Attachment_4_-_RTM_for_IOC.xlsx
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- Attached to
- PPS Client Case Management BPA Federal contract opportunity
- Solicitation number
- USCA19R0062
- Issued by
- The Judicial Branch
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Attachment 4 - RTM for IOC
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Initial Op Capabilities
| Capability # | Capability Title | IOC Specific Capability Description |
| [001] | Manage Client and Case Data | Finding client records, creating/updating general client records, and creating/updating [criminal] case record(s) related to a client. |
| [002] | Manage Tasks & Task Assignments | Includes creating tasks related to a specific client and case for pretrial investigation assignment, pretrial investigations, and pretrial output reports (Bail Report). |
| [003] & [020] | Manage My Work | Managing user's own caseload, cases, and tasks. Includes that ability to view a tailored dashboard of work related to pretrial investigation assignment and status. |
| [004] | Manage & Conduct Collateral Investigations | The Solution should provide a streamlined way to conduct collateral investigations. Record checks are conducted for other districts to find out additional information regarding their defendant's criminal history. This capability includes requesting collateral investigations from other districts. Includes collateral investigations within district by field offices or in-district staff. |
| [005] | Manage Activities in Chronos | Includes entries created by the officer/staff in the chronological record surrounding all contacts with the client, collateral contacts, documentation, and automated entry of client/case events. |
| [007] | Manage Digital Media | Managing Digital Media in this phase includes client and case related documents and client photo. The solution shall provide OCR (Optical Character Recognition) /ICR Intelligent Character Recognition |
(ICR).
| [012] | Manage Configuration/System Management | Managing the settings, lists, and preferences (both system wide, district wide, and personal) that drive the system. |
| [014] | Manage District Client Record Access Controls | The Solution should provide controls and mechanisms to facilitate the access management of a client record from one district to another. |
| [015] | Manage Checklist | Manage checklists including: 1) managing checklist templates for Pretrial Investigations and 2) managing active checklists for PT investigation tasks. |
| [016] & [096] | Manage Pretrial Investigation/Bail Report | Conducting an investigation / interview of a defendant for bail purposes and the preparing of a report (that provides information to the court) that includes information / recommendations pertaining to the pretrial release of each individual charged with an offense. This pretrial investigation encompasses the pretrial interview and the activities related to verification of the information provided through collateral contacts with friends, employers, relatives, automated databases (such as credit companies and law enforcement), record checks, and collateral investigation request to other districts. The Solution shall provide the capability to customize and generate bail reports in MS Word format. |
| [017] | Manage Material Witness Investigation | A material witness is an individual whose testimony is material to a criminal proceeding. If a party shows that the testimony of a material witness cannot be secured by subpoena, the judicial officer may order the arrest of the person and treat the person in accordance with the release and detention provisions of 18 U.S.C. § 3142. The officer interviews a material witness the same as any defendant. Material witnesses are not referred to as “defendants” because they are not charged with crimes. |
| [018] | Ad Hoc Pretrial Services Investigation/Report | Officers conduct ad hoc pretrial services investigations and reports to deal with a variety of circumstances. These investigations/reports need to be flexible in format/content and need to be customizable. The format of the ad hoc pretrial services investigations/reports need to be saved and shared (i.e., as an empty template that can be shared). |
| [019] & [110] | Manage Pretrial Risk Assessment | Includes activities related to performing a risk assessment of a client in the form of a Pretrial Risk Assessment (PTRA). The PTRA is an actuarial risk and needs assessment tool developed by the Administrative Office of the United States Courts and endorsed by the Judicial Conference Committee on Criminal Law. The PTRA assesses factors demonstrated by scientific research to be important predictors of risk. Note that this is currently performed in a separate application. |
| [025] | Manage Pretrial Release/Detention Orders (hearing results) | Managing the release orders and detention orders for a client. Pretrial release / detention hearing outcomes need to be recorded. |
| [028] | PT Pretrial Diversion Investigation & Report | Activities when a pretrial diversion investigation is received from the US Attorney's Office for the pretrial services office to begin a pretrial diversion investigation before a defendant is accepted into the diversion program. The officer prepares a report that guides the United States Attorney's office and the court, as applicable, in making determinations related to the pretrial diversion program. These activities include creating the Diversion Agreement. The diversion process may start either before or after the formal filing of charges; in either case, prosecution is suspended. |
| [030] & [095] | Download Pretrial Services Forms | Download approximately 22 forms related to pretrial. Note that districts can upload local/tailored forms so these forms need to be available for download here. The Solution shall provide the capability to manage, electronically sign and pre-fill customizable forms to support investigation and supervision activities. |
| [031] & [099] | Review Pretrial Services Analytics | The Solution shall provide critical operational and statistical data analytics, metrics, and dashboards at various levels to inform decisions at the officer, district and national level to include work load formulation and congressional reports. Manage National and Local Pretrial Analytics/Metrics |
| Presentence Capability | ||
