Submittal_Form_A_SOA_LAW_Civil_Functional_Technical_Requirements_Matrix.xlsx
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- Legal Matter Management System
- Solicitation number
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- Issued by
- Anchorage Municipality, Alaska
About this file
This is a Submittal Form A containing functional and technical requirements for a Legal Matter Management System (LMMS) to be procured by the State of Alaska, Civil Division. The State seeks a comprehensive case management and legal operations platform to replace its current ProLaw system and support the Civil Division's statewide legal operations across multiple practice areas including litigation, appellate work, child protection, regulatory matters, legislative support, and collections. The requirements matrix includes 269 total requirements organized into functional and technical categories, with 165 classified as high priority (required), 78 as medium priority (preferred), and 26 as low priority (optional). The platform must support approximately 300 concurrent users across multiple office locations in Alaska and accommodate the Division's complete legal lifecycle from matter intake through resolution, including investigative activities, legal research, regulatory support, litigation phases, and administrative functions. The evaluation process requires vendors to assess their solution's fit against each requirement using a standardized scoring methodology (0-5 scale) and specify whether requirements are met through standard configuration, workflow/rules, custom development, integration, or other delivery methods.
The requirements encompass comprehensive functionality across matter and case management (35 requirements), practice-specific configuration (22 requirements), parties and contacts management (13 requirements), workflow and task automation (11 requirements), time and billing (27 requirements), documents and email management (32 requirements), calendaring and docketing (10 requirements), search, reporting and analytics (31 requirements), security and access controls (16 requirements), technical architecture and integration (59 requirements), and data migration services (13 requirements). Critical requirements include migration of relevant data from the current ProLaw system and other identified repositories, integration with the State's IRIS financial system, Microsoft 365 and Active Directory compatibility, WCAG 2.2 AA accessibility compliance, HIPAA Business Associate Agreement execution, 99.9% availability during business hours, FedRAMP Moderate or higher hosting in U.S.-based data centers, comprehensive audit logging and retention management, and support for 250+ security designations across matters, documents, and contacts. The system must preserve financial and billing history for reporting and reconciliation purposes, support automated retention calculations and disposition workflows, and enable role-based access controls at multiple levels including section, matter type, contact, document, and field levels to protect sensitive data and support ethical walls and conflict management requirements.
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| Submittal Form A: State of Alaska, Civil Division, Functional and Technical Requirements Matrix | |
| Purpose | This workbook contains functional and technical requirements only. |
| How to use | Please open the All Requirements Matrix worksheet and complete the following section for each requirement: Offeror's Response, Delivery Method, and Gap / Comments. |
| What is included | The requirements matrix includes logical organized requirement groupings covering matter management, practice-specific configurations, contacts, workflows, timekeeping, finance, documents and email, calendaring, reporting, security, technical architecture, and data migration. |
| Color guide | Blue font = Offeror input cells. Green font = source and evidence columns. Black = requirement content and formulas. |
All Requirements Matrix
| Req ID | Category | Subcategory | Requirements Statement | Priority | Current-State Example / Evidence | Business Area / Practice Context | Demo Priority | Score Weight | Offeror's Response | ||||
| OpenAI: Vendor to indicate extent of fit: Fully Meets / Partially Meets / Does Not Meet / Future Roadmap / Not Applicable. | Delivery Method | ||||||||||||
| OpenAI: Identify whether requirement is met via standard configuration, workflow/rules, report, integration, custom development, third-party component, or process/service. | Gap / Comments | ||||||||||||
| OpenAI: Use this column to explain gaps, assumptions, dependencies, or implementation considerations. | Acceptance Notes | Eval Score (0-5) | Weighted Score | Max Score | Fit % | ||||||||
| MCM-001 | Matter & Case Management | Matter Record | Provide a unified matter/case record that serves as the authoritative operational record for the Civil Division’s work. | High | Single managed platform for matters, parties, deadlines, work, and financial activity. | Enterprise / all sections | Required | 5 | 25 | ||||
| MCM-002 | Matter & Case Management | Matter Lifecycle Management | Must support the Civil Division’s complete legal lifecycle, beginning with matter intake and assignment, continuing through investigative activities, legal research and drafting, regulatory and legislative support, litigation phases, collections activities, and all associated administrative functions. | High | Individual matters are opened as its own record with a new unique case number and new court details as it moved through the legal lifecycle. | Enterprise / all sections | Required | 5 | 25 | ||||
| MCM-003 | Matter & Case Management | Matter Types | Support configurable matter types and templates based on section, practice area, or business processes. | High | The Civil Division spans distinct practice areas and workflows. | All practice areas | Required | 5 | 25 | ||||
| MCM-004 | Matter & Case Management | Matter Categories | Support configurable legal subcategories (e.g., employment, condemnation) to enable precise matter classification and reporting. | High | The Civil Division handles a wide range of legal sub‑categories. | All practice areas | Required | 5 | 25 | ||||
| MCM-005 | Matter & Case Management | Matter Templates | Allow role-based users to create new matters by copying selected fields and templates from an existing matter or a standard model matter. | Medium | Reduces repetitive data entry for similar matters. | All practice areas | Preferred | 3 | 15 | ||||
| MCM-006 | Matter & Case Management | Matter Security | Support secure section- and practice area-specific matter data visibility so that sensitive tabs, data, or functions can be restricted based on role, section, practice area, or matter type. | High | Some section and practice-area matters must be need-to-know. | All practice areas | Required | 5 | 25 | ||||
| MCM-007 | Matter & Case Management | Matter Security Automation | Automatically apply security permissions to a matter based on assigned section or practice area. | High | All Child-In-Need-of-Aid matters are automatically locked down to our Child Protection Section. | All practice areas | Required | 5 | 25 | ||||
