RFP_Attachment_6.6-Revised_8-29-25.xlsx
XLSX spreadsheet 209 KB Posted
- Solicitation number
- RFP 30227-00725
- Issued by
- Davidson County, Tennessee
About this file
This document is a Requirements Traceability Matrix for a Request for Proposals (RFP) issued by the Tennessee Administrative Office of the Courts (TN AOC) for a statewide Case Management System (CMS) and eFiling Solution. The RFP seeks a comprehensive commercial off-the-shelf (COTS) Software as a Service (SaaS) solution to replace existing disparate case management systems across Tennessee's 95 counties and 32 judicial districts. The project will serve Trial Courts including Circuit, Chancery, Criminal, Probate, General Sessions, and Juvenile Courts, with an estimated 400 courts, 238 clerks, and 319 judges as internal users. The RFP was issued on July 31, 2025, with a response deadline of September 8, 2025, and proposes a 120-month contract term with potential 12-month renewal options. The implementation will occur in phases, with a planned go-live between October 2025 and early 2026.
The requirements traceability matrix includes 409 detailed requirements across multiple domains, with priorities ranging from high-priority must-implement features to desirable enhancements. The proposed solution must integrate with multiple state agencies, including the Department of Correction, Department of Revenue, Department of Safety, State Comptroller's Office, Tennessee Bureau of Investigations, and various local county offices. While the total project budget is not explicitly stated, the state expects to pay for implementation, software licensing, hosting, and ongoing maintenance. The current technological environment involves approximately 14 different case management systems, ranging from on-premises solutions to custom-built and commercial off-the-shelf systems. The solution requires integration with 26 distinct data exchange mechanisms, operating with varying frequencies and utilizing multiple data formats such as CSV, Fixed Length, SQL, API, and JSON.
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Table of Contents
| Table of Contents |
| Tennessee Administrative Office of the Courts (TN AOC) |
| Case Management System and eFiling - Requirement Traceability Matrix |
| Section Title | Description | Tab |
| Workbook Instructions | Provides instructions to the vendor responding to the matrix. | Instructions |
| Glossary | Provides a set of identified common terms used throughout the requirements matrix for vendor reference. | Glossary |
| CMS Functional Requirements | Provides line item Functional Requirements for a COTS Statewide Case Management System. | CMS Functional Requirements |
| eFiling Functional Requirements | Provides line item Functional Requirements for COTS Statewide eFiling Solution. | eFiling Functional Requirements |
| Non-Functional Requirements | Provides the high-level non-functional (technical) requirements for both COTS Case Management System and COTS eFiling Solution. Both solutions are expected to meet the non-functional requirements. | Non-Functional Requirements |
Workbook Instructions
| Workbook Instructions |
| Offerors are to follow the instructions below to allow a uniform evaluation of the offers. Insert the appropriate response code within the ‘Offeror Response’ column for each requirement. |
| An omitted response will be assumed to be the same as a response code of “N”. |
| Only one (1) response per requirement will be accepted. |
| Offerors must insert an explanation for how a requirement will be met in the Offeror Comment column when responding with a code of C, 3, F, or if the requirement explicitly requests the Offeror to provide a comment. If Offerors do not provide a comment when explicitly requested, the requirement will be given the lowest evaluation score. |
| Response Option | Offeror Functionality | Definition | Additional Notes |
| O = OOTB | Functionality provided as standard | The Offeror provides the functionality from its own code base (i.e., ‘out of the box’). Customization of source code is not required. The functionality must be installed and operational at other sites and be able to be demonstrated to TN AOC. Some configurations is acceptable (e.g., the requirement will be met through configuration changes to settings of tables, switches, rules, UI). | For this response option, if specific configuration is required, Offeror must indicate the following in the comments column next to this response: |
1. Description of configuration
2. Party who will perform the work (Offeror / Client / Other)
3. Estimated level of complexity (Very Complex / Somewhat Complex / Not Complex)
| N = No | Functionality not proposed | Not included in the proposed solution. | Assumes that this functionality cannot or will not be custom developed and not anticipated to be in a future release. |
| C = Customization | Functionality provided by the Offeror, but requires customization | The functionality can be accomplished with the Offeror's solution, but some customizing or work around is required. This would include custom code developed to perform specific functions or validations outside the standard code. | For this response option, Offeror must indicate the following in the comments column next to this response: |
1. Description of customization
2. Party who will perform the work (Offeror / Client / Other)
3. Estimated level of complexity (Very Complex / Somewhat Complex / Not Complex)
4. Indicate whether cost of customization is currently factored into proposed pricing.
3 = Third Party Integration) Functionality provided, but requires integration with third-party solution The Offeror has established a relationship with a business partner to provide this functionality, which is fully integrated (data, process, application) with the proposed solution. If the proposed solution includes a third party component, the Offeror as the prime must include all initial and on-going costs in its bid. 1. Name of the proposed third-party software package
2. Interface/integration services being proposed, including if it requires customization or custom integration development
3. Indicate if Offeror will procure and manage the third party licenses and services F = Future Release Functionality provided by the Offeror, but in a future release The functionality will be met with a particular feature that is in development. For this response option, Offeror must indicate the following in the comments column next to this response:
