail of records created and modified, including who, what and when a record was created or modified. | yes | |
| 64 | Manage Administration | Manage Inmate Records | The proposed Solution must provide that no records be overridden or deleted, but rather that a record can be modified, and the audit of the modification be captured. | yes | |
| 65 | Manage Administration | Manage Inmate Records | The proposed Solution must be able to generate an “Escape Package” that can be transmitted electronically. This package should contain a Intake sheet w/ photo, and all records/information related to visits, Mail, and phone. | yes | |
| 66 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to document an Inmate’s status as a fugitive from the Jail Department or from another agency (local, other county, state, or federal). | yes | |
| 67 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability for the fugitive staff to search Inmate records. | yes | |
| 68 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to provide to the fugitive staff information from the Courts on new warrants and warrant status changes in a queue to initiate action and track warrant notes. | yes | |
| 69 | Manage Administration | Manage Inmate Records | The proposed Solutions must provide "sounds like" or similar name functionality, where the search returns names that may match the search based on similar spellings. | yes | |
| 70 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to associate any scanned document to Inmate record, such as attaching or providing a link to where imaged documents are stored. | yes | |
| 71 | Manage Administration | Manage Inmate Records | The proposed Solution shall provide the capability for each supported module, to attach documents to records. This includes scanned images, Word documents, and Excel files. | yes | |
| 72 | Manage Administration | Manage Inmate Records | The proposed Solution shall provide the capability for documents to be scanned in and attached to supported records via a local or networked scanning device. | yes | |
| 73 | Manage Administration | Manage Inmate Records | The proposed Solution shall provide the capability to display Attachments that are attached to supported records within the System. Attachment viewing can be controlled through privileges based on defined attachment type definitions by module. | yes | |
| 74 | Manage Administration | Manage Inmate Records | The proposed Solution Attachment functionality supports the capability to add attachments from a local file location or networked file location. | yes | |
| 75 | Manage Administration | Manage Inmate Records | The proposed Solution shall provide the capability to store document files associated with supported records in the database to ensure security permission group constraints are applied by attachment type but not file type. | yes | |
| 76 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to deactivate or retire any status or marker that is no longer necessary, without corrupting records that previously used the deactivated status or marker. | yes | |
| 77 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to review the complete Inmate record. | yes | |
| 78 | Manage Administration | Manage Inmate Records | The proposed Solution must have the ability to search for Inmate account status to identify indigent Inmates based on pre determined rules. | yes | |
| 79 | Manage Administration | Manage Inmate Records | The proposed Solution should provide an Alert when an Inmate is released out of custody and has not served all disciplinary time in Punitive Segregation so that upon his/her re-admission, the Inmate is placed back in Punitive Segregation to finish serving his/her time. | yes | |
| 80 | Manage Administration | Manage Inmate Records | The proposed Solution must provide the ability to schedule a future Court appearance for the arrestee and track the date with the Intake record. | yes | |
| 81 | Manage Administration | Manage Inmate Records | The proposed solution will provide functionality to identify potential duplicate offender records, based on matching attributes | yes | |
| 82 | Manage Administration | Manage Inmate Records | The proposed solution will provide functionality to combine inmate records into one record | yes | |
| 83 | Manage Administration | Manage Inner-Agency Billing | The proposed Solution must provide the ability to track Inmates housed on behalf of other agencies and an associated daily charge rate. | yes | |
| 84 | Manage Administration | Manage Inner-Agency Billing | The proposed Solution must provide the ability to create invoices to other agencies for which Inmate housing is provided. | yes | |
| 85 | Manage Administration | Manage Inner-Agency Billing | The proposed Solution must provide the ability to define multiple billing scenarios based on business rules | yes | |
| 86 | Manage Administration | Manage Inner-Agency Billing | The proposed solution must provide the ability to track inmates housed at other agencies and an associated daily charge rate | yes | |
| 87 | Manage Administration | Manage Staff Assignments | Within the proposed Solution, the unit log shall allow staff to log every event that occurs in a unit in accordance with the Jail Department policies and procedures. | yes | |
| 88 | Manage Administration | Manage Staff Assignments | The proposed Solution must document any activity that occurs in a unit. The information captured must include but not be limited to: |
a. Unit location
b. Staff member making the entry
| c. Date and Time (should automatically be recorded) | yes | |||