| MCM-008 | Matter & Case Management | Role-Based Views | Allow system administrators to add and manage security groups without vendor development. | High | The Civil Division currently maintains more than 250 security designations for matters, documents, and contacts. | IT / business owners | Required | 5 | 25 | ||||
| MCM-009 | Matter & Case Management | Related Matters | Support related matters, linked matters, parent/child relationships, and matter grouping for complex portfolios. | High | Current screens include related matters and related records. | Litigation / advisory / portfolios | Required | 5 | 25 | ||||
| MCM-010 | Matter & Case Management | Matter Merge | Support merging multiple matters into a single matter while preserving history and auditability. | Medium | Needed for duplicate or consolidated matters. | Operations / data management | Preferred | 3 | 15 | ||||
| MCM-011 | Matter & Case Management | Cross-References | Support linking or cross-referencing matters that are not directly related but need contextual association. | Medium | Examples include held in abeyance or underlying conviction links. | Litigation / appellate | Preferred | 3 | 15 | ||||
| MCM-012 | Matter & Case Management | Assignments | Support assignment and reassignment of attorneys, paralegals, support staff, and section ownership with statewide and multi-office visibility. | High | The Civil Division requires section and role-based work assignment. | Enterprise / all sections | Required | 5 | 25 | ||||
| MCM-013 | Matter & Case Management | Contacts on Matters | Support assignment of one or more contacts, organizations, agencies, courts, vendors, and role assignments on each matter. | High | Matters require multiple parties and external entities. | All practice areas | Required | 5 | 25 | ||||
| MCM-014 | Matter & Case Management | Client Number Reassignment | Support reassignment of matters to updated client or agency numbers without loss of history or reporting continuity. | Medium | Agency or client restructures may require new numbering. | Agency / finance | Preferred | 3 | 15 | ||||
| MCM-015 | Matter & Case Management | Client Number Multiples | Support multiple client agency numbers on a matter and ensure this is fully supported throughout timekeeping, prebill, and billing processes. | Low | This functionality does not exist in the current system. | Agency / finance | Optional | 1 | 5 | ||||
| MCM-016 | Matter & Case Management | Visual Indicators | Provide a clear, role-visible visual indicator on matter screens that identifies the matters' funding source and any special classification, including appropriations, historical significance, federal involvement, or other flagged issues. | Medium | Matters requiring special funding or classifications are routinely flagged in the current system, making clear visual indicators essential for users to quickly identify funding source or special status. | Agency / finance | Preferred | 3 | 15 | ||||
| MCM-017 | Matter & Case Management | Matter Without Billing Number | Allow role-based users to open a matter and track work before a billing number is assigned. | High | The Civil Division may begin work before billable status is determined. | All practice areas | Required | 5 | 25 | ||||
| MCM-018 | Matter & Case Management | Billing Number Assignment | Support automatic assignment of a unique billing number when a matter becomes billable. | High | Billing number is used for billed hours and downstream accounting. | Finance / billing | Required | 5 | 25 | ||||
| MCM-019 | Matter & Case Management | Long Form Notes | Allow role-based users to create and store notes and narratives, including comments, matter summaries, and accounting/financial notes, with support for content exceeding 32,000 characters. | Medium | Supports detailed legal and operational notes. | All practice areas | Preferred | 3 | 15 | ||||
| MCM-020 | Matter & Case Management | Structured Notes | Provide a structured notes feature in a standardized format, automatically capturing the date, the creating users, and the note text. | Medium | Specific matter notes are captured inconsistently without standardized formatting or automatic user/date attribution. | All practice areas | Preferred | 3 | 15 | ||||
| MCM-021 | Matter & Case Management | Activity History | Provide functionality to record, store, and manage notes, events, tasks, milestones, performance metrics, assignments, and full activity history associated with each matter or matter phase. | High | Operational and legal activity must be traceable within the matter. | Enterprise / all sections | Required | 5 | 25 | ||||
| MCM-022 | Matter & Case Management | Role-Based Views | Allow system administrators to tailor screen layouts, field visibility, and navigation by role and section. | High | Supports attorneys, legal assistants, finance staff, managers, and admins. | IT / business owners | Required | 5 | 25 | ||||
| MCM-023 | Matter & Case Management | Work Types | Support litigation, advisory, regulatory, legislative, appellate, administrative, collection, and investigation-style work in one platform. | High | The Civil Division operates across many work types within one platform. | All practice areas | Required | 5 | 25 | ||||
| MCM-024 | Matter & Case Management | Matter Reassignment Rules | Support seamless transition of matters between legal sections based on litigation or appellate expertise, ensuring uninterrupted workflow, preservation of all matter, contact, and financial history, and automated reassignment rules aligned to defined expertise areas. | High | The Civil Division is elevating matters to our Special Litigation and Appeals sections. | Enterprise / all sections | Required | 5 | 25 | ||||
| MCM-025 | Matter & Case Management | Navigation | Support intuitive, consistent navigation with hierarchical menus, breadcrumbs, contextual links, and quick access to recent items (e.g., matters, contacts, events). Provide full keyboard navigation, logical tab order, and operability of all required fields; these are mandatory. | High | The Civil Division already relies on organized menus structure in current tools; maintaining clear menus supports user adoption. | Enterprise / all sections | Required | 5 | 25 | ||||
| MCM-026 | Matter & Case Management | Professionals | Support and maintain a complete, historically accurate professional lifecycle record, including start and end dates, employee number, position control number, budgeted hours, section and office assignments, contact and bar information, timekeeper designation, and all role or assignment changes. | High | Core component of the current system. | Enterprise / all sections | Required | 5 | 25 | ||||