1. Explanation of the new feature.
2. Expected date that such a feature will be made available.
3. If the feature will be included within the scope of this project.
O
Glossary
| Glossary of Terms | |
| Matrix Orientation | Definition |
| Capability | The high-level representation of what the solution will need to achieve it's overall goals including the specific functions that users will need to complete their day-to-day operational and technical responsibilities and expectations. |
| ID | An assigned ID number to help organize requirements, for internal purposes only. |
| Level 0 Capability | The high-level overarching, purpose areas that are required to meet the organization's system needs and expectations. |
| Level 1 Capability | More granular categories identifying the fundamental abilities and/or functions required within the new solution. |
| User Story (for CMS only) | Provides the offeror an example of/context for of what a end-user may need the specific requirement for. This is meant to assist the offeror with determining if it can meet the requirement through its own system customization or via a third party integrator. |
| Requirement | The items indicated in this column are the specific expectations for the future solution. The vendor's response to its solution's ability to meet the items in this column will be scored. |
| Priority | TN AOC's specific expectations for the delivery of the listed requirement. Below includes definition of each of the priority types and delivery expectations. |
| Offeror Response | The vendor/offeror's indication of whether it can meet the listed requirements through the current solution, custom development, third party integration, a future release, or not able to meet the requirement. |
| Offeror Comment | Clarifying comments from the vendor/offeror regarding it's response to being able to meet the TN AOC listed requirements. |
| Prioritization Levels | Definition |
| High | Required to be implemented by Go Live. |
| Medium | Required to be implemented within three years of early adopter Go-Live. |
| Low | Not mandatory, but highly desirable. While not required, ability to provide these functionality will impact scoring. |
| Actors (Roles)/Type of User | Definition |
| Clerk | Official responsible for managing and maintaining court records and documents. The clerk's duties typically include filing legal documents, maintaining case files, managing court schedules, and assisting judges and attorneys with administrative tasks. |
| Filer | A Filer is a person or firm who files documents with the court using eFiling; filers can be attorneys or non-attorneys. A subtype of Filer is a "Direct Filer" who can file directly to the EFM through an API, without going through an EFSP. |
| Firm Administrator | A Firm Administrator is responsible for the configuration and account management for attorneys within a firm. |
| Court Administrator | Court employee who performs administrative and clerical duties essential to the proper operation of the business of a court, such as tracking trial dates, keeping records, entering judgments, and issuing process. |
| Justice Partner | Agencies or agency representatives that work with the Courts (e.g. Law Enforcement, Prosecution Offices, TN AOC, etc.) |
| Judicial Officer | Person with the responsibilities and powers to facilitate, arbitrate, preside over, and make decisions and directions for the application of the law |
| Global Administrator | An administrator who can update configuration settings in the solution that can apply across the solution and all user groups. |
| Jurisdiction Administrator | An administrator who can update configuration settings in the solution that apply to impacted user groups only within a specific jurisdiction (e.g., within a court). |
| TN AOC | Tennessee Administrative Office of the Courts |
| Pro Se Litigant / Self-Represented Litigant | Pro se Litigant / Self Represented Litigant is a person who is a party in a case and who has not engaged the services of an attorney for the purposes of representing himself/herself in court (including filing of documents); this person has the ability to file documents via Statewide eFiling Solution. |
| Public | Members of the general public have access to view filed documents and associated metadata that is deemed publicly available information. |
| Probation Officer | Oversee people who have been sentenced making sure they attend appointments and group programs, provide advice and information to offenders and updating law enforcement and Court with pertinent information regarding probation status. |
| Financial Bookkeeper | Performs a variety of complex account and bookkeeping functions including entering monetary judgments and satisfactions, tracking Court financials (e.g. receivables and payables on case types, reconcile accounting records). |
| User | This term is used when the action can be performed by any user in the system, regardless of role. |
| Actors (Systems) | Definition |
| CMS | A court Case Management Solution or System (CMS) is a comprehensive software application designed to manage and track all information related to the life cycle of legal cases. This system integrates for various functionalities with additional systems to support the administration of justice, ensuring that cases are processed efficiently and effectively from initial filing through to resolution. |
| TnDR | TnDR is the Tennessee-specific centralized data repository platform designed to store, and aggregate data from all jurisdictions and their systems. It enables comprehensive data integration, reporting, and analytics, providing a unified view of data. |
| EFM | An Electronic Filing Manager (EFM) is the component of eFiling that accepts electronic documents from filers via EFSPs and direct API integrations, and securely distributes these documents to the appropriate CMS where they can be reviewed and accepted into the CMS of that court by the Clerk. The EFM also serves copies of documents as requested by the filer. |
| EFSP | An Electronic Filing Service Provider (EFSP) is the component of eFiling which provides eFiling services directly to filers. The EFSPs collect filing information from the filers and transmits the filing to the EFM for subsequent distribution to the CMS, for review and approval by the clerk. The vendor is also referred to as the EFSP. |
| Other Terms | Definition |
