Functional Requirements Document - LSU RFI.pdf

Executive Office for Immigration Review (EOIR)

Office of Information Technology

Language Services Unit (LSU) Modernization Functional Requirements Document

12/19/25 Version 0.1

UNCLASSIFIED/FOR OFFICIAL USE ONLY

LSU Modernization Functional Requirements Document

UNCLASSIFIED/FOR OFFICIAL USE ONLY i

Table of Contents

1.0 INTRODUCTION

1.1 Project Description

2.0 FUNCTIONAL REQUIREMENTS

2.1 Functional Requirements

2.1.1 Initial Master Hearings

2.1.2 Scheduling of Master Reset & Merit Hearings

2.1.3 Identify Interpretation Requirement

2.1.4 Schedule Staff Interpreters

2.1.5 Long-Term Contract Interpreters – Interpreters that are contracted for more than a hearing a day

2.1.6 Order Contract Interpreters

2.1.7 Interpreter Check-in/Check-out

2.1.8 Unscheduled Telephonic Interpreter

2.1.9 Re-route Interpreter Assignment

2.1.10 Vendor Invoice Process

2.1.11 Reports

3.0 OPERATIONAL REQUIREMENTS

3.1 Security

3.2 Audit Trail

3.3 Data Currency

3.4 Reliability

3.5 Recoverability

3.6 System Availability

3.7 Fault Tolerance

3.8 Performance

3.9 Capacity

3.10 Data Retention

3.11 Section 508 Compliance

4.0 APPENDICES

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1.0 INTRODUCTION

1.1 Project Description

The Language Services Unit (LSU) Interpreter Services Modernization project is a modernization effort to streamline EOIR’s interpreter request, assignment, and billing process. This effort should modernize LSU’s business processes and technology to lower interpretation cost, improve interpretation services provided to the courts, and simplify time consuming manual processes.

This project will replace LSU’s Electronic Contract Interpreter Ordering System (ECIOS) consisting of two major application components:

• ECIOS Web Application (Cold Fusion)

• ECIOS Interpreter Services Tracking Application (MS Access DB)

The capability will accomplish the following:

• Improve the efficiency and accuracy of interpreter services ordering and scheduling

• Maximize staff interpreter scheduling

• Optimize contract interpreter usage and costs across courts

• Allow court users to identify and correct interpreter scheduling and utilization issues

• Automate interpreters’ check in/out process

• Remove inefficient manual processes

• Ensure that invoice charges and damages are accurate for auditing.

2.0 FUNCTIONAL REQUIREMENTS

2.1 Functional Requirements

2.1.1 Initial Master Hearings

1. The capability shall schedule initial master hearings based on hearing types, language and a pre-defined time period to the same docket, e.g. all new Mandarin adult removal cases should be scheduled to the same docket (not to exceed the docket maximum) 30 to 60 days out in order to maximize the use of the Mandarin Interpreter.

2.1.2 Scheduling of Master Reset & Merit Hearings

1. The capability shall allow the Immigration Judge (IJ) or Legal Assistant (LA) to select a primary language

2. The capability shall allow the IJ or LA to select a secondary language

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3. The capability shall display hearing date and time recommendations based on the Hearing Scheduling Criteria below

Hearing Scheduling Criteria (Table 2.1)

Criteria Master Hearing Merit Hearing Language • Scheduling recommendations will be based on grouping as many of the same language into the same master hearing.

• Capability will identify scheduled merit hearings with the same language and provide scheduling recommendations for the same day.

Session Type • Capability will only recommend scheduling with compatible session types together, e.g., Custody hearings will not be scheduled with Master Reset proceedings.

• Capability will only recommend scheduling with compatible sessions, e.g.

Individual or Individual Detained.

Immigration Judge (IJ) • Capability should recommend master hearings with the assigned IJ.

• Scheduling preference is with the assigned IJ

• Capability should identify other IJs with the same language in the same court.

Completion Goal (lead-time)

• Scheduling recommendations will use case type lead-time goals.

• IJs will be able to view scheduling options outside of the case type lead-time goals.

1 in-person interpreter per IJ (8am – 12pm or 1pm – 5pm)

• Only one in-person interpreter is allowed to be ordered per morning.