| MCM-027 | Matter & Case Management | Professional Security Designations | Allow system administrators or authorized role-based users to apply security permissions to a professional record based on professional security designation (e.g., attorney). This controls visibility and the actions a user can perform with in any component. | High | The Civil Division has 25 distinct professional designations with the ability to expand and accommodate additional designations as needed. | IT / business owners | Required | 5 | 25 | 0.0% | |||
| MCM-028 | Matter & Case Management | Reassignment | Support automated reassignment of professional's tasks, matters, and calendar events upon role changes or departure, and ensure security updates, including removal from security groups, are validated before finalization. | High | Reassignment exists but requires multiple manual steps; tasks and events transfer inconsistently, and security‑group removal must be manually verified. | IT / business owners | Required | 5 | 25 | ||||
| MCM-029 | Matter & Case Management | HR Integration / IRIS | Support integration with the State’s IRIS, Human Resources ERP to enable secure, automated ingestion of personnel data (e.g., hire dates, position changes, terminations) or provide a structured, role based workflow for accurate manual entry when integration is not available. | Low | This integration does not currently exist. | Enterprise / all sections | Optional | 1 | 5 | ||||
| MCM-030 | Matter & Case Management | Cross-Matter Analytics | Support portfolio-level analytics, clustering of related matters, and duplicate matter detection. | Medium | The Civil Division is tracking and compiling this information manually. | Enterprise / all sections | Preferred | 3 | 15 | ||||
| MCM-031 | Matter & Case Management | Matter Risk Indicators | Support configurable matter-level risk scoring using structured fields, deadlines, complexity indicators, or historical patterns. | Medium | Needed for tracking risk across matters proactively. | Enterprise / all sections | Preferred | 3 | 15 | ||||
| MCM-032 | Matter & Case Management | Personal Abbreviations Libraries | Support users to create, manage, and persist personal abbreviations libraries across all modules. | Medium | Current system environment incudes user-defined abbreviations for populating fields. | Enterprise / all sections | Preferred | 3 | 15 | ||||
| MCM-033 | Matter & Case Management | Abbreviation Expansion | Support user-defined abbreviations automatically expand into full text across all test-entry fields while remaining compatible with formatting and accessibility features. | Medium | Abbreviations are routinely used for timekeeping narratives and matter case summaries, and event note summaries. | Enterprise / all sections | Preferred | 3 | 15 | ||||
| MCM-034 | Matter & Case Management | Central Abbreviation Library | Support centrally managed abbreviation library | Medium | Abbreviations are routinely used for timekeeping narratives and matter case summaries, and event note summaries. | Enterprise / all sections | Preferred | 3 | 15 | ||||
| MCM-035 | Matter & Case Management | Field Rules | Provide native, real‑time spell‑check for all free‑text fields, including correction suggestions during data entry. | High | Current system includes basic spell‑check, helping reduce misspellings that can lower search accuracy and make records harder to find. | Enterprise / all sections | Required | 5 | 25 | ||||
| PSC-001 | Practice-Specific Configuration | Configurable Screens | Support matter-type-specific, section-specific, and workflow-specific tabs, sections, forms, and views. | High | Current ProLaw environment includes many custom tabs by practice and process. | All practice areas | Required | 5 | 25 | ||||
| PSC-002 | Practice-Specific Configuration | Repeatable Records | Support repeatable related child records within or associated with a matter. | High | Examples include findings, payments, services, appeal entries, and coding records. | All practice areas | Required | 5 | 25 | ||||
| PSC-003 | Practice-Specific Configuration | Controlled Values | Support configurable lookup tables, controlled values, code lists, and cross reference relationships. | High | Practice screens rely on controlled codes and reference data. | All practice areas | Required | 5 | 25 | ||||
| PSC-004 | Practice-Specific Configuration | Historical Codes | Support effective dated or historical tracking where codes or classifications change over time. | Medium | Needed for coding continuity and historical reporting. | Finance / operations | Preferred | 3 | 15 | ||||
| PSC-005 | Practice-Specific Configuration | Field Rules | Support configurable field visibility, masking, required, defaults, and validation rules based on matter type, role, section, or workflow stage. | High | The Civil Division needs business-owned configuration and data quality controls. | All practice areas | Required | 5 | 25 | ||||
| PSC-006 | Practice-Specific Configuration | Field Rules | Support effective dated or historical tracking where codes or classifications change over time. | High | Multiple Civil Division roles need access to matter and contact records, so masking ensures each user sees only what they are authorized to view. | All practice areas | Required | 5 | 25 | ||||
| PSC-007 | Practice-Specific Configuration | Field Rules | Prevent indirect exposure of masked values via global searches, metadata previews, or audit logs, ensuring masking is consistently enforced across all interfaces. | High | Because role-based users need to access matters or contact records, the system should prevent masked values from appearing in system searches or logs to avoid accidental disclosure of sensitive information. | All practice areas | Required | 5 | 25 | ||||
| PSC-008 | Practice-Specific Configuration | Structured Data | Store custom and specialized data as structured, reportable data rather than relying solely on narrative text or unmanaged forms. | High | Custom tracking must remain reportable and integration-ready. | All practice areas | Required | 5 | 25 | ||||
| PSC-009 | Practice-Specific Configuration | Section Security | Support secure, section specific data visibility so that sensitive tabs, data sets, or functions can be limited by role, section, or matter. | High | Some practice-specific data must be need-to-know. | Confidential / ethics | Required | 5 | 25 | ||||
| PSC-010 | Practice-Specific Configuration | Consumer Complaints | Support structured intake, classification, disposition, and outcome tracking for consumer complaints. | Medium | Current configuration includes complaint-specific screens and coded outcomes. | Consumer protection | Optional | 3 | 15 | ||||
| PSC-011 | Practice-Specific Configuration | Complaint Coding | Support complaint specific coding such as industry, practice, NAAG, or equivalent complaint classifications and sub classifications. | Medium | Complaint work uses structured code dimensions. | Consumer protection | Optional | 3 | 15 | ||||
| PSC-012 | Practice-Specific Configuration | Child Support | Support structured child support tracking including child records, custody type, support details, and related parties. | Medium | Current configuration includes child support-specific fields. | Child Support | Optional | 3 | 15 | ||||
