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Appendix 1 – PWS for CMS ASBCA 1 February 2018
As of the date of proposal submission, the CMS shall meet the following functional requirements. Indicate in the appropriate column for “yes” or “no” if the offeror’s proposed solution meets the following requirements as of the date of proposal submission:
| I. |
| Functional Requirements: A Description |
| Notes |
| Yes |
| No |
| 1.0 |
| Provide a configurable website accessible by the general public. Configurations to the website shall not be lost or corrupted due to changes and/or updates to the underlying software. |
| There shall be Admin capability on the public site to update content. |
| 1.1 |
| The public website shall provide a list of all open cases. |
| 1.1.1 |
| The CMS shall provide for each case a list of people assigned to the case as well as the judge/staff attorney. |
| 1.1.2 |
| The CMS shall provide for each case a list of documents filed in the case. |
The general public user shall not be able to see a document, just a list of documents.
This list is only of documents that have been approved to be seen by an external user assigned to the case.
| 1.2 |
| Information shall be provided for filing each of the different types of cases. |
| 1.2.1 |
| The CMS shall provide instructions for filing a case. |
| 1.2.2 |
| The CMS shall provide sample(s) for filing each type of case. |
| 1.2.3 |
| The CMS shall provide a template for various types of cases that the user can use to submit the case. |
| 1.2.4 |
| The CMS shall provide the user the ability to upload their own documents to initiate the case. |
| 1.3 |
| The CMS shall provide a way for someone to request access to a specific case. |
The CMS shall capture what role they are requesting in the case.
The clerk will grant or reject this access request.
Examples of ASBCA external roles are: Lead Counsel or Co-Counsel for the appellant, Lead Counsel or Co-Counsel for the government.
| 1.4 |
| The CMS shall provide a link to court rules and guidance. |
| 2.0 |
| There shall be a configurable external site accessible only to authorized parties’ representatives. Configurations or filings to the external site shall not be lost or corrupted due to changes and/or updates to the underlying software. |
The term “external site” is the portion of the public website that is accessible only via user name and password after setting up an account and provides that a user can request to be linked to an individual case. If a filer’s case is accepted and docketed then they will be granted access to the case by the clerk. The external site will be used by representatives of both involved parties to view documents associated with a specific case and to upload documents to a specific case.
Access to a case must be granted by the clerk.
| 2.1 |
| Upon a user logging in the CMS shall display all cases the person is currently assigned to. |
| 2.1.1 |
| Allow for only one user to be the lead counsel and allow for several co-counsels. |
| 2.2 |
| The CMS shall provide for the user to click on a case and see information about that case including a list of documents. |
| 2.2.1 |
| The CMS shall allow the user to open any of the documents associated with the case. |
| The list of documents displayed on the external site may be restricted by someone on the internal site. |
| 2.3 |
| The CMS shall provide for the user to upload documents to the case. |
| 2.4 |
| Uploaded documents shall be stored in PDF format when possible. |
| 2.5 |
| When a representative from one side uploads a document the CMS shall generate an email to the representative on the opposition side informing them of the upload. |
| 2.6 |
| When a representative from one side uploads a document the CMS shall generate an email to the Judge and clerk. |
| 3.0 |
| Provide a configurable internal site for court employee users that is secured against unauthorized access. Configurations to the internal site shall not be lost or corrupted due to changes and/or updates to the underlying software. |
| 3.1 |
| The user will be able to pull up a listing of all cases based on factors such as if the case is subject to expedited processing, a reconsideration, a remand from another court, or a request for Equal Access to Justice Act (EAJA) fees. |
| 3.2 |
| The CMS shall log the events for each case. |
| 3.2.1 |
| The CMS shall store and allow for the viewing of associated documents with each event. |
| 3.2.2 |
| The CMS shall provide for Admins, clerks, and Judges to view event logs. |
| 3.3 |
| The CMS shall update the status of the case as it moves through the events. |
| 3.4 |
| The CMS shall allow for the case to be rerouted to different points in the workflow by a user in the event that the typical workflow is inappropriate. |
| 3.5 |
| The CMS shall allow for comments to be added by different user roles as the documents and events for a case are routed and rerouted. Comments shall have two modes. |
1. Can be viewed internally by court employees only.
2. Can be viewed internally or externally (users from both the internal site and the external site).
The default mode shall be internal only.
| 3.6 |
| The CMS shall provide notice electronically to all involved parties, including the assigned judge, when a new document is added to the electronic case file. |
| 3.7 |
| The CMS shall provide a case numbering scheme that is configurable for various types of cases. |
| 3.8 |
| The CMS shall log all activities by all users including admins in a log file. |
| 3.8.1 |
| The CMS shall provide for assigned internal employees to view activity logs. |
| 3.9 |
| The CMS shall provide an option to send summary or all information regarding a case to an appellate court. Case Summary shall contain: |
(1) The name of the case.
(2) The case number.
(3) Names and contact information for all the parties.
(4) By date chronological list of documents filed with the court and issued by the court
| 3.10 |
| The CMS shall track case representatives who have been assigned to the case and trigger a process to physically mail documents if email is not an option. An email shall be sent to a clerk to print and mail documents. |
| 3.11 |
| The CMS shall assign future dates to workflow events in each case. The dates shall be put on the calendar of the judge/staff attorney who is assigned to the case. |
For example when a case is docketed the CMS shall assign two due dates (Complaint Date and Rule 4 Date).