(8 am – 12 pm) or afternoon (1 pm – 5 pm) session.

Session Availability • Scheduling recommendations should be based on session availability.

• IJs will need the ability to see sessions (w/ case quantity) that do not have availability and still schedule the respondent to that session.

Weekends/Holidays • Scheduling recommendations will exclude weekends and holidays.

Non-work Time and Admin Time

• Scheduling recommendations will exclude non-work time and admin time.

• IJs will be allowed to schedule hearings during work time and admin time.

Multiple Languages • Capability will allow multiple languages for respondent.

• Scheduling will provide recommendations for primary and secondary language.

• Capability will allow IJ to see the primary and secondary language.

Duration • Does not apply to Master Hearings

• Capability will only provide scheduling recommendations for session durations that are equal to or greater than the hearing requirement duration.

Attorney • Capability will allow the IJ to search for available session with the same attorney/firm.

4. The capability shall provide recommendations that are outside of the criteria when there are no recommendations available based on the Hearing Scheduling Criteria

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5. The capability shall allow the IJ or LA to adjust the criteria to search for new recommendations

6. The capability shall allow the IJ or LA to select a date and time from the displayed schedule

7. The capability shall schedule the hearing to the selected date and time

2.1.3 Identify Interpretation Requirement

1. The capability shall allow the IJ or LA to mark the hearing as “requiring an interpreter”

2. The capability shall allow the IJ or LA to mark the hearing as “not requiring an interpreter”

3. The capability shall calculate the interpreter costs for each allowable service type in the following table

4. The capability shall allow the IJ or LA to select an interpretation service type per Agency’s ordering guidelines

5. The capability shall display Interpreter Service Type cost to the IJ or LA Interpreter Service Type Criteria (Table 2.2)

Interpreter Service Type (option)

Criteria

Master Hearing

Criteria

Merit Hearing

In-person • No longer applicable under current Agency ordering guidelines.

• Can order in-person

• Anytime for detained

• With two or more business days’ notice for non-detained

Video Remote Interpretation (VRI)

• VRI can be ordered with Language Services Unit (LSU) approval if fewer than 15 non-detained/10 detained lead respondents requiring the same language.

• Can order VRI anytime.

Scheduled Telephonic

• Scheduled telephonic can be ordered with LSU approval if fewer than 5 lead respondents requiring the same language.

• Can order scheduled telephonic anytime

Unscheduled Telephonic

• All

Unscheduled Video • All (not available at this time)

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2.1.4 Schedule Staff Interpreters

1. The capability shall capture the following staff interpreter information as part of new employee account set-up:

• Staff Interpreter Name

• Home Court

• Tour of Duty (Schedule)

• Interpretation Language(s)

2. The capability shall update the staff schedule with time-off when GovTA is updated

3. The capability shall allow users to update Tour of Duty schedules

4. The capability shall allow users to block time-off

5. The capability shall schedule staff interpreters to hearings based on a predetermined number of days (7) prior to the hearing date

6. The capability shall assign interpreters to hearings based on the following criteria:

Interpreter Assignment Criteria (Table 2.3)

Assignment Criteria Criteria Description

Availability The hearing must match the interpreter’s tour of duty dates and times, and must not be scheduled for time-off in the capability.

Language The respondent’s language must match the interpreter’s interpretation language.

Home Court The hearing location must match the interpreter’s home court for in-person Interpreter Service Type.

Prioritization The capability must prioritize the scheduling of staff interpreters based on hearing type in the following order:

1. Merit

2. Detained

3. Master

7. The capability shall allow the interpreter supervisor(s) or staff interpreters to review staff assignments to hearings

8. The capability shall allow the interpreter supervisor(s) or staff interpreters to change staff assignments to hearings

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9. The capability shall update staff interpreter assignments when the assignment criteria changes (see table 2.3 for assignment criteria changes - Prioritization, e.g., when a new merit hearing is added, a staff interpreter may be reassigned to the merit hearing from a master hearing)

2.1.5 Long-Term Contract Interpreters – Interpreters that are contracted for more than 1 day, e.g. 3 month contract.

1. The capability shall capture the following contract interpreter information as part of account set-up:

• Interpreter Name

• Home Court

• Schedule

• Interpretation Language(s)

2. The capability shall allow contract interpreter to schedule time-off

3. The capability shall schedule contract interpreters to hearings based on a predetermined number of days (7) prior to the hearing date

4. The capability shall assign interpreters to hearings based on the following criteria:

Interpreter Assignment Criteria (Table 2.3)

Assignment Criteria Criteria Description

Availability The hearing must match the interpreter’s tour of duty dates and times, and must not be scheduled for time-off in the capability.