| PSC-013 | Practice-Specific Configuration | CINA / ICWA | Support structured relationship and case tracking for CINA and ICWA matters, including service parties and case relationships. | Medium | Current configuration includes CINA/ICWA-specific tracking. | Child Protection | Optional | 3 | 15 | ||||
| PSC-014 | Practice-Specific Configuration | Paid Solicitor Registration | Support paid‑solicitor registration tracking, status, entities, contacts, and history. | Low | Existing configuration shows this specialized process. | Regulatory | Optional | 1 | 5 | ||||
| PSC-015 | Practice-Specific Configuration | Campaign Financial Reports | Support campaign or charitable financial report tracking, including receipts, expenses, committees, and filing‑related data | Low | Existing configuration shows campaign financial tracking. | Regulatory | Optional | 1 | 5 | ||||
| PSC-016 | Practice-Specific Configuration | Appeals | Support appellate tracking, including originating court, judge, brief due dates, argument dates, disposition, and outcome history. | High | Appeals are a named Civil Division practice area. | Appeals | Required | 5 | 25 | ||||
| PSC-017 | Practice-Specific Configuration | Environmental / Cleanup | Support specialized environmental and federal site cleanup tracking, including sites, operable units, remedies, and related environmental metadata. | Medium | Environmental practice areas require specialized data. | Environmental / natural resources | Optional | 3 | 15 | ||||
| PSC-018 | Practice-Specific Configuration | Debt Collection / Bankruptcy | Support debt collection, bankruptcy, collections, or foreclosure related tracking, including balances and status milestones | Medium | Existing configuration includes collections-related tracking. | Collections | Optional | 3 | 15 | ||||
| PSC-019 | Practice-Specific Configuration | Legislation / Regulations / Opinions / Gifts | Support specialized advisory and government process tracking for legislation, regulations, opinions, gifts, ethics, and similar workflow driven matters. | ||||||||||
| High | The Civil Division includes legislation, regulations, opinions, appeals, and ethics work. | Advisory / legislative / ethics | Required | 5 | 25 | ||||||||
| PSC-020 | Practice-Specific Configuration | Public Records Requests | Support public records request tracking, including request number, request type, assigned section, status, and disposition. | Medium | Current environment includes public records tracking. | Public records | Optional | 3 | 15 | ||||
| PSC-021 | Practice-Specific Configuration | Custom Tab Creation | Allow system administrators to add new tabs, fields, forms, lookup values, and minor workflows without vendor development. | High | Needs business-owned configuration for data quality control. | IT / business owners | Required | 5 | 25 | ||||
| PSC-022 | Practice-Specific Configuration | Contract Management | Track contracts including initial amount, amendments, invoice activity, contract dates, remaining balance, and payment status in a single, centrally managed record. | Medium | Contract information is maintained and tracked in Excel spreadsheets. | All practice areas | Preferred | 1 | 5 | 0.0% | |||
| PCO-001 | Parties, Contacts & Organizations | Contact Management | Allow role-based users to create, configure, update, and inactivate contacts and organizations. | ||||||||||
| High | Current and future solution requires rich contact management. | Enterprise | Required | 5 | 25 | ||||||||
| PCO-002 | Parties, Contacts & Organizations | Contact Types | Support multiple contact and entity types. | High | Contacts include agencies, people, courts, vendors, and others. | Enterprise | Required | 5 | 25 | ||||
| PCO-003 | Parties, Contacts & Organizations | Matter Roles | Support assigning multiple matter or case-management roles to a contact or organization. | High | Contacts can serve different roles on one or more matters. | Enterprise | Required | 5 | 25 | ||||
| PCO-004 | Parties, Contacts & Organizations | Duplicate Prevention | Warn authorized users when they appear to be creating a duplicate contact or entity. | Medium | Helps improve data quality and reduces duplicate parties. | Operations | Preferred | 3 | 15 | ||||
| PCO-005 | Parties, Contacts & Organizations | Contact Merge | Support merging duplicate contacts while preserving matter history and reporting integrity. | High | Duplicate contacts must be consolidated without breaking matter references. | Operations | Required | 5 | 25 | ||||
| PCO-006 | Parties, Contacts & Organizations | Contact Identifiers | Support comprehensive contact records that can store multiple, unique identifiers for each individual or organization to ensure accurate association with matters and to enable reliable search, reporting, and data integrity across the platform. | High | System maintains contact records with unique identifiers and additional attributes (e.g., gender, SSN). | Enterprise | Required | 5 | 25 | 0.0% | |||
| PCO-007 | Parties, Contacts & Organizations | Former Names and Aliases | Support former names, aliases, prior contact details, and relationship history for contacts and entities. | Medium | Needed for historical context and legal reference. | Enterprise | Optional | 3 | 15 | ||||
| PCO-008 | Parties, Contacts & Organizations | Obsolete Records | Support obsoleting or inactivating data elements and entities while preserving historical reporting and database integrity | Medium | Legacy contacts or codes may need retirement without data loss. | Administration | Preferred | 3 | 15 | ||||
| PCO-009 | Parties, Contacts & Organizations | Expert Witnesses | Support enterprise‑wide expert‑witness records, including specialty, qualifications, conflicts, engagement history, rates, and availability. | Medium | System maintains a centralized, enterprise‑wide expert‑witness repository where specialty, qualifications, conflicts, engagement history, rates, and availability are stored and accessible for future use. | Enterprise | Preferred | 3 | 15 | ||||
| PCO-010 | Parties, Contacts & Organizations | Contact Security | Support secure, role-based access controls on contact records, so sensitive personal, or organizational, or agency information is restricted by user role, section, practice area or matter assignment. | High | We have several contact records that are secured by section and practice area. | IT / security | Required | 5 | 25 | 0.0% | |||
| PCO-011 | Parties, Contacts & Organizations | Contact Role Security | Automatically apply security permissions to a contact record based on the contact’s assigned role. | High | The Civil Division currently maintains more than 250 security designations for matters, documents, and contacts. | IT / security | Required | 5 | 25 | ||||
| PCO-012 | Parties, Contacts & Organizations | Contact Role Security | Allow system administrators to create, modify, and maintain security groups, including assigning roles and managing access levels through an intuitive administrative interface. | High | The Civil Division currently maintains more than 250 distinct security designations for matters, contacts, and documents. | IT / business owners | Required | 5 | 25 | 0.0% | |||