| 89 | Manage Administration | Manage Staff Assignments | The proposed Solution must support the ability for specific the Jail Department user roles to search Shift Logs by a number of parameters including but not limited to: |
a. Date and Time
b. Staff name
| c. Inmate name | yes | ||||
| 90 | Manage Administration | Manage Staff Assignments | The proposed Solution must support the ability of these Shift Logs to have various levels of access at the field level. The Systems Administrators will have the ability to set this up in the System. | yes | |
| 91 | Manage Administration | Manage Staff Assignments | The proposed Solution must support the ability to query Shift Log entries based on the following parameters: |
a. Monthly
| b. Weekly | yes | ||||
| 92 | Manage Administration | Manage Staff Assignments | The proposed Solution should enable authorized personnel to access the Shift Logs and search both structured and unstructured data. | yes | |
| 93 | Manage Administration | Manage Staff Assignments | The proposed Solution must support the ability to mark a location as a log location to signify that a log will be utilized at that location. | yes | |
| 94 | Manage Administration | Manage Staff Assignments | The proposed Solution must provide the ability for the Jail Department staff to classify a log entry based on a predefined set of criteria (tour completed, meal, recreation, medication event, response, etc.). | yes | |
| 95 | Manage Administration | Manage Staff Assignments | The proposed Solution must provide the ability for the Jail Department staff to flag a log entry as high importance and needing to be reviewed before being committed to log and place in supervisor's review queue. | yes | |
| 96 | Manage Administration | Manage Staff Assignments | The proposed Solution must provide the ability for the Jail Department staff to document all activity occurring on a shift. | yes | |
| 97 | Manage Administration | Manage Staff Assignments | The proposed Solution must provide the ability for the Jail Department staff to initiate reports from the shift log using a pre-defined template (e.g., Incident Report, Inmate request) and link the report to the log entry. | yes | |
| 98 | Manage Administration | Manage Staff Assignments | The proposed Solution must provide the ability for Shift Logs to be displayed as a list and organized based on criteria defined by the Jail Department (e.g., location, time frame, event log type). | yes | |
| 99 | Manage Administration | Manage Staff Assignments | The proposed Solution must provide the ability to automatically track the date, time and the Jail Department User making the log entry. | yes | |
| 100 | Manage Administration | Manage Staff Assignments | The proposed Solution must provide the ability for Officers to indicate that tasks associated to Alerts have been completed and create a corresponding Shift Log entry. | yes | |
| 101 | Manage Administration | Manage Staff Assignments | The proposed Solution must provide the ability to populate a work queue of tasks for housing Officers (Inmate Counts, well checks, out time, suicide watch, etc.) at the Jail Department defined times per Inmate (every hour, 6 hours, 15 minutes, etc.). | yes | |
| 102 | Manage Administration | Manage Statutory Reporting | The proposed solution must generate all required statutory reports in the format and containing the content as defined by statutory requirements. | yes | |
| 103 | Manage Administration | Manage Statutory Reporting | The proposed solution will remain compliant with all existing and new required statutory reporting | yes | |
| 104 | Manage Charges | Manage Holds & Detainers | The proposed Solution must provide the ability to electronically capture, store, view, and remove hold and detainer information. | yes | |
| 105 | Manage Charges | Manage Holds & Detainers | The proposed Solution must provide the ability to verify that a hold or detainer has been physically removed from the file and that the Court or authority has changed the status of the hold or detainer from the OMS | yes | |
| 106 | Manage Charges | Manage Holds & Detainers | The proposed Solutions must provide the ability to record and view incoming extradition information. | yes | |
| 107 | Manage Charges | Manage Holds & Detainers | The proposed Solutions must provide the ability to record and view outgoing extradition information. | yes | |
| 108 | Manage Charges | Manage Holds & Detainers | The proposed Solution must provide the ability to enter and review detainer information for an Inmate. | yes | |
| 109 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to capture that the Inmate is a Weekender arriving for both the initial and subsequent periods of incarceration, i.e., First Weekend and Subsequent Weekend | yes | |
| 110 | Manage Charges | Manage Sentencing | The System shall be able to Intake and track any special conditions imposed as part of a Sentencing Order. | yes | |
| 111 | Manage Charges | Manage Sentencing | The System shall be able to Intake and display all criminal indictments, charges, sentence, hearing, and arrest information. | yes | |
| 112 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability for the user to view the Inmate’s legal information, including but not limited to: |
a. Current Charges including Highest Charge
b. Prior Convictions
c. Previous Incarceration in the Jail Department
| In addition, the proposed Solution must provide the ability to view Bail amount on cases. | yes | ||||