| Jurisdiction | Generally, the scope of a court's powers, including: the geographic region it covers, and its authority to handle a case based on the case's subject matter and/or the potential dollar amount of damages at stake. |
| Parties | Individuals directly involved with the case at hand. (e.g. The State, Defendant, Plaintiffs, Petitioner, Respondent, Cross-Complainant, etc.) |
| Participants | Individuals connected to or assigned to the case to assist in handling or supporting the matter at hand (e.g. Mediators, Guardians, Court Reporters, Bondsman, etc.) |
| Attorneys | Attorneys represent parties and participants in a case .Their actions are on behalf of those they represent. Attorney’s must receive approval to appear in Court whether by passing the bar in the state or via pro hac vice admission. |
| Public | Members of the general public have access to view filed documents and associated metadata that is deemed publicly available information. |
| Configuration | Where the user utilizes native tools within CMS to change behavior or features (e.g. add a fee code or event type). |
| Customization | Feature or extension or modification of a software feature that requires custom coding. |
| PCI Compliance | Payment Card Industry (PCI) Compliance is the adherence to a set of security standards designed to ensure that all companies that accept, process, store or transmit credit card information maintain a secure environment. |
| Vendor/Offeror | An entity or individual that submits a proposal to provide technology products and/or services (solutions) in response to this RFP. Term is used interchangeably in this workbook. |
| eFiling Level 1 Capabilities | Definition |
| 1.1 Prepare Form Filing | Draft and organize legal documents for electronic submission to the court inclusive of the ability to develop form templates with macros that can be utilized to merge case data into the document. |
| 1.2 Prepare Bulk Filing | Compile multiple legal documents for simultaneous electronic submission. |
| 1.3 Provide eService | Facilitate electronic delivery of legal documents to involved parties. |
| 1.4 Submit Evidence | Upload and submit supporting documents and evidence electronically. |
| 1.5 Prepare Non-Form Filing | Organize non-standard legal documents for electronic submission. |
| 1.6 Submit Filing | Complete the process of electronically sending documents to the court. |
| 1.7 Prepare Citations | Generate and format legal citations for court documents. |
| 2.1 Route to Jurisdiction / Court Type | Direct filings to the appropriate court based on jurisdiction and case type. |
| 2.2 Queue for Review | Place filings in a digital queue for court staff to review. |
| 2.3 Review Filing | Examine submitted documents for accuracy and compliance with court requirements. |
| 2.4 Accept Filing | Approve and officially record submitted documents in the court system. |
| 2.5 Reject Filing | Return documents that do not meet court standards for correction. |
| 2.6 Provide Digital Stamps | Apply electronic stamps to documents to indicate official court actions. |
| 2.7 Provide Additional Clerk Services | Offer supplementary administrative support for electronic filings. |
| 2.8 Facilitate eDiscovery | Enable electronic discovery processes for legal cases including housing electronic evidence (pdf, images, etc.), link to an integrated tools (e.g., eDiscovery, Axon Evidence.com, etc.), and tracking the movement of discovery. |
| 2.9 Route Proposed Order | Direct draft orders to the appropriate judicial authority for review. |
| 2.10 Return Filing for Correction | Send back documents requiring amendments before acceptance. |
| 3.1 Administer Fee Schedule | Manage and update the court's fee structure for filings. |
| 3.2 Assess & Invoice Fees | Calculate and bill fees associated with electronic filings. |
| 3.3 Void Fees | Cancel previously assessed fees when necessary. |
| 3.4 Waive Fees | Grant exemptions from filing fees under specific conditions. |
| 4.1 Author Templates and Forms | Create standardized templates for legal documents. |
| 5.1 Redact Automatically (AI) | Use AI tools to automatically remove sensitive information from documents. |
| 5.2 Redact Manually | Manually remove confidential information from legal documents. |
| 5.3 Preview Redaction | Review redacted documents to ensure accuracy and completeness. |
| 6.1 Deliver Required Notifications | Send mandatory alerts and updates to relevant parties electronically. |
| 6.2 Apply Electronic Signatures | Implement digital signatures to authenticate documents. |
| 7.1 Register Accounts | Create user accounts for accessing the eFiling system. |
| 7.2 Administer Accounts | Manage user accounts and permissions within the system. |
| 7.3 Manage EFSP Accounts | Oversee accounts for Electronic Filing Service Providers. |
| 7.4 Manage Attorney & Firm Accounts | Administer accounts for attorneys and law firms using the system. |
| 7.5 Manage Court Account | Oversee the court's own account within the eFiling system. |
| 7.6 Manage pro se Litigants | Provide support and account management for self-represented litigants. |
| 8.1 Provide Standard Reporting | Generate routine reports on filing activities and system usage. |
| 8.2 Provide Ad-Hoc Reporting | Create customized reports based on specific queries or needs. |
| CMS Level 1 Capabilities | Definition |
| 1.1 Initiate a Case | Begin the process of entering a new case into the court system. |
| 1.2 Maintain Case Records | Keep detailed and accurate records of all case-related information. |
| 1.3 Manage Documents | Organize and store all documents associated with a case. |
| 1.4 Manage Register of Actions | Record all procedural steps and decisions made in a case. |
| 1.5 Record Court Proceedings | Document the events and outcomes of court sessions. |
| 1.6 Maintain Non-Case Related Matters | Manage records and information not directly tied to specific cases. |
| 1.7 Manage Resources | Allocate and oversee court resources, such as staff and facilities. |
| 1.8 Manage Entities | Track and manage information on individuals and organizations involved in cases. |
| 2.1 Transfer to Separate Judicial Officer / Entity | Reassign cases to different judges or court entities as needed. |
| 2.2 Prepare & Access Cases for Conducting Proceedings | Organize and retrieve case information for court hearings. |
| 2.3 Manage Evidence (Exhibits) | Handle the submission and organization of evidence in court. |