| PCO-013 | Parties, Contacts & Organizations | Relationship Inheritance | Support a process that allows all relationship data associated with one contact record to be transferred or copied to another contact record. | Medium | Information entered in one child contact record automatically populates corresponding fields in related sibling records. | Child Protection | Preferred | 3 | 15 | ||||
| WFA-001 | Workflow, Tasks & Automation | Workflow Engine | Support configurable workflows, milestones, statuses, due dates, approval dates, filing dates, publication dates, and event-driven actions. | High | Many Civil Division processes are workflow-driven. | All practice areas | Required | 5 | 25 | ||||
| WFA-002 | Workflow, Tasks & Automation | Business-Owned Growth | Support no-code workflow automation including triggers, dependencies, and escalations. | High | When a client number is entered on a matter, the system automatically populates dependent financial fields based on that client’s coding configuration. | Enterprise | Required | 5 | 25 | ||||
| WFA-003 | Workflow, Tasks & Automation | Workflow by Matter Type | Allow workflows to be assigned to one or more matter types or business processes. | High | Workflow behavior must vary by matter type and process. | All practice areas | Required | 5 | 25 | ||||
| WFA-004 | Workflow, Tasks & Automation | Task Automation | Automatically generate tasks, reminders, or communications based on matter events, workflow steps, dates, or status changes. | High | Example includes opening a matter and scheduling follow-up tasks. | All practice areas | Required | 5 | 25 | ||||
| WFA-005 | Workflow, Tasks & Automation | Support Staff Associations | Support associating specific support staff with attorneys and using that relationship in workflow, task assignment, and security. | Medium | Helps automate assignments and document security. | Section operations | Preferred | 3 | 15 | ||||
| WFA-006 | Workflow, Tasks & Automation | Validation and Approval | Support configurable validation and approval workflows that verify key matter or contact data—such as funding, retention—and automatically require role‑based approval before advancing workflow stage | Medium | Approval validation of funding proactive approach to ensure proper billing. | IT / performance | Preferred | 3 | 15 | ||||
| WFA-007 | Workflow, Tasks & Automation | Predefined Time Tasks | Allow creation of predefined time entries, including narratives, or task templates for particular workflows and activities. | Medium | Supports efficient, consistent time capture. | Finance / operations | Preferred | 3 | 15 | ||||
| WFA-008 | Workflow, Tasks & Automation | Template Generation by Workflow | Generate documents, templates, or communications based on matter type, section, practice area, workflow state, or matter event. | Medium | Workflow-driven document generation is required in legal operations. | All practice areas | Preferred | 3 | 15 | ||||
| WFA-009 | Workflow, Tasks & Automation | Status Notifications | Provide configurable reminders and notifications tied to workflow events, deadlines, and status changes. | Medium | Users need configurable event communication. | Enterprise | Preferred | 3 | 15 | ||||
| WFA-010 | Workflow, Tasks & Automation | Performance Monitoring | Provide system-level monitoring of workflow failures, stalled tasks, and integration-trigger problems. | High | No automated mechanism to detailed stalled workflows; support must rely on user reports. | Enterprise | Required | 5 | 25 | ||||
| WFA-011 | Workflow, Tasks & Automation | Escalation SLAs | Provide escalation rules and timers for overdue task/events, notify responsible roles, and log escalation outcomes. | Medium | Status notifications exist; explicit escalations SLAs are not defined | Enterprise | Preferred | 3 | 15 | 0.0% | |||
| TFM-001 | Time, Billing & Financial Management | Time Entry | Provide an integrated timekeeping and billing framework that delivers an authoritative, centralized record of time entries, billing data, and cost allocations to support accurate financial management and operational reporting for the Civil Division. | High | Timekeeping is performed in the current system, with internal processes for cost ingestion, validation, and billing. | Finance /billing | Required | 5 | 25 | ||||
| TFM-002 | Time, Billing & Financial Management | Time Entry | Support time entry by matter, phase or task, billing category, and funding-source dimensions. | High | Civil Division time capture drives billing and accounting. | Finance / billing | Required | 5 | 25 | ||||
| TFM-003 | Time, Billing & Financial Management | Manual Time Entry | Allow role-based users to manually enter time and edit time entries prior to billing or posting. | High | Users must correct and finalize entries before billing. | Finance / billing | Required | 5 | 25 | ||||
| TFM-004 | Time, Billing & Financial Management | Time Visibility Restrictions | Support role-based access controls that specifically grant broader visibility, timekeepers may only view their own time entries. Supervisory, finance, or billing‑review roles may have expanded visibility as appropriate | High | The Civil Division operates with a geographically distributed workforce, requiring certain staff members to have appropriate access to the system’s modules and data. | IT /security | Required | 0 | |||||
| TFM-005 | Time, Billing & Financial Management | Time Clock / Timer | Provide one or more timers or stopwatches associated with a matter for automatic time capture. | Medium | Supports easier time capture while working. | Timekeeping | Preferred | 3 | 15 | ||||
| TFM-006 | Time, Billing & Financial Management | User Productivity Features | Allow users to create a new transaction by copying an existing transaction, including the ability to copy one or more transactions based on a user‑defined date or time range. | Medium | Current system allows users to copy transactions, including by date/time range. | Timekeeping | Preferred | 3 | 15 | 0.0% | |||
| TFM-007 | Time, Billing & Financial Management | Automatic Time Capture | Support automatic or prompted time capture for selected tasks, workflows, or integrated applications where appropriate. | Low | Optional productivity feature for selected activities. | Timekeeping | Optional | 1 | 5 | ||||
| TFM-008 | Time, Billing & Financial Management | Field Rules | Provide native, real‑time spell‑check for all free‑text fields, including correction suggestions during data entry. | High | Functionality exists now. | Timekeeping | Required | 0 | |||||
| TFM-009 | Time, Billing & Financial Management | Time Increments | Support configurable minimum billing increments or time intervals (e.g., 6-minute increments). | Medium | The Civil Division may need case or client-specific billing intervals. | Finance / billing | Preferred | 3 | 15 | ||||