Language The respondent’s language must match the interpreter’s interpretation language.

Home Court The hearing location must match the interpreter’s home court for in-person Interpreter Service Type.

Prioritization The capability must prioritize the scheduling of staff interpreters based on hearing type in the following order:

1. Merit

2. Detained

3. Master

5. The capability shall allow the interpreter supervisor(s) or staff interpreters to review contractor assignments to hearings

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6. The capability shall allow the interpreter supervisor(s) or staff interpreters to change contractor assignments to hearings

2.1.6 Order Contract Interpreters

1. The capability shall create contract interpreter orders based on a predetermined number of days (30-45 days) prior to the hearing date

• The capability shall create contract interpreter orders for all hearings that require an in-person, VRI, or scheduled telephonic, when there is no staff interpreter assigned

• The capability will not send orders that are created less than 3 business days from the hearing date for non-detained hearings

• The capability will allow LSU to send orders that are created less than 3 business days from the hearing date for non-detained hearings

• The capability shall continue to create contract interpreter orders for any new hearing that is less than the predetermined days in requirement 1 in this section

2. The capability shall cancel the vendor order when a staff interpreter is assigned to a hearing if the order is within the allowable cancellation deadline.

3. The capability shall cancel the contract interpreter order when the hearing is cancelled and due to reason other than a Suspension of Search or No Show assuming have not passed the cancellation deadline.

4. The capability shall electronically send order information in table 2.4 to the vendor in near real time

Send Order Information (Table 2.4)

Type Description

Order Sent to the assigned vendor before the hearing. Order contains hearing date, time, and service requirement.

Order Cancellation Sent to the assigned vendor when an interpreter order is no longer needed and has not passed the cancellation deadline.

SOS (Suspension of Search) Option Selected

When the vendor is unable to fulfill the original order, they may send alternative dates/times or service types to the capability.

This is sent when the IJ or court POC accepts one of the options or rejects them all.

No Show Sent to vendor when the contractor does not show up for the hearing.

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Contractor Performance Sent to the vendor when there is a contractor performance issue.

Disqualified Contractor Essentially a rejection of the vendor’s assigned interpreter based on historical performance issues where EOIR has requested that they no longer use this interpreter.

5. The capability shall electronically receive order information in table 2.5 from the vendor in near real time

Receive Order Information (Table 2.5)

Order Receipt This updates the order with confirmation that the vendor received the order information.

Interpreter Assignment This updates the order with the interpreter’s hearing assignment or a change in interpreter’s hearing assignment.

SOS (Suspension of Search) This updates the order with information that informs the user(s) that the vendor is unable to complete the order and also provides any suggested vendor alternative options, which MAY include different time, different date, or different type of service.

No Show This updates the order with information that informs the IJ or POC that the assigned vendor will not be able to fulfill the interpreter order. The term “no-show” is used only after the start of the hearing.

6. The capability shall provide the IJ and POC with notification that the vendor order is unable to be fulfilled

7. The capability shall provide the IJ with alternative options available including:

• Moving hearing to a different time for same day

• Moving hearing to a different day

• Scheduled Telephonic

• Scheduled Video

8. The capability shall create a new order when the IJ selects the option for a different time, date, or service type (the old order will be used to calculate damages)

9. The capability shall allow the IJ to select a provided option or reject all options when the vendor order requirement is unable to be filled

10. The capability shall send a scheduled telephonic order to the other vendors when it is selected as an alternative option and was not provided as a primary vendor option

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11. The capability shall continue to send options to the IJ for selection as new options are available or previous options are no longer available

12. The capability shall notify LSU when the IJ has rejected all alternative options provided by the capability

13. The capability shall allow LSU to add new alternative options

14. The capability shall allow LSU to add interpreter task or hearing assignment information

15. The capability shall allow users to view all interpreter orders in near real time

16. The capability shall provide a dashboard that will show hearings by date that require an interpreter and has none assigned