| 113 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to record a “Forthwith” Court order from the Court with sentence. | yes | |
| 114 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability for the staff to identify the appropriate Program from the Court order and designate the Inmate as status “Waiting on Program”. | yes | |
| 115 | Manage Charges | Manage Sentencing | The proposed Solution must calculate sentences and potential release dates for sentenced Inmates in compliance with the Jail Department policies and procedures. | yes | |
| 116 | Manage Charges | Manage Sentencing | The proposed Solution must provide a standardized sentence calculation capability that produces the same valid and reliable sentence and calculate the same release date based on the same conviction information. | yes | |
| 117 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to automatically notify an Officer of an Inmate's Status Change, i.e., Custody to Sentenced. | yes | |
| 118 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to calculate aggregate release dates with the ability to override the sentence calculated by the System as required by the Jail Department management. The proposed Solution must capture the user ID, date, and override reason. | yes | |
| 119 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to record all Sentence Stipulations ordered by the Court, using a list of pre-defined terms such as a drop-down list. | yes | |
| 120 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to calculate both consecutive and concurrent sentences. | yes | |
| 121 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to record and apply Time Served to the appropriate case based on arrest date in accordance with the Jail Department business rules. | yes | |
| 122 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability for authorized persons to modify Time Served according to the Jail Department policy and provide an audit trail of the modifications, who authorized the modification, date and time, and reason. | yes | |
| 123 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to obtain information from the Court Case Management System (CMS) electronically via an interface. | yes | |
| 124 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to provide sentence information to the release function to ensure that Inmates are not released prior to the calculated release date without authorization. | yes | |
| 125 | Manage Charges | Manage Sentencing | The proposed Solution must provide the capability to change the Inmate Custody Status from “Custody” to “Sentenced” when a conviction and sentence are entered. | yes | |
| 126 | Manage Charges | Manage Sentencing | The proposed Solution must provide the capability to calculate the sentence for a “Weekender” who is ordered to serve the sentence based on either the “two-day” or “three-day” option, or the number of weekends to serve. | yes | |
| 127 | Manage Charges | Manage Sentencing | The proposed Solution must provide the capability to access prior/current sentence information during the sentence calculation process. | yes | |
| 128 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability for the end user to add notes to a Sentence Calculation and create an audit trail of changes made to notes. | yes | |
| 129 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability for the end user to retain and view history of all changes made to a sentence and/or sentence calculation. | yes | |
| 130 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to receive case updates from CMS via an interface. This information must include but not be limited to: |
a. Sentence Changes
b. Legal Status Changes
| c. Parole | yes | ||||
| 131 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to adjust the sentence start times based on information received from the Court. | yes | |
| 132 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to automatically calculate due dates for parole paperwork (i.e. ET/GT certification, minimum parole petitions, resubmissions upon receiving Court denials) once the sentences and charges and other sentence related information is entered based on pre defined rules. | yes | |
| 133 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to create unique sentencing algorithms for each sentence type and provide the ability to automatically calculate the duration of an Inmate's sentence based on multiple criteria (including original sentence, credits earned, time served, etc.). | yes | |
| 134 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to electronically send the Court a progress report including total days remaining based on a the Jail Department defined algorithm. | yes | |
| 135 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to enter notes related to a sentence. | yes | |
| 136 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to modify sentencing algorithms without affecting sentences previously calculated using that algorithm. | yes | |
| 137 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to automatically track credits earned toward the completion of a sentence by the Inmate participating in a Program. | yes | |
| 138 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to record sentence durations in different units (e.g., years, months, weeks, days, hours) and prepare reports in desired units. | yes | |
| 139 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to track conditions attached to a sentence (e.g., Probation, Program, Parole After (name of Program), etc.) and the completion of those conditions. | yes | |