| TFM-010 | Time, Billing & Financial Management | Billing Number Association | Associate billable time entries with a valid billing number and enforce billing-related validation rules where applicable. | High | Billing number is key for internal billing and ERP exchange. | Finance / billing | Required | 5 | 25 | ||||
| TFM-011 | Time, Billing & Financial Management | Cost Entry | Support expense and cost capture by matter with coding sufficient for downstream accounting and cost allocation. | High | Division tracks matter costs and reimbursable activity. | Finance / billing | Required | 5 | 25 | ||||
| TFM-012 | Time, Billing & Financial Management | Billing Rules | Support internal legal-services pre-billing, billing, reimbursement support, and configurable billing rules. | High | Billing rules vary by section, client, or funding arrangement. | Finance / billing | Required | 5 | 25 | ||||
| TFM-013 | Time, Billing & Financial Management | Monthly Pre-Billing Cycle | Support pre-billing approvals, exceptions handling, and auditability before final billing. | High | Existing pre‑billing review process is limited and needs a more defined, system‑supported workflow. | Finance / billing | Required | 5 | 25 | ||||
| TFM-014 | Time, Billing & Financial Management | Monthly Billing Cycle | Support invoicing workflows, review and approval, and month-end billing and reconciliation processes. | High | Division requires monthly invoicing and oversight workflows. | Finance / billing | Required | 5 | 25 | ||||
| TFM-015 | Time, Billing & Financial Management | Invoice Processing | Support invoice creation, tracking, payment tracking, credits, adjustments, and invoice-level auditability. | High | Full invoice lifecycle support is required. | Finance / billing | Required | 5 | 25 | ||||
| TFM-016 | Time, Billing & Financial Management | Rate Management | Support rate structures and effective-dated rate management for attorneys, paraprofessionals, clients, sections, or billing arrangements. | High | Rates and financial rules may vary over time. | Finance / billing | Required | 5 | 25 | ||||
| TFM-017 | Time, Billing & Financial Management | Rate Management | Enable system administrators to set and maintain fiscal‑year (July 1) legal rates effective dates without vendor assistance. | High | Rates and financial rules may vary over time. | IT / business owners | Required | 5 | 25 | ||||
| TFM-018 | Time, Billing & Financial Management | Rate Management | Provide a process for being able to quickly update transactions with the new rates if approval of the rates is delayed. | High | Rates may be approved late; process to associate the rate with any time entered. | Finance / billing | Required | 5 | 25 | ||||
| TFM-019 | Time, Billing & Financial Management | Unique Transaction ID | Assign each transaction a searchable unique transaction identifier. | High | Helps with retrieval and auditability. | Finance / billing | Required | 5 | 25 | ||||
| TFM-020 | Time, Billing & Financial Management | Adjustments Audit | Support write-ups, write-downs, transfers, reversals, and other financial adjustments with a transparent audit trail. | High | Financial changes must be auditable. | Finance / billing | Required | 5 | 25 | ||||
| TFM-021 | Time, Billing & Financial Management | Matter Budgets and Funds | Support matter-level budgets, fund balances, grant or program budgets, or comparable financial tracking beyond standard billing. | Medium | Sample requirements call for additional accounting support at matter level. | Finance / budgeting | Preferred | 3 | 15 | ||||
| TFM-022 | Time, Billing & Financial Management | Outside Counsel / Contracts | Support tracking of outside counsel, contracts, contract amendments, reimbursable service agreements, and related ledger activity. | Medium | Supports management review and fiscal oversight. | Finance / contracting | Preferred | 3 | 15 | ||||
| TFM-023 | Time, Billing & Financial Management | Matter Financial Coding | Support matter-level financial coding attributes including department, program, funding source, billing group, project or RSA, and similar values. | High | Current configuration includes extensive financial coding. | Finance / ERP | Required | 5 | 25 | ||||
| TFM-024 | Time, Billing & Financial Management | Budget Component Correlation | Support budget component and mission statement category assignment, correlation, and validation logic. | Medium | Current environment uses these dimensions in coding and reporting. | Finance / ERP | Preferred | 3 | 15 | ||||
| TFM-025 | Time, Billing & Financial Management | Code Histories | Support collocation, contract, or other financial code histories including effective dates and end dates. | Medium | Financial codes may change over time. | Finance / ERP | Optional | 3 | 15 | ||||
| TFM-026 | Time, Billing & Financial Management | Financial Dashboards | Support dashboards and ad hoc reporting for workload, time, cost, recovery, aging, RSA, contract tracking, and service levels. | High | Finance and management need statewide visibility. | Finance / management | Required | 5 | 25 | ||||
| TFM-027 | Time, Billing & Financial Management | Funding Models | Support multiple billing and cost-recovery patterns and client agency-specific or section-specific financial variations. | High | Civil Division uses different service and reimbursement models. | Finance / billing | Required | 5 | 25 | ||||
| DEM-001 | Documents, Email & Knowledge Management | Document Association | Associate documents and email to matters with metadata, searchability, and secure access. | High | Documents and email are central matter records. | All practice areas | Required | 5 | 25 | ||||
| DEM-002 | Documents, Email & Knowledge Management | Office Save Integration | Allow documents to be saved directly from Microsoft Office into the system and associated to the correct matter or contact record. | High | Reduces duplicate effort and filing errors. | All practice areas | Required | 5 | 25 | ||||
| DEM-003 | Documents, Email & Knowledge Management | Adobe Save Integration | Allow documents to be saved directly from Adobe into the system and associated to the correct matter or contact record. | Medium | The Civil Division relies heavily on Adobe for combining, redacting, and processing documents, making direct save‑to‑matter functionality essential. | All practice areas | Preferred | 1 | 5 | ||||
| DEM-004 | Documents, Email & Knowledge Management | Redaction | Provide basic document redaction tools that allow users to obscure selected text or regions before sharing or exporting documents. | Low | Staff regularly use redaction tools to obscure sensitive content before sharing documents, so basic redaction capability is needed for smaller projects. | All practice areas | Optional | 1 | 5 | ||||
| DEM-005 | Documents, Email & Knowledge Management | Multimedia Files | Allow multimedia files and other non-Office file types to be stored and associated with the appropriate matter. | Medium | Some matters require non-document evidence or reference files. | Litigation / investigations | Preferred | 3 | 15 | ||||