Interpreter Status List (Table 2.3)

Status Status Description

Assigned The vendor has sent the interpreter assignment or a staff interpreter has been assigned

Not Assigned Yet Does not have an interpreter assigned

Cancelled Order has been cancelled

Confirmed The vendor has sent the interpreter confirmation or the interpreter supervisor approves the assignment

SOS Suspension of Search has been submitted by the vendor

2.1.7 Interpreter Check-in/Check-out

2.1.7.1 Check-in/Check-out

1. The capability shall allow the interpreter to electronically sign into the court

2. The capability shall verify that the interpreter is physically on-site

3. The capability shall notify the interpreter if their assigned hearing has been cancelled

4. The capability shall allow the interpreter to electronically check-in to the court room or task

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5. The capability shall verify that the interpreter is physically in the court room

6. The capability shall allow the IJ to update the interpreter start time when the interpreter starts interpretation

7. The capability shall allow the IJ or LA to add a lunch start-time

8. The capability shall allow the IJ or LA to add a lunch end-time

9. The capability shall allow the IJ or LA to add an interpreter release time

2.1.7.2 Unassigned Interpreters

10. The capability shall allow the court to assign an unassigned interpreters to hearings or tasks

10.1 The capability shall allow the IJ or LA to see unassigned interpreters

10.2 The capability shall allow users to assign unassigned interpreters to a hearing or a task

11. The capability will send and receive electronic messages to/from the vendors (See table

2.6 for electronic messages)

12. The capability shall notify interpreters of new tasks/hearing assignments

13. The capability shall allow interpreters to confirm a task/hearing assignment or reject an task/hearing assignment with a reason

14. The capability shall provide interpretation instructions to the interpreter, i.e., court room location, dial-in number, etc.

15. The capability shall update interpreter order with new task/hearing assignments

16. The capability shall allow interpreters to checkout of courts

17. The capability shall verify that the interpreter is physically located at court when checking out

2.1.7.3 Interpreter No-Shows

18. The capability shall allow vendors to electronically send a new Estimated Time of Arrival (ETA) for late interpreters

19. The capability shall allow the IJ to accept or reject an update ETA for an interpreter

20. The capability shall update the order with the interpreter ETA

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21. The capability shall update the docket with the interpreter ETA

22. The capability shall allow vendors to electronically send a notification for an interpreter that will not be able to fulfill the order

23. The capability shall allow the IJ or LA to update the interpreter order as a “No Show”

24. The capability shall update the hearing as a “No Show”

25. The capability shall send a No Show Notification (NSN) to the vendor when the interpreter order is updated as a “No Show”

26. The capability shall request confirmation from the IJ if an in-person interpreter is a requirement

27. The capability shall assign a new interpreter to the hearing that has a “No Show” if a new interpreter is available

28. The capability shall allow vendors to electronically send alternative options for “No Shows”

29. The capability shall allow the IJ to accept or reject alternative options for “No Shows”

30. The capability shall allow IJs to request availability of assigned interpreters

30.1 The capability shall allow IJs to view interpreters

30.2 The capability shall allow IJs to send & receive electronic messages to “other IJs” conducting hearings that are utilizing the required interpreter to request availability

Electronic Messages (Table 2.6)

Name Description

No Show Notification (NSN) • Capability will send the NSN when the interpreter does not sign into court.

• Capability with receive the NSN when it’s reported by the vendor.

New ETA Capability will receive a new ETA when the interpreter is reported late by the vendor.

ETA Accepted After a new ETA is sent by the vendor, the capability will send the ETA acceptance when it is approved by the IJ.

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ETA Rejected After a new ETA is sent by the vendor, the capability will send the ETA acceptance when it is rejected by the IJ.

Interpreter Not Needed The capability will send an Interpreter not needed message when the interpreter is identified as a “No Show” and the IJ identifies an alternative that does not require the vendor interpreter.