These dates will be 30 calendar days from the docketing date, but shall not end on a weekend or a holiday.
| 3.12 |
| The CMS shall provide a method for a user to e-sign a document. |
| 3.14 |
| The CMS shall allow cases to be consolidated. |
| 3.15 |
| The CMS shall allow for the building and printing of various statistical reports. |
| Reports to be determined during configuration. |
| 3.15.1 |
| The CMS shall allow the admin to create new reports. |
| 3.15.2 |
| The clerk shall be able to run reports daily, weekly, or monthly. |
| 3.16 |
| Current statistics that populate reports shall be automatically calculated by the CMS. |
| Statistics to be defined during configuration. |
| 3.17 |
| The CMS shall allow for the input of forms and letter templates as necessary |
| 3.17.1 |
| The CMS shall pull up a default template based on the event with the option for the user to choose another template |
| 3.17.2 |
| The CMS shall prefill fields on the template wherever possible with the names and contact information for the parties and the case information, i.e. name and case number. |
| 3.17.3 |
| The CMS shall provide drop-down boxes where appropriate. |
| For example a dropdown of the parties associated with the case is appropriate where the clerk has manually entered an event and documents on behalf of one party that did not e-file. |
| 3.17.4 |
| The CMS shall allow the admin to add, delete and change templates as needed. |
| 3.18 |
| The CMS shall allow forms to be accessed by external and internal users. |
| 3.18.1 |
| Forms needed by the parties, such as various standard motions, shall be made available on the external site. |
| Forms to be defined during configuration. |
The CMS shall archive automatically when case is closed.
Keep 10 years.
Start clock again if a document is added to the case, but not if the case is simply reviewed by a user.
| 3.19.1 |
| Administrators, clerks and anyone assigned to the case can view the archived case information during the 10-year period. |
| 3.19.2 |
| The CMS shall provide a way to track when paper documents associated with a case are sent to the physical archives by the clerk |
| 3.20 |
| The CMS shall have a calendar feature. |
| 3.20.1 |
| Judge can view when hearings are scheduled, and when a task/filing is due, etc. |
| 3.20.2 |
| The CMS shall have a calendar for scheduling court rooms: when available, when booked. Allow booking for multiple days and various times. |
| 3.20.3 |
| The CMS shall provide that when a particular filing is made or a posting of documents, the CMS shall trigger an automatic calendar event with pre-determined dates. |
Due date calendar entry shall contain case name, case number (consolidated numbers when applicable) along with a short description of what action is due.
| 3.20.4 |
| Calendar entries for trials and mediations shall include name and case number, the location, presiding judge, start date and time, number of days scheduled, whether a court reporter is needed or not, whether a standard or expedited transcript is needed. |
| INTERNAL CMS ROLES LISTED BELOW: |
| Note: |
This is not a comprehensive list of functionality for a given role, but captures some of the requirements for a given role as a starting point to drive the requirements down to a workflow level.
| 4.1 |
| The CMS shall allow the clerk to manually initiate a case in the CMS that was not electronically filed by a litigant. |
| 4.2 |
| The CMS shall allow the clerk to approve or reject a new case filing. |
| 4.2.1 |
| Once the clerk approves the case filing, the CMS shall assign a case number and the case shall be docketed. The CMS shall provide electronic notice to the parties of court action. |
As part of this process, the clerk will fill out a notice of the docketing that will be added to the file for viewing by the parties; or in the event that a party does not use e-filing, the CMS shall alert the clerk to send a copy of the court Order via email or mail, as appropriate.
| 4.2.2 |
| When the clerk rejects a new efiled case, the CMS shall provide electronic notice of the rejected new case filing to the party who initiated the new case. |
| 4.3 |
| Once the clerk assigns a Judge the CMS shall electronically notify the assigned Judge. |
| 4.4.1 |
| When access is granted or rejected by the clerk, the CMS shall electronically notify the requester of the result. In the event that the request was not made via e-filing, the CMS shall remind the clerk to send notice of the same via email or surface mail as appropriate. |
| 4.5 |
| The CMS shall provide a method for the clerk to schedule various events such as trials, mediations, and oral argument |
| 4.5.1 |
| Once the clerk schedules an event, the CMS shall generate emails (or provide for regular mail when person doesn’t have email) to all parties and the judge letting them know the details of the event. |
| 4.5.2 |
| The CMS shall also add entries to the judge’s calendar, the event calendar, and the case calendar. |
| 4.6 |
| The CMS shall allow the clerk to upload documents to any case. |
| 5.1 |
| The CMS shall allow the judge to send a draft document to other internal users. |
| 7.1 |
| In the event that a party does not utilize the CMS for filing, the CMS shall have the means for the mailroom clerk to enter a comment into the CMS to log that the document sent via email or surface mail, as appropriate. |
| 8.0 |
| Administrator (admin) |
| 8.1 |
| The CMS shall have the means for the admin to assign someone to a given role. |
| 8.2 |
| The CMS shall have the means for the admin to update drop down menus throughout the CMS. |
| 8.3 |
| The CMS shall have the means for the admin to add a new case type. |
| 8.4 |
| The CMS shall have the means for the admin to modify an existing work flow. |
| 8.5 |
| The CMS shall have the means for the admin to create and add a new workflow. |
| 8.6 |
| The CMS shall have the means for the admin to update content on public, external, and internal sites. |
| 9.0 |
| Super Administrator (super admin) |
| 9.1 |
| The CMS shall allow the super admin to have the same functionality as the admin. |
| 9.2 |
| The CMS shall allow the super admin to override anything, but cannot change log files. |
| 9.3 |
| The CMS shall allow the super admin to delete a case. |
| 9.4 |
| The CMS shall have the means for the super admin to delete a document, as well as be able to capture who ordered a document to be deleted. |
The CMS shall keep the document, but shall only super admins to be able to view or retrieve a document marked as deleted.