| DEM-006 | Documents, Email & Knowledge Management | Scalable Object Storage | Support document and object storage at a scale suitable for large statewide legal operations. | Medium | Sample requires storage and indexing at enterprise scale. | Enterprise | Preferred | 3 | 15 | ||||
| DEM-007 | Documents, Email & Knowledge Management | Document Templates | Allow system administrators to create and maintain document templates such as letters, pleadings, notices, or forms. | High | Template generation is a core legal productivity feature. The Civil Division has over 800 document templates. | IT / business owners | Required | 5 | 25 | ||||
| DEM-008 | Documents, Email & Knowledge Management | Document Template Access | Allow system administrators to create practice‑area‑specific document templates and restrict visibility and launch permissions so only authorized users within that practice area can access them. | High | The Civil Division uses a set of global document templates available to all users, while most document templates are visible only within their respective practice areas. | IT / business owners | Required | 5 | 25 | ||||
| DEM-009 | Documents, Email & Knowledge Management | Document Templates | Support seamless Microsoft Word and Excel integration for creating, editing, and populating templates within LMMS, preserving all formatting, formulas, and embedded logic. | High | The Civil Division’s workforce is already familiar with Microsoft Office application, and early adoption of Word and Excel functionality is well established. | All practice areas | Required | 5 | 25 | ||||
| DEM-010 | Documents, Email & Knowledge Management | Document Templates | Include conditional formatting logic that adjusts template content and layout based on contextual attributes (e.g., office location such as Kenai, Nome, Bethel, and Palmer). | High | Templates currently require manual adjustments for location‑based or context‑specific content, leading to inconsistent formatting and increased staff time. | All practice areas | Required | 5 | 25 | ||||
| DEM-011 | Documents, Email & Knowledge Management | Document Templates | Allow configurable templates with dynamic field population and automatic insertion of such as matter- and contact-specific data. | High | Document templates are populated through SQL‑driven queries that insert matter‑specific, contact‑specific, and practice‑area‑specific data. | All practice areas | Required | 5 | 25 | ||||
| DEM-012 | Documents, Email & Knowledge Management | Document Templates | Support approval workflows and change tracking to ensure document integrity and compliance. | Low | Optional but useful for maintaining version integrity, and provides a clear audit trail for compliance. | All practice areas | Optional | 1 | 5 | ||||
| DEM-013 | Documents, Email & Knowledge Management | Bulk File Operations | Allow system administrators to import and export multiple files in a single user transaction or a managed batch process. | Medium | Needed for efficient filing and migration-related work. | IT / business owners | Preferred | 3 | 15 | ||||
| DEM-014 | Documents, Email & Knowledge Management | Unique Document ID | Assign each document a searchable unique document identifier. | Medium | Helps with retrieval and auditability. | All practice areas | Preferred | 3 | 15 | ||||
| DEM-015 | Documents, Email & Knowledge Management | Document Versioning | Support version control and version history for documents. | High | Legal document drafts and updates require version awareness. | All practice areas | Required | 5 | 25 | ||||
| DEM-016 | Documents, Email & Knowledge Management | Merge Fields | Support generation of documents, email, or calendar entries using predefined merge fields from matter data. | Medium | Supports templates and workflow-driven communications. | All practice areas | Preferred | 3 | 15 | ||||
| DEM-017 | Documents, Email & Knowledge Management | Email Filing | Allow emails and email attachments to be saved and associated separately with one or more matters. | High | Email records must be properly filed and searchable. | All practice areas | Required | 5 | 25 | ||||
| DEM-018 | Documents, Email & Knowledge Management | Email Metadata | Retain and support search of email metadata such as to, from, cc, subject, and date received or sent. | High | Metadata is important for retrieval and evidence. | All practice areas | Required | 5 | 25 | ||||
| DEM-019 | Documents, Email & Knowledge Management | Email Deduplication | Detect or reduce duplicate storage when the same email is saved multiple times to the same matter. | Low | Optional but useful storage and usability feature. | All practice areas | Optional | 1 | 5 | ||||
| DEM-020 | Documents, Email & Knowledge Management | Advanced Metadata Standards | Support required and optional metadata schemes for documents, email, including automated tagging where applicable. | Medium | The Division cannot tag records with required classifications such as protected information, PHI, or PII. | All practice areas | Preferred | 3 | 15 | ||||
| DEM-021 | Documents, Email & Knowledge Management | Knowledge Libraries | Support storage, search, and retrieval of subject libraries, sample advice, and model documents across the Division. | Medium | Division wants reusable knowledge and model documents. | Advisory / knowledge management | Preferred | 3 | 15 | ||||
| DEM-022 | Documents, Email & Knowledge Management | Knowledge Libraries | Allow a matter to be created and maintained without requiring any associated time entries. | Low | Optional but useful to the Division to prevent time entry to document repository matters. | Advisory / knowledge management | Optional | 1 | 5 | ||||
| DEM-023 | Documents, Email & Knowledge Management | Electronic Signatures | Support documents that can incorporate or interoperate with electronic signature capabilities. | Low | Useful for selected document workflows. | Enterprise | Optional | 1 | 5 | ||||
| DEM-024 | Documents, Email & Knowledge Management | Integration | Provide an API-based portal framework allowing external systems or agencies to submit data, upload documents, and query submission status without requiring direct system access. | Low | The Civil Division does not currently have an API-based portal or any external-facing mechanism that allows outside agencies to submit data, upload documents, or check submission status. All information exchange must be handled manually or through internal system access. | Enterprise | Optional | 0 | |||||
| DEM-025 | Documents, Email & Knowledge Management | Client Portal | Support optional controlled external access to selected matter information, documents, messages, or progress data. | Low | Useful for external collaboration if approved by the State. | External users | Optional | 1 | 5 | ||||
| DEM-026 | Documents, Email & Knowledge Management | Document Classification and Protection | Support configurable document‑classification features that allow users to designate sensitive, regulated, or privileged materials and classify documents using customizable labels with optional intelligent detection to flag content requiring review. | Medium | Useful to support proactive protection of sensitive, privilege, and regulated content. | IT /records | Preferred | 3 | 15 | ||||