| [032] | [Standard Guideline] Presentence Investigation & Presentence Report (PSI & PSR) | This includes the PSI and PSR that is prepared in felony or Class A misdemeanor cases for which the USSC has promulgated a guideline. The PSR is the result of a comprehensive PSI. This includes conducting an investigation / interview of a client (including interviews of other, relevant persons and entities) for purposes of recommending sentencing of a client convicted of a federal crime and the preparing of a report (that provides information to the court and counsel of record) that includes information pertaining to the investigation findings and recommended sentence. The are approximately 11 different PSI/PSR's. |
| [033] | Retroactive Sentence Reduction PSR (RetroPSR) | This is a PSR prepared to assist a judicial officer in determining the impact of a retroactive sentencing guideline amendment on a previously sentenced client’s imprisonment term. In other words, when a client is sentenced but the law related to that sentence has changed and the changes are made retroactive then that client (and all other affected clients) needs their original sentences reviewed to determine if their sentence should be changed (i.e., reduced) and this results in a retroactive sentence. A PSI is not requested as the resentencing implicates amended guidelines or statutes. This is wish list item. |
| [034] | Remand PSI & / or PSR (RemPSI & RemPSR) | This PSR is created based upon a remand from an Appellate Court (based on an appeal). Appeals can state that the court / judge or the officer made an error (e.g., did not follow the law or the guidelines were calculated incorrectly, etc.). The Appeals Court reviews the appeal and can uphold the court’s sentence or remand the case for resentencing. If the case is remanded, the officer needs to provide the court any information it may need to resentence the client. |
| [035] | Calculate Offense Level (Offense Level Calculator OLC) | The Offense Level Calculator provides presentence officers with an automated tool to calculate the federal sentencing guidelines used in the sentencing of federal defendants. This is currently a separate system. May start as interface to the external system and then incorporate calculator into the core system. Needs to be updated regularly to accommodate changes made by USSC (at least every year on the first of November and sometimes more often). |
| [036] | Manage Specific Retroactive Sentencing Guideline Work | Need the ability to search for and flag existing PSIs and PSRs (e.g., guideline, non-guideline, modified, expedited, etc.) so that the appropriate retroactive sentencing reductions can be included in the amended PSR. This is used as an "umbrella" to identify work that is under a change to sentencing guidelines or dealing with remand issues that affect more than one PSR. Includes the ability to mark any PSR as related to a new sentencing guideline change or remand and then perform the associated work. This work could be a complete PSR or an addendum to an existing PSR. Officers want to be able to search for all cases with specific criteria and determine what cases need to be changed. |
| [037] | Judgment and Commitment (J&C) Order | This Judgment and Commitment (J&C) Order form is prepared for the court and provides the court with client details regarding their imposed sentence. Includes (where appropriate) actual custodial sentence (e.g., custody term), and conditions of sentence (e.g., supervised release, drug treatment, mental health treatment, etc.), offense of conviction, and special conditions (e.g., restitution – including fines / amounts, who is to be paid and in what order, and contact information of who to pay, etc.). It includes every aspect of sentence – this is a public document unless filed under seal by the judge. |
| [038] | J&C Order for Organizational Client (J&CO) | This Judgment and Commitment (J&C) Order form is prepared for the court and it provides the organizational client details regarding their imposed sentence (i.e., J&CO). This document is similar to the J&C for an individual client. Includes (where appropriate) actual custodial sentence, and conditions of sentence, offense of conviction, and special conditions (e.g., fine, assessment, restitution). It includes every aspect of sentence – this is a public document unless filed under seal by the judge. |
| [039] | Statement of Reason Document (SOR) | The Statement of Reason Document (SOR) is a document that includes the reasoning for the sentence imposed. It includes personal information about the client, the total offense level, criminal history category, and sentencing guideline range. This is a private document that is only given to the judge, the BOP, and the USSC (i.e., not for public disclosure). |
| [040] | SOR for Organizational Client (SORO) | The SOR is document that includes the reasoning for the sentence imposed on an organizational client. It includes the total offense level, and sentencing guideline range. This is a private document that is only given to the judge, the BOP, and the USSC (i.e., sealed document - not for public disclosure). |
| [041] | Perform Sentence Activities | Conducting post-sentence processing, following up on voluntary surrender, closing pretrial case, and monitor imprisoned offenders. |
| [042] | Manage Sentence Record | Includes activities related to preparing the sentence record for a client after the sentencing hearing. |
| [043] | Manage Conditions & Special Conditions | Includes activities related to recording conditions related to a client. |
| [044] | Manage My PSIs & PSRs | Includes activities that involve managing the user's list of PSIs and PSRs. Includes managing individual tasks or actions part of every PSI and PSR. |
| [045] | Download Presentence Forms | Download approximately 44 forms related to presentence. Need to prepopulate a form with data related to the current client. |
| [046] | Review Presentence Analytics | Users need the ability to create customizable operational reports for presentence at the local and national levels. |
| [094] | Manage Search | The solution shall provide an industry standard relevance search engine with the ability to search structured and unstructured data and documents in the system at a global or more limited scope. (Query Data - Client, Case, Documents, and Other Media, submit “Fuzzy” Queries, Limit Scope of Search (single district records), View “Hits” ranked by relevance |
| [097] | Manage Scheduling/