| 140 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to automatically recalculate an Inmate's release date based on new events and circumstances (e.g., new charges, results from disciplinary hearings, etc.) and notify the Jail Department defined staff (e.g., CMR Admin). | yes | |
| 141 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to audit a history of all changes to a sentence, who modified the sentence and when, and be able to display the history or create custom reports. | yes | |
| 142 | Manage Charges | Manage Sentencing | The proposed Solution must provide the ability to automatically recalculate the Inmate's release date if the discipline impacts the Inmate's time served credits. | yes | |
| 143 | Manage Charges | Manage Warrants / Subpoenas | The proposed Solution must provide the ability to print a list of Inmates with Bench Warrants based on date entered or scheduled for Court. | yes | |
| 144 | Manage Charges | Manage Warrants / Subpoenas | The proposed Solution must provide the ability to record a request from the Court or external law enforcement agency to bring an Inmate to the Receiving Room for official purposes: interview, Court appearance, added charges, etc. | yes | |
| 145 | Manage Charges | Manage Warrants / Subpoenas | The proposed Solution must provide the ability to electronically capture, store, view, and remove warrant information. | yes | |
| 146 | Manage Charges | Manage Warrants / Subpoenas | The proposed Solution must provide the ability to verify that a warrant has been physically removed from the file and that the Court has changed the status of the warrant from the OMS when that warrant has been served. | yes | |
| 147 | Manage Charges | Manage Warrants / Subpoenas | The proposed Solution must provide the ability to print and transmit electronically warrant information. | No | |
| 148 | Manage Charges | Manage Warrants / Subpoenas | The proposed Solution must provide the ability to enter and review warrant information for an Inmate. | No | |
| 149 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability to identify and appropriately assess an Inmate for safe and secure placement within the facility to be in compliance with the Jail Department policies and procedures. | Yes | |
| 150 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability to generate an electronic list of all Inmates who have been processed through Admissions and are available for initial Classification to be actioned i.e., to generate a Classification queue. | Yes | |
| 151 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability to automatically place the Inmate's record into the Classification work queue upon completion of the Intake process. | Yes | |
| 152 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability to identify and assess an Inmate with the Jail Department's existing Classification and Reclassification instrument. The instrument includes a series of characteristics and attributes that determines an Inmate's Classification level, to ensure appropriate housing placement and Programmatic mandates for the Inmate. | Yes | |
| 153 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability to capture the data attributes associated with any COTS Classification and Reclassification Instrument | Yes | |
| 154 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability to modify the data attributes associated with the Jail Department's Classification and Reclassification Instrument as needed, without the need for customization. | Yes | |
| 155 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability to enter notes for each Inmate Classified and Reclassified during the use of the instrument. | Yes | |
| 156 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability to identify the Inmate’s legal status, such as Pre-Trial or Sentenced. | Yes | |
| 157 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability to add legal statuses without the need for customization. | Yes | |
| 158 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability to deactivate or retire a legal status that is no longer necessary, without corrupting records that previously used the deactivated status. | Yes | |
| 159 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability for an objective Classification that will provide a Classification and Reclassification into the multiple Custody Levels. These should include but not be limited to: |
a. Minimum
b. Medium
c. Maximum
| d. Trustee | Yes | |||
| 160 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability for the Classification officers to view current and historical information about an Inmate. This information should include but not limited to: |
a. Current charges including highest charge
b. Criminal History (integration of CMS)
| c. Behavior | Yes | ||||
| 161 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability to automatically notify the Classification officers on duty at the time when an Inmate has been in the Jail Department for 48 hours and not been classified, based on the time the Inmate arrived in Receiving, in order to prevent the Jail Department from being in violation of the 72-hour federally required mandate to get Inmates out of the Receiving room. | Yes | |
| 162 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability for an Inmate to appeal the Classification and Reclassification and record the results of the appeal. | Yes | |
| 163 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability to include the assessment for security level and for appropriate housing identification. | Yes | |