| DEM-027 | Documents, Email & Knowledge Management | Document Templates | Support launching document templates within two user actions and complete document generation within 3 seconds under standard system load, ensuring minimal delay during high-legal operations. | High | Template generation varies significantly depending on document size, formatting complexity, and location. | IT / performance | Required | 5 | 25 | ||||
| DEM-028 | Documents, Email & Knowledge Management | Export Functionality | Allow role-based users to export records, documents, metadata, notes, matter details, and calendaring events for external use. | High | Export information into the Civil Division's eDiscovery tool. | IT / security | Required | 5 | 25 | 0.0% | |||
| DEM-029 | Documents, Email & Knowledge Management | Export Functionality | Provide configurable export options, including file types, metadata, maintain audit trails. | Medium | Users manually reformat the data. | All practice areas | Preferred | 3 | 15 | ||||
| DEM-030 | Documents, Email & Knowledge Management | Export Functionality | Allow exports to create independent copies that preserve metadata, maintain audit trails, and retain authoritative LMMS records. | High | Limited confusion about authoritative versions and limiting safe external use. | All practice areas | Required | 5 | 25 | 0.0% | |||
| DEM-031 | Documents, Email & Knowledge Management | Export Functionality | Provide support for native-to-PDF exports, bulk exports, and workflow-driven export operations. | High | Exports require manual assembly, slowing response times and increasing error risk. | All practice areas | Required | 5 | 25 | ||||
| DEM-032 | Documents, Email & Knowledge Management | Export Functionality | Allow high-quality, archival-ready export packages that include complete metadata and integrity validation. | Medium | Archival exports should include metadata. | All practice areas | Preferred | 3 | 15 | 0.0% | |||
| CDN-001 | Calendaring, Docketing & Notifications | Calendars and Deadlines | Support calendars, reminders, deadline tracking, and configurable date-based triggers. | High | Legal matters require reliable deadline and event management. | All practice areas | Required | 5 | 25 | ||||
| CDN-002 | Calendaring, Docketing & Notifications | Case Dockets | Allow role-based users to create and interact with case dockets or equivalent event histories within a matter. | High | Case docketing is a core legal function. | All practice areas | Required | 5 | 25 | ||||
| CDN-003 | Calendaring, Docketing & Notifications | Event Maintenance | Allow role-based users to add, modify, and delete calendar events associated with matters subject to security and audit controls. | High | Events need ongoing management as matters change. | All practice areas | Required | 5 | 25 | ||||
| CDN-004 | Calendaring, Docketing & Notifications | Outlook Synchronization | Support calendar synchronization with Microsoft Outlook or Microsoft 365 calendars. | High | Current and future users expect Outlook calendar integration. | All practice areas | Required | 5 | 25 | ||||
| CDN-005 | Calendaring, Docketing & Notifications | Holiday Tables | Support a configurable holiday table enabling docket and deadline calculations to recognize federal and state holidays. | High | A central holiday table provides holiday data that is automatically referenced when creating or adjusting calendar events. | All practice areas | Required | 5 | 25 | ||||
| CDN-006 | Calendaring, Docketing & Notifications | Outlook Conflict Detection | Support detection and alerts for scheduling conflicts across LMMS and Outlook calendars using configurable rules and resolution options. | Medium | Useful for scheduling internal resources. | All practice areas | Optional | 3 | 15 | ||||
| CDN-007 | Calendaring, Docketing & Notifications | Notification Preferences | Allow users to opt in or out of event notification emails or reminders, subject to Division Policy. | Medium | Notification overload must be manageable. | Enterprise | Optional | 1 | 5 | ||||
| CDN-008 | Calendaring, Docketing & Notifications | Date Calculations | Support calculation of future dates using business days, holidays, and rules-based triggers. | Medium | Rules-based date calculation is important for legal deadlines. | Litigation / regulatory | Preferred | 3 | 15 | ||||
| CDN-009 | Calendaring, Docketing & Notifications | Mobile Calendar Access | Support updating calendars and matter-related events from approved mobile devices where enabled by the State. | Low | Optional mobile access feature. | Mobile users | Optional | 1 | 5 | ||||
| CDN-010 | Calendaring, Docketing & Notifications | Calendar Template Management | Allow system administrators to create practice‑area‑specific calendar event templates and restrict visibility and launch permissions so only authorized users within that practice area can access them. | High | The Civil Division maintains a set of shared calendar event templates available to all users, while most event templates are visible only within their respective practice areas. | IT / business owners | Required | 5 | 25 | 0.0% | |||
| SRA-001 | Search, Reporting & Analytics | Global Search | Provide global search subject to role, group, matter, and security permissions. | High | Search must respect security boundaries. | Enterprise | Required | 5 | 25 | 0.0% | |||
| SRA-002 | Search, Reporting & Analytics | Advanced Search | Support advanced search including Boolean, metadata, and full-text search across matter data, email, documents, and calendar entries. | High | Power users need refined search. | Enterprise | Required | 5 | 25 | ||||
| SRA-003 | Search, Reporting & Analytics | Phonetic Search | Support phonetic search capabilities (e.g., Soundex-style matching) to allow retrieval of information where names or key terms may be misspelled or contain alternative transliterations. | Low | No support for phonetic search; users must rely on manual keyboard variations or external lists. | Enterprise | Optional | 0 | |||||
| SRA-004 | Search, Reporting & Analytics | Add Hoc Data Access | Allow role-based users to perform SQL-like ad hoc queries against structured LMMS data models through a governed interface without requiring direct database access. | Medium | Ad hoc reporting exist but does not support advanced relational querying or SQL-style logic. | Enterprise | Preferred | 0 | |||||
| SRA-005 | Search, Reporting & Analytics | Search Performance and Indexing | Support real-time or near-real-time indexing of newly added or modified documents, emails, metadata, and matter records to ensure immediate availability in search results. | Medium | Index refresh times vary in the current environment, causing delays between document creation and search visibility. | Enterprise | Preferred | 0 |
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