31. The capability shall request loss of docket from IJs and/or Court

Loss of Docket Time Options:

A) Hearing could not go forward (full damages apply)

B) Interpretation waived – goal of hearing was not achieved. (partial damages apply)

C) Unscheduled – another vendor fulfilled requirement (partial damages apply)

E) Hearing did not go forward for reason other than the interpreter not available (no damages apply)

F) Hearing went forward in a different language than ordered (full damages apply)

2.1.8 Unscheduled Telephonic Interpreter

1. The capability shall allow the IJ or LA to request a telephonic interpreter

2. The capability shall create an interpreter order when an IJ or LA makes an unscheduled telephonic request

3. The capability shall allow the IJ or LA to select from the following connection types:

• Telephone

• Video

4. The capability shall prioritize the vendor selection based on the following hierarchy:

• Historical interpreter availability for the language requirement

• Lowest vendor cost

• Equally divide between vendors

5. The capability shall send the IJ’s PIN and language requirement to the vendor

6. The capability shall allow the vendor to respond to the interpreter request with the availability

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7. The capability shall repeat the vendor connection process for the secondary vendor when the primary vendor cannot meet the interpretation requirements

8. The capability shall allow the IJ to initiate a request for a scheduled telephonic for a new date after the 2nd attempt for an unscheduled interpreter

9. The capability shall allow LSU to approve/reject a request for a scheduled telephonic

10. The capability shall connect the IJ to the interpreter

11. The capability shall allow the vendor to electronically send the interpretation information, i.e., interpreter name, interpretation language, interpreter company, interpretation minutes

12. The capability shall allow the IJ or LA to view interpretation information in requirement 11 of this section

13. The capability shall allow the IJ or LA to confirm interpretation information in requirement 11 of this section

14. The capability shall allow the IJ or LA to report interpreter issues from a list of options

15. The capability shall allow the IJ or LA to write interpretation comments

16. The capability shall allow IJ or LA to see updates on the interpreter order with interpreter information and interpreter issues

17. The capability shall send an electronic confirmation of interpreter services provided to the vendor including start and end time

18. The capability shall allow LSU to view reported issues and determine actions needed

19. The capability shall allow LSU to edit or confirm reported issues

20. The capability shall send an electronic notification with reported issues to the vendor

2.1.9 Re-route Interpreter Assignment

1. The capability shall allow the IJ or LA to filter and view same days interpreter task/hearing assignments

On the Sport Interpreter Filter (Table 2.7)

Data Criteria Description

Language(s) Languages the interpreter is able to interpret

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Interpreter Type Vendor or Staff

Availability Assigned or unassigned

Location Physical location including court or remote

Schedule Staff: Tour of Duty hours

Vendor: Contract window

2. The capability shall prioritize vendor interpreters for new tasks/hearing assignments over staff interpreters

3. The capability shall allow the IJ or LA to assign available interpreters to a task/hearing assignment

4. The capability shall electronically message the task/hearing assignment to the interpreter

5. The capability shall electronically message the task/hearing assignment to the vendor when it is a vendor interpreter

6. The capability shall electronically message the staff interpreter supervisor when it is a staff interpreter

7. The capability shall allow the interpreter to accept the task/hearing assignment

8. The capability shall allow the interpreter to decline the task/hearing assignment

9. The capability shall require the interpreter to provide a reason for declining the task/hearing assignment

10. The capability shall allow the IJ/LA to reassign a task/hearing assignment to another interpreter when the previous interpreter does not respond or declines the task/hearing assignment

11. The capability shall provide task/hearing assignment instructions to the interpreter, i.e., which court room to report to or a dial in number

12. The capability shall allow the IJ to electronically message another IJ to inquire about an assigned interpreter’s availability

13. The capability shall allow the IJ to electronically respond to an inquiry about an assigned interpreter’s availability

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14. The capability shall allow the IJs to electronically communicate during hearing in an unobtrusive manner, e.g., small text window in the corner of their screen

15. The capability shall allow the IJ to release the interpreter from the assigned hearing or task

16. The capability shall report interpreter acceptance and declines of re-route Interpreter tasks/hearing assignments

2.1.10 Vendor Invoice Process

1. The capability shall send contract interpreter issues (e.g., late interpreters, no-shows, etc.) to the vendor as they are reported

2. The capability shall calculate order charges including damages, e.g., late fees, no shows (Tables 2.8.1; 2.8.2; 2.8.3; 2.8.4), inadequate interpreters (after determination has been made by the LSU)

EOIR Language Services Pricing Table (2.8.1)

Interpreter Service Type Charged By Description In-Person • Hourly (3 hour minimum)

• ½ Day (4 hour duration)

• Full Day (6-8 Hour duration)

• Week (5 consecutive work days)

Rates differ by:

1. Interpreter qualification:

Certified, Qualified.