| 164 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability to display the Inmate’s “Medical Clearance” status to Classification officers. | Yes | |
| 165 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability for the authorized user to override the Classification and Reclassification and capture the new level, the staff ID and override reason. | Yes | |
| 166 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability for authorized staff (i.e., Supervisors) to override the Classification and Reclassification generated by the System including downgrading an Inmate from Minimum to Community and capture the new level, the staff ID and override reason. | Yes | |
| 167 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability to restrict Inmate Movement from Intake housing if the Inmate is not both “Classified” and “Medically Cleared”. However, this can be overridden. | Yes | |
| 168 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability for the authorized user to override the “Medical Clearance” requirement for Movement from Intake housing and capture the staff ID and override reason. | Yes | |
| 169 | Manage Classification | Manage Initial Classification | The proposed Solution must display this information in a concise manner to be able to be viewed by the user. | Yes | |
| 170 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability to integrate a commercial off the shelf Classification System. | Yes | |
| 171 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability to configure interview questions and may be able to perform automated scoring and Classification associated to the answers of the questions. This should be done without the need for additional Programming. . | Yes | |
| 172 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the ability for authorized users to override a Classification and Reclassification level from a list of pre-selected reasons, with the ability to add a free text description in an option for "other." | Yes | |
| 173 | Manage Classification | Manage Initial Classification | The proposed Solution must provide the capability to interface with commercial off the shelf risk assessment tools or utilize in house tools to identify the need areas for an Inmate. | Yes | |
| 174 | Manage Classification | Manage Reclassification | The proposed Solution must provide the ability to generate an electronic list of all Inmates who are ELIGIBLE for re-Classification i.e., to generate a re-Classification queue. | Yes | |
| 175 | Manage Classification | Manage Reclassification | The proposed Solution must provide the ability to automatically schedule an Inmate for Reclassification based rules to include but not limited to: |
a. Pre-determined interval schedule, e.g., every 90 days
b. Disciplinary action
c. Program completion
| d. Court action such as bail change, conviction or additional charges | Yes | |||
| 176 | Manage Classification | Manage Reclassification | The proposed Solution must provide an electronic list of upcoming Reclassification required indicating the reason for the Reclassification. These should include but not be limited to: |
a. Scheduled
b. Disciplinary action
c. Program completion
d. Bail status
e. Parole status
| f. Detainer status. | Yes | ||||
| 177 | Manage Classification | Manage Reclassification | The proposed Solution must provide the ability for the Classification user to Reclassify the Inmate and record the Classification and Reclassification result. The System must identify the person that has taken this action. | Yes | |
| 178 | Manage Classification | Manage Reclassification | The proposed Solution must provide the ability to keep a record of the historical Classification levels of an Inmate, including what dates their Classification levels were updated. | Yes | |
| 179 | Manage Classification | Manage Reclassification | The proposed Solution must provide the ability to maintain the attribute level data captured for Classification and Reclassification, which can be later viewed by authorized users for Reclassification. | Yes | |
| 180 | Manage Classification | Manage Reclassification | The proposed Solution must provide the ability to process Inmates that are being added to or removed from special housing, such as “Close Custody,” and “Administrative Segregation.” | Yes | |
| 181 | Manage Classification | Manage Reclassification | The proposed Solution must provide the ability to generate automated triggers for reviewing an Inmate’s Classification to determine if it should be modified. These triggers include but are not limited to: |
a. Date of last Classification
b. New Identification information
c. Communications from an Inmate (such as a request for cell change)
| d. Requests from Medical Health and Behavioral Health. | Yes | ||||
| 182 | Manage Classification | Manage Reclassification | The proposed Solution must provide the ability to display the Classification history for an Inmate for a specific stay and for all stays. | Yes | |
| 183 | Manage Classification | Manage Reclassification | The proposed Solution must provide the ability to start a timer for pre-defined periodic review for designated Classifications and Reclassification (e.g., 90 days). When the time limit is reached, System will automatically place the Inmate's record in the Classification work queue. | Yes | |
| 184 | Manage Communications | Manage Grievances & Requests | The proposed Solution must provide the ability to display all Grievances filed by an Inmate. | yes | |
| 185 | Manage Communications | Manage Grievances & Requests | The proposed Solution must provide the ability to search Inmate Grievances for keywords (e.g., Officer name). | yes | |