| 2.4 Draft Orders | Create formal written directives issued by the court. |
| 2.5 Issue Orders / Judgments | Finalize and distribute court decisions and orders. |
| 2.6 Manage Sentencing | Oversee the administration of sentences handed down by the court. |
| 3.1 Access Person & Case Information | Retrieve detailed information about individuals and cases. |
| 3.2 Manage Notices & Services | Administer the distribution of legal notices and services. |
| 3.3 Maintain Privacy Protections for Sealed Records | Ensure confidentiality and restricted access to sealed court records. |
| 3.4 Perform Redactions | Remove sensitive information from public court records. |
| 3.5 Perform Expunctions | Process the legal removal of records from the court system. |
| 3.6 Provide Interpretation/Special Accommodations | Offer language interpretation and other accommodations for court participants. |
| 3.7 Provide Professional Evaluation & Treatment Services | Facilitate access to professional assessments and treatment for involved parties. |
| 3.8 Provide Process Support for Participants | Assist court participants with navigating legal processes. |
| 4.1 Set Up and Monitor Compliance | Establish and oversee adherence to court orders and regulations. |
| 4.2 Notify Participants of Obligations | Inform parties of their legal responsibilities and court dates. |
| 4.3 Schedule Appointments & Court Appearances | Arrange and manage scheduling for court-related events. |
| 4.4 Monitor Compliance with Conditions of Order/Sentence | Track adherence to the terms set forth in court orders and sentences. |
| 4.5 Record Compliance with Orders and Judgments | Document compliance or non-compliance with court directives. |
| 4.6 Manage Community Service Plan Performance | Oversee the execution and completion of community service obligations. |
| 4.7 Manage Hearings | Coordinate and facilitate court hearings and proceedings. |
| 4.8 Manage Warrants | Issue and track warrants for arrest or other legal actions. |
| 5.1 Triage Cases & Manage Case Flow | Prioritize and manage the progression of cases through the court system. |
| 5.2 Monitor & Track Task Performance | Evaluate and track the completion of court-related tasks. |
| 5.3 Monitor & Report Court Performance | Assess and report on the efficiency and effectiveness of court operations. |
| 5.4 Manage Appeals | Handle the process of reviewing and deciding appeals in cases. |
| 5.5 Create Court Documents | Draft and prepare official court documents and forms. |
| 5.6 Adapt to Changing Legal & Work Requirements | Adjust court processes and practices to meet evolving legal standards. |
| 5.7 Manage Information on Court Programs & Services | Oversee data related to court programs and participant services. |
| 6.1 Perform Accounting / Manage Financials | Handle financial transactions and accounting for court operations. |
| 6.2 Receive and Monitor Revenue Funds | Track and manage incoming funds and revenue streams. |
| 6.3 Monitor Trust | Oversee and manage trust accounts held by the court. |
| 6.4 Tracking Financial Obligations | Keep records of financial obligations related to court cases. |
CMS Functional Requirements
| CMS Functional Requirements | |||||||
| ID | Level 0 Capability | Level 1 Capability | User Story | Requirement | Priority | Offeror Response | |
| (e.g., O, N, C, 3, F) | Offeror Comment |
(Required when response is either C, 3, or F, or when specified in the requirement)
| 1.1.1 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want to be able to establish formulaic or manual methods for assigning case numbers, so that I can ensure all case records in the system have an assigned tracking number. | Ability to create cases from multiple sources, including eFiling, manual entry, e-Citation, and cases bound-over from General Sessions, ensuring seamless integration and accurate case record creation | High |
| 1.1.2 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want to be able to establish formulaic or manual methods for assigning case numbers, so that I can ensure all case records in the system have an assigned tracking number. | Ability to configure formulas, including letters, numbers, and case types, to automatically assign case numbers to newly initiated cases. Ensure the system accommodates multiple defendant cases by allowing the same basic docket number with a unique identifier for each defendant (e.g., 12GS1-CR-0001234-A), to create a distinct case number per defendant | High |
| 1.1.3 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want to be able to establish formulaic or manual methods for assigning case numbers, so that I can ensure all case records in the system have an assigned tracking number. | Ability to configure different case number formulas (e.g., case numbers include numbers and letters) based on case type (e.g., Criminal, Juvenile, Family, Civil, Probate, Mental Health), sub case type (e.g., Murder, Divorce, Probate, Eviction, etc.) and jurisdiction type (e.g., Trial Court, General Sessions, Appeals, etc.) | High |
| 1.1.4 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want to be able to establish formulaic or manual methods for assigning cases numbers, so that I can ensure all case records in the system have an assigned tracking number. | Ability to auto-assign a case number at case initiation | High |
| 1.1.5 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want to be able to establish formulaic or manual methods for assigning case numbers, so that I can ensure all case records in the system have an assigned tracking number. | Ability to manually enter a case number | High |
| 1.1.6 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want to be able to establish formulaic or manual methods for assigning cases numbers, so that I can ensure all case records in the system have an assigned tracking number. | Ability for a user to manually change the case number | High |
| 1.1.7 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want to ensure that case titles are consistent based on each case type so that there is no confusion and it meets Court rules for case titles. | Ability to configure a standard case title structure and/or style that is adaptable by case type, sub-type, and jurisdiction, with the provision for a Judicial Officer to manually override case titles when necessary | High |