2. Language Type: Spanish, Other.

In-Person Charge x 10% Premium is paid for orders that are submitted less than 3 work days prior to the date required.

Scheduled Telephonic (Vendor 1) Hourly Scheduled Telephonic (Vendor 2) Minute, 1st hour is a flat charge Scheduled Telephonic (Vendor 3) Hourly Scheduled Video Remote (Vendor 1)

Hourly

Unscheduled Telephonic (Vendor 2&3)

Minute Rates differ by vendor.

Written Translation (Vendor 1) Word Computer Aided Real-Time Transcription

Hourly

Transcription/Translations of Recordings

Hourly

Cancelled orders (Charges for orders that are cancelled by EOIR) (Table 2.8.2)

Interpreter Service Type Advance Notification Charge

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In-Person, Scheduled Telephonic, Scheduled Video

24 Hours or more $0.00

In-Person Less than 24 Hours 3 Hours Scheduled Telephonic, Scheduled Video

Less than 24 Hours 1 Hour

In-Person, Scheduled Telephonic, Scheduled Video

Less than 24 Hours (court closure) 1 Hour

Unscheduled N/A N/A *All calculations are based on local time.

Damages (Table 2.8.3)

Interpreter Service Type Area of Non- Conformance

Description Deduction

In-Person, Scheduled Telephonic, Scheduled Video

Hearing delayed due to interpreter.

1 hour per occurrence.

In-Person, Scheduled Telephonic, Scheduled Video

Hearing cancelled due to interpreter.

See “No Show”.

In-Person, Scheduled Telephonic, Scheduled Video

Interpreter fails to meet non-interpretation standards/requirements (Attachment 5).

Meets qualifications, follows procedures, acts professionally as stated in contract.

1 hour per occurrence.

In-Person, Scheduled Telephonic, Scheduled Video

Interpreter quality fail to meet standards/requirements (Section C).

Poor interpretation quality. 2 hours per occurrence.

In-Person, Scheduled Telephonic, Scheduled Video

Interpreter fails to provide personal info to

COR.

Accurate interpreter information is sent prior to hearing.

1 hour per occurrence.

In-Person, Scheduled Telephonic, Scheduled Video

Interpreter must be shared between/amongst judges if SOS notice is sent.

Addition assignments. 1 hour per occurrence.

In-Person Interpreter leaves prior to work order end time.

Flat charge is different for detained.

Flat charge per occurrence.

In-Person, Scheduled Telephonic, Scheduled Video

Immigration Judge determines the interpreter does not meet contract requirements.

Flat charge is different for detained.

Flat charge per occurrence.

In-Person, Scheduled Telephonic, Scheduled Video

Interpreter who appears for order is on the disqualified list.

Flat charge is different for detained.

Flat charge per occurrence.

In-Person, Scheduled Telephonic, Scheduled Video

Personal info is not provided to COR in acceptable time frame.

Flat charge is different for detained.

Flat charge per occurrence.

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In-Person No Shows. Based on No Show Rate (Monthly No Shows)/ (Monthly Work orders).

• No Show Rate <= 1.5%, then no penalties.

• No Show Rate > 1.5%, then see No Show table.

Unscheduled N/A

No Show (Table 2.8.4)

Order Lead Time (Work Days)

Notification Requirement

Non-Detained Penalty Detained Penalty

<1 Day Spanish N/A • 3 hour minimum • Flat <1 Day Other N/A • $0 • $0 1 5 PM Same Day • On-time Notification

• Late Notification

• On-time Notification

• Late Notification

2-5 5 PM Next Day • On-time Notification

• Late Notification

• On-time Notification

• Late Notification

6 + 5 days prior to requirement date

• On-time Notification

• Late Notification

• On-time Notification

• Late Notification

*The first time language ordered (nationwide) no damage will be assessed.

*All calculations are based on local time.