| 186 | Manage Communications | Manage Grievances & Requests | The proposed Solution must provide the ability to track Inmate Grievances by a System generated number keeping track of details and decisions rendered, and in compliance with the Jail Department policies and procedures. | yes | |
| 187 | Manage Communications | Manage Grievances & Requests | The proposed Solution must provide the ability to create and track Inmate Grievances. | yes | |
| 188 | Manage Communications | Manage Grievances & Requests | The proposed Solution must provide the ability to date stamp receipt of Grievance for proper and timely processing. | yes | |
| 189 | Manage Communications | Manage Grievances & Requests | The proposed Solution must provide the ability to accept data from an external kiosk, where an Inmate can enter a Grievance, to create the Grievance. | yes | |
| 190 | Manage Communications | Manage Grievances & Requests | The proposed Solution must assign a unique number to each Grievance created. | yes | |
| 191 | Manage Communications | Manage Grievances & Requests | The proposed Solution must provide the ability to query Grievance records to generate reports for statistical purposes. | yes | |
| 192 | Manage Communications | Manage Grievances & Requests | The proposed Solution must provide the capability to limit the number of Grievances created by an Inmate, if required, over a specified period of time based on policy. | yes | |
| 193 | Manage Communications | Manage Grievances & Requests | The proposed Solution must be able to document a Grievance, a Grievance response, Grievance reviews, an appeal and a decision on that appeal. | yes | |
| 194 | Manage Communications | Manage Grievances & Requests | The proposed Solution must provide the ability for the Inmate to withdraw an already filed Grievance, without deleting or removing the initial Grievance. Any changes or modifications by the Inmate must be tracked (when and what changes) | yes | |
| 195 | Manage Communications | Manage Grievances & Requests | The proposed Solution must have the ability to generate a Grievance package that would include all documentation associated with that Grievance, including appeals, Incident reports, etc. | yes | |
| 196 | Manage Communications | Manage Grievances & Requests | The proposed Solution must have the ability to track those Grievances for Inmates across the Jail Department facilities, such as in the event an Inmate changes their Housing location. In addition, the Solution must allow the authorized personnel to view Grievances for an Inmate across all facilities within the Jail Department. | yes | |
| 197 | Manage Communications | Manage Grievances & Requests | The proposed Solution must have the ability to generate an Outcome Measure Report, as required by ACA. | yes | |
| 198 | Manage Communications | Manage Grievances & Requests | The proposed Solution must provide the ability to enable the Grievance Coordinator to identify those Grievances that are due from the appropriate departments based on departmental policies. | yes | |
| 199 | Manage Communications | Manage Grievances & Requests | The proposed Solution must provide the ability to enable the Grievance Coordinator to get a reminder when the Grievance responses are due to the Inmate based on departmental policies. | yes | |
| 200 | Manage Communications | Manage Grievances & Requests | The proposed Solution must provide the ability to configure the Workflow to send notifications to the appropriate person when the Grievance needs to be reviewed by that person. This notification could be sent by email or through the System. | yes | |
| 201 | Manage Communications | Manage Grievances & Requests | The proposed Solution must provide the ability to enable the Grievance Coordinator or an authorized individual to perform trend analysis for Grievances. This could be by Grievance types, locations, grieve-able vs non-grieve-able. | yes | |
| 202 | Manage Communications | Manage Grievances & Requests | The proposed Solution must provide the ability to track Grievances initiated by Inmates that are non grievable to include tracking the response to the Inmate. | yes | |
| 203 | Manage Communications | Manage Grievances & Requests | The proposed Solution must provide the ability to enable the Grievance Coordinator to mark a Grievance as PREA related. The System must have the ability to enable individuals with the appropriate authority to unmark a previously PREA marked Grievance. | yes | |
| 204 | Manage Communications | Manage Grievances & Requests | The proposed Solution must have the ability to reject (and document) Grievances for reasons as outlined in policy, e.g. appears frivolous, is a non-grievable issue, is ten days beyond the event/Incident date (exception: assigned to temporary bed over 55 days complaints) etc. | yes | |
| 205 | Manage Communications | Manage Grievances & Requests | The proposed Solution must provide the ability for the Jail Department staff to manually enter the information contained in forms used by Inmates to communicate Grievances to the Jail Department staff | yes | |
| 206 | Manage Communications | Manage Grievances & Requests | The proposed Solution must provide the ability for Inmates to enter a Grievance directly into an electronic device which may be located in a kiosk or some other Inmate general use area. | yes |
This is the start of the file's text. The full file is on GovTribe.
File details come from the government source that posted it. Updated .