| 1.1.8 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want the ability to change a case type to ensure that the case is appropriately flagged and associated with the proper workflow (i.e., criminal vs non-criminal vs juvenile, etc.). | Ability to modify a case type (e.g., criminal, family) | High |
| 1.1.9 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want the ability to assign a case sub-type to ensure that we have drill down ability for different case types and configure workflows, etc. to the sub-case types. | Ability to assign a case sub-type (e.g., Landlord/Tenant - Unlawful Detainer; Landlord/Tenant Dispute - Other; Other Civil (Non-Domestic)) | High |
| 1.1.10 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want the ability to assign a case sub-type to ensure that we have drill down ability for different case types and configure workflows, etc. to the sub-case types. | Ability to assign configuration (e.g., case titles, workflows, fees, etc.) to sub-case types | High |
| 1.1.11 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want the ability to assign a case sub-type to ensure that we have drill down ability for different case types and configure workflows, etc. to the sub-case types. | Ability to configure fields specific to child support cases (e.g., non-custodial parent information; obligation types) | High |
| 1.1.12 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want to accept filings (physical or via eFile) and enter case information (i.e., case number, case type) for parties (person, business, real property), participants, attorneys, and court participants, so that I can create the official record of the case. | Ability to associate a party record already in the system to a case (e.g., manually entered case or electronically accepted case - eFile), with security measures to ensure that records are viewable but not editable across jurisdictions. | High |
| 1.1.13 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want to accept filings (physical or via eFile) and enter case information (i.e., case number, case type) for parties (person, business, real property), participants, attorneys, and court participants, so that I can create the official record of the case. | Ability to have an opt-in feature for counties to determine what information they will share with other jurisdictions for inquiry purposes (other jurisdictions would be able to view not add, modify, delete, etc.) | Low |
| 1.1.14 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want to accept filings (physical or via eFile) and enter case information (i.e., case number, case type) for parties (person, business, real property), participants, attorneys, and court participants, so that I can create the official record of the case. | Ability to associate a participant record (e.g., attorney, guardians, witnesses, victims) already in the system to a case (e.g., manually entered case or electronically accepted case - eFile), with strict security protocols to ensure victim information remains completely sealed | High |
| 1.1.15 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk I want the ability to add a new person record so that I can track all cases associated with an individual throughout their interaction with the judiciary. | Ability to create new person records (e.g., parties, attorney, guardians, witnesses, victims, etc.) after a query confirming the record is not already in the CMS | High |
| 1.1.16 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want to create labels so that I can print tags to case related items and easily track movement of these items. | Ability to create labels (e.g., bar code, attorney information, case number, case type, subtype, filing type, etc.) at the time a case is created | High |
| 1.1.17 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want to search for persons / organizations / property/etc. and cases when initiating a new case, so that I know if an organization or person has been involved in a previous case and that I am not creating a duplicate case record. | Ability to warn a user when entering information (e.g., party/participant/organization name, property, case type, filing date) that might indicate an attempt to create a duplicate case or party record | High |
| 1.1.18 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want to accept filings (physical or via eFile) and enter case information (e.g., case number, case type) for parties (person, business, real property), participants, attorneys, and court participants, so that I can create the official record of the case. | Ability to record additional parties and actions (e.g., counter actions, cross action, third-party and subsequent parties, interpleaders) across all case types | High |
| 1.1.19 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want to add all required and important information to my case at case initiation so that I do not have to go to multiple screens after initiation to fill out basic information. | Ability to add data to required fields in non-criminal case types during the case initiation process (e.g., receipt money, post multiple filings, add serving agency, etc.) | Medium |
| 1.1.20 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk I want to ensure that criminal case types has a different case initiation workflow with separate requirements and mandatory fields than non-criminal case types so that my team is not confused and adding irrelevant information or missing key information for the case. | Ability for case types to have different case initiation and processes flows (e.g., criminal case types filed by prosecutor and has different requirements than non-criminal case types that require payment to initiate the case). | High |
| 1.1.21 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk I want to ensure all mandatory fields are required so that my team does not forget to include core information to a case, particularly related to state reporting | Ability to require fields mandated by the Department of Safety (DOS) within traffic cases to meet state and DOS reporting requirements | High |
| 1.1.22 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk I want to enter drivers license meeting the TN DL rules without receiving errors or having to memorize a non-TN style of entiering drivers license, citations, etc. | Ability to integrate with eCitation system to confirm ticket numbers are correct for both regular and eCite tickets determine proper ticket numbers for both regular and eCite tickets | High |