*Languages type are: Spanish & Other.

3. The capability shall be able to send electronic orders with invoicing order details to the vendor

4. The capability shall be able to match electronically submitted invoice order charges to vendor orders

5. The capability shall be able to report on unmatched invoice order charges

6. The capability shall allow LSU to manually update invoice data on an order

7. The capability shall record changes to invoice data on an order

8. The capability shall allow LSU to add invoicing notes to an order

9. The capability shall allow the vendor to resubmit invoice order details

10. The capability shall allow LSU to input a dollar tolerance for accepting invoice details

11. The capability shall allow LSU to reject invoice order details

12. The capability shall allow the vendor to submit an invoice summary with the invoice details

13. The capability shall allow LSU to reject the invoice summary

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14. The capability shall allow the LSU chief to electronically sign the invoice summary

15. The capability shall notify the Unified Financial Management System (UFMS) analyst of the signed invoice

16. The capability shall allow the UFMS analyst access to the invoice documents including the signed invoice, the purchase order, and the invoice submission date from the vendor

17. The capability shall allow the UFMS analyst to add a (JPQ) number to each invoice summary

2.1.11 Reports

1. The capability shall allow reporting of No Shows

2. The capability shall allow reporting of Suspension of Search

3. The capability shall allow reporting of interpreter order cancellations

4. The capability shall allow reporting of interpreter costs

5. The capability shall allow the reporting of interpreter utilization

6. The capability shall allow the reporting of vendor interpreter order fulfillment performance

7. The capability shall allow the reporting of interpreter performance

8. The capability shall provide a history for each order, summarizing all related actions, from submission of an order, through all changes, to payment.

9. The LSU must have the capability to create ad hoc reports regarding contract interpreter ordering, utilization, trends, etc.

3.0 OPERATIONAL REQUIREMENTS

3.1 Security

The system will contain PII data elements. All security requirements pertaining to this project are in conjunction to the IT Security Controls and Privacy Controls for PII.

3.2 Audit Trail

The ISM project shall capture all transactions entered by a user and include date/time and user identification data to allow all transactions to be audited. The system audit logs shall be captured and managed in accordance to:

• DOJ Order 2640.2F

• DOJ Information Technology Security Standard Audit Accountability (AU) control family

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3.3 Data Currency

The ISM project shall ensure that all system shall store data in real time. The system must display current data, as of the most recent transaction successfully submitted by the appropriate user. The data retrieved from DHS (such as: detention and release dates of aliens) shall be current as of the last data retrieval operation.

3.4 Reliability

Full reliability is essential for proper operation of the business functions to be supported by the system. The EOIR Contingency Plan addresses continuity of operations and availability/restoration, but any loss of availability consistent with those provisions must be accompanied by full data backup and restore capability of all data in the system.

3.5 Recoverability

All system/application must be fully recoverable within the time frames set forth in the EOIR Contingency Plan.

3.6 System Availability

The system will support both: internal and external-facing portals, required to stay operational 24/7, except for scheduled maintenance time.

3.7 Fault Tolerance

The system shall ensure fault tolerance such that availability requirements (Sec 3.6) are achieved.

3.8 Performance

The system shall be operational to support enterprise-wide suite of applications, retaining current level of user response time or usability.

3.9 Capacity

The system must be capable of supporting existing EOIR-wide load levels (capacity level to be addressed in the design and implementation phase).

3.10 Data Retention

The ECAS project shall comply with EOIR’s current Data Retention Rules as outlined in the RIMCert requirements for the project.

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3.11 Section 508 Compliance

The system shall be compliant with the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended by the Workforce Investment Act of 1998 that requires Federal agencies to make their Electronic and Information Technology (EIT) accessible to people with disabilities. Specifically, Section 508 of that act requires that when Federal agencies develop, procure, maintain, or use EIT, Federal employees with disabilities have access to and use of information and data that is comparable to the access and use by Federal employees who are not individuals with disabilities, unless an undue burden would be imposed on the agency. Note: Refer to Appendix B.

4.0 APPENDICES

Appendix A: Acronym List Term Description

LSU Language Service Unit IJ Immigration Judge LA Legal Assistant ETA Estimated time of arrival NSN No show notification SOS Suspension of Search