| 1.1.23 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk I want to enter drivers license meeting the TN DL rules without receiving errors or having to memorize a non-TN style of entiering drivers license, citations, etc. | Ability to verify that a Tennessee Driver's License (TN DL) is accurate through an integration, meeting the state's DOS algorithm | Medium |
| 1.1.24 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I would like the abiltiy to automaticallyl create a case from our eCitations portal and automatically have hearings scheduled, print the citations and include any relevant documents for judge so that I do not have to complete this manually | Ability to integrate with an eCitations portal to automate case creation including auto-scheduling of hearings and auto-printing of key documents | Medium |
| 1.1.25 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want the ability to add key information to a citation that may not have been available during case initiation so that the record can be up-to-date | Ability to manually add citations for agencies, municipalities, and counties where officers do not use electronic ticket functionality, ensuring comprehensive case management capabilities | High |
| 1.1.26 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want the ability to quickly add 25 counts of assault to a case without having to manually add every single one of the 25 counts so that I can save time and be more efficient in my actions | Ability to quickly enter multiple (often duplicative) offense codes to a case without having to manually add every single offense code | Medium |
| 1.1.27 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk I want hold a case within the system for tracking purposes, while it is going through the Grand Jury process and once it returns as a True Bill convert it to a formal case with official case number, if it comes out as No Bill then no case is created and this matter is closed. | Ability to manage a Grand Jury case where a case is initiated without a formal case number and does not convert into a formal case until there is a "True Bill" finding to move forward with prosecution. If there is a "No Bill" decision, the case never proceeds | High |
| 1.1.28 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk I need to manage and process delinquent tax cases with key information to match reporting and statutory requirements | Ability to track and manage delinquent tax cases within the system, including importing parcels, loading parcels from state files, adding and searching parcels, and handling delinquent tax land sale procedures. This includes supporting parcel redemption, creating disbursements and financial transfers, recording tax years, tracking interest, applying and voiding costs, issuing and tracking documents, and managing publications. Additionally, provide functionality for receipting, flagging parcels as in bankruptcy for interest purposes, conducting party searches, and exporting data for the trustee | High |
| 1.1.29 | Maintain Case, Party, and Participant Records | Initiate a Case | As a Clerk, I want the ability to easily create multiple counts on a charge | Ability to enter multiple counts of the same charge on a case or party in a single transaction (e.g., duplicate the charge and allow fields to be edited to dinstinguish between them | Medium |
| 1.2.1 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to link cases (reference) and indicated reason for relation and maintain an electronic case history log, so that actions external to the subject case are accessible. | Ability to link cases regardless of case type (e.g., link civil to criminal case), including the capability to reference and record linkage for cases that may not exist within the CMS, using a designated reference number field for tracking purposes | High |
| 1.2.2 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to link cases (reference) and indicated reasons for relation and maintain an electronic case history log, so that actions external to the subject case are accessible. | Ability to remove case links | High |
| 1.2.3 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want the ablity to ensure key information between cases are updated automatically so that I do not have to manually re-add everything | Ability to automatically populate a non-criminal case with information from a linked criminal case based on predetermined criteria | High |
| 1.2.4 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to accept subsequent filing (physical or via eFile), enter and update case information and party information, so that I can update the official record of the case. | Ability to accept subsequent filings (e.g., eFile) that updates case information (e.g., events, document attachment, party information) | High |
| 1.2.5 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want the ability to add multiple defendants to the same case record so that we can track all relevant parties to a case | Ability to add multiple co-defendants to the same case record, applicable to both criminal and non-criminal cases. In criminal cases, provide a special identifier for each co-defendant to comply with statutory requirements, effectively creating a separate case number for each while maintaining their association with the primary case | High |
| 1.2.6 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want the ability to add multiple defendants to the same case record so that we can track all relevant parties to a case | Ability for co-defendant criminal cases to have special identifiers for each co-defendant complying with statutory identification requirements | High |
| 1.2.7 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want the ability to remove a party from the case that may have been added by mistake or been removed from the case by the judge so I have an accurate record of the case | Ability to de-link a party from a case | High |
| 1.2.8 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to manage case information and documentation including note development, redaction of information, and documentation security so that confidential information is protected throughout the decision-making process. | Ability to update case party information (e.g., case party name, case party address) without updating the Person record (e.g., legal name, known address) | High |
| 1.2.9 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to manage case information and documentation including note development, redaction of information, and documentation security to protect confidential information throughout the decision-making process. | Ability to change a case party to unknown (e.g., Jane Doe) without updating the corresponding person record | High |
| 1.2.10 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to explicitly assign a case to a Judicial Officer, so that cases are assigned to the appropriate Judicial Officers and caseloads are balanced. | Ability to report on all cases by case type for each Judicial Officer to determine workload | High |
| 1.2.11 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to explicitly assign a case to a Judicial Officer, so that cases are assigned to the appropriate Judicial Officers and caseloads are balanced. | Ability to report on all cases by sub-case type for each Judicial Officer to determine workload | High |
| 1.2.12 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to be able to automatically assign cases to a Judicial Officer or rotate specific Judicial Officers based on case types, so that cases can be assigned to appropriate Judicial Officers. | Ability to use configurable business rules to automatically or manually (e.g., drop-down list) assign Judicial Officers to a case (e.g., case type, courtroom, judge wheel, case type and judge wheel) | High |
| 1.2.13 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to have co-defendant cases automatically assigned to the same Judicial Officer, so that one Judicial Officer can handle all co-defendant cases simultaneously. | Ability to automatically assign co-defendants/related case records to the same Judicial Officer (e.g., in a scenario where each defendant is on a separate case record and if Judicial Officers are automatically assigned, the co-defendants/related cases may not automatically be assigned to the same Judicial Officer) | High |
| 1.2.14 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to have co-defendant cases automatically assigned to the same Judicial Officer, so that one Judicial Officer can handle all co-defendant cases simultaneously. | Ability to automatically assign all co-defendants to the same hearing session | High |
| 1.2.15 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to have co-defendant cases automatically assigned to the same Judicial Officer, so that one Judicial Officer can handle all co-defendant cases simultaneously. | Ability to recommend scheduling co-defendants to the same hearing session | High |
| 1.2.16 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Judge, I want to have the ability to see who was assigned to this case prior to me so that I can understand the full history and activities related to this case. | Ability to maintain a history of judicial assignments for a case and the timeframe of which they presided (e.g., January 2019 - January 2020) | High |
| 1.2.17 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk/Court Administrator, I want to have the ability to recuse/substitute Judicial Officers to a case, so that cases are effectively managed and tracked in the instance of conflicts of interest and the quality of workload across Judicial Officers is maintained. | Ability to assign a substitute Judicial Officer to a case or hearing without overriding the Judicial Officer of record (i.e., temporary event) | High |
| 1.2.18 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to have the ability to recuse/substitute Judicial Officers to a case so that cases are effectively managed and tracked in the instance of conflicts of interest and the quality of workload across Judicial Officers is maintained. | Ability to replace a Judicial Officer from an individual case record or in bulk | High |
| 1.2.19 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to have the ability to recuse/substitute Judicial Officers to a case so that cases are effectively managed and tracked in the instance of conflicts of interest and the quality of workload across Judicial Officers is maintained. | Ability to include a reason for removing a Judicial Officer from a case record (e.g., conflict of interest, recusal, removal, workload balancing) from a list of pre-configured options | High |
| 1.2.20 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to have the ability to recuse/substitute Judicial Officers to a case so that cases are effectively managed and tracked in the instance of conflicts of interest and the quality of workload across Judicial Officers is maintained. | Ability to automatically block a Judicial Officer from being re-added to a group of case records based on the removal reason (e.g., conflict of interest, recusal) | Medium |
| 1.2.21 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Judicial Officer/Court Administrator, I want to record submitted potential conflicts of interests between attorneys and other attorneys and law firms, and between attorneys and litigants, so that the Judicial Officer and parties can determine the next steps regarding the attorney’s representation. | Ability to record pertinent information related to the conflict of interest (e.g., reason for conflict etc.) | Medium |
| 1.2.22 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Judicial Officer/Court Administrator, I want to record submitted potential conflicts of interests between attorneys and other attorneys and law firms, and between attorneys and litigants, so that the Judicial Officer and parties can determine the next steps regarding the attorney’s representation. | Ability to record conflicts of interests between attorneys and other attorneys/law firms and defendants | Medium |
| 1.2.23 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Judicial Officer/Court Administrator, I want to record submitted potential conflicts of interests between attorneys and other attorneys and law firms, and between attorneys and litigants, so that the Judicial Officer and parties can determine the next steps regarding the attorney’s representation. | Ability to identify potential conflicts of interests between attorneys and other attorneys/law firms or defendants dependent on data entered into the system (provide description of capabilities provided within your solution) | Medium |
| 1.2.24 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Judicial Officer/Court Administrator, I want to receive notification of attorney conflicts when an attorney is already assigned to a co-defendant or other configurable reasons, so that attorneys are not improperly assigned to a case. | Ability to receive system notification and manually set notifications of attorney conflicts of interest based on configurable reasons | Medium |
| 1.2.25 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk or IT, I want to receive system notification of attorney conflicts when an attorney is already assigned to a co-defendant or other configurable reasons, so that Attorneys are not improperly assigned to a case. | Ability to automatically block users that have been identified in the system as having a conflict of interest from accessing or being assigned as a resource to the case (e.g., judge, attorney, law enforcement officer) | Medium |
| 1.2.26 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want the ability to update the case dates to ensure proper dates and information are consistent | Ability to add, edit, and delete multiple dates on a case (e.g., violation date(s), issue date, filing date), and allow dates to be the same or different | High |
| 1.2.27 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk/Judicial Officer, I want to search for case information across jurisdictions, so that I can review correlated case records in other jurisdictions (e.g., events, participants). | Ability to track and maintain the status of a case (e.g., open, closed, inactive, appealed) | High |
| 1.2.28 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk/Judicial Officer/Justice Partner/Attorney, I want to search for case information, so that I can review and / or update case records (e.g., events, participants) | Ability to record information from justice partners (e.g., arrest information, Citation #, SCN, etc.) into the case record | High |
| 1.2.29 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to be able to create a system assigned case number with preset criteria including letters, numbers, years, case type, and other criterion, so that the case numbers meet our local expectations and can be easily tracked and monitored. | Ability to display an indicator (e.g., flag, icon) on case or party records for which configurable condition(s) apply (e.g., dangerous party, repeat offender, violent crime victim, etc.) | High |
| 1.2.30 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to record case events in the Register of Actions (ROA) (e.g., filed documents, court appearances, case activities), so that all events that occur in the case, filed documents, and court participation are documented and saved to the case | Ability to show a summary of the Rule Docket on one screen | High |
| 1.2.31 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to record case events in the Register of Actions (ROA) (e.g., filed documents, Court appearances, case activities), so that all events that occur in the case, filed documents, and Court participation are documented and saved to the case record. | Ability to make docket entries (e.g. case events) into the Rule Docket | High |
| 1.2.32 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to Modify filed minutes or Register of Actions, per court Order, so that Minutes are submitted with proper and relevant information and changes to minutes are tracked and documented. | Ability to create a Rule Docket that meets TN AOC or other applicable court rules | High |
| 1.2.33 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to Modify filed minutes or Register of Actions, per court Order, so that Minutes are submitted with proper and relevant information and changes to minutes are tracked and documented. | Ability to modify Rule Docket entries and record the reason for such changes | High |
| 1.2.34 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk I want to easily see how different events connect to one another and impact one another so I can understand the movemnet and dependencies within the case | Ability to link events (e.g., Motions, Affidavits) to one another (e.g., the Affidavit for Inability to Pay with the Notice of Appeal) to show the relation between events and that pre-requisite/co-requisite/and post-requisite events have been completed | High |
| 1.2.35 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to link cases (reference) and indicated reason for relation and maintain an electronic case history log, so that actions external to the subject case are accessible. | Ability to link documents with other events/documents in the case record (e.g., link a summons to hearing) | High |
| 1.2.36 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk, I want to link cases (reference) and indicated reason for relation and maintain an electronic case history log, so that actions external to the subject case are accessible. | Ability to to view a linked document via a pop-up or other mechanism that does not navigate away from the screen (e.g., Register of Action or Hearing screen, etc.) | High |
| 1.2.37 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk/Judicial Officer/Justice Partner/Attorney, I want to search for case information, so that I can review and / or update case records (e.g., events, participants) | Ability to enter case notes | High |
| 1.2.38 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk/Judicial Officer/Justice Partner/Attorney, I want to search for case information, so that I can review and / or update case records (e.g., events, participants) | Ability to identify if a case note is part of the record or internal purposes only | High |
| 1.2.39 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Clerk/Judicial Officer/Justice Partner/Attorney, I want to search for case information, so that I can review and / or update case records (e.g., events, participants) | Ability to view all case notes on a case on one screen | High |
| 1.2.40 | Maintain Case, Party, and Participant Records | Maintain Case Records | As a Judicial Officer, I want to restrict notes to only myself or specific individuals to read so that I can ensure only relevant individuals can see the note and it is not part of the official record of Court. | Ability to designate specific notes as accessible only by specific users, with configurable options to hide or exclude privacy notes (e.g., Clerk notes) from being displayed or printed by unauthorized users to maintain confidentiality and privacy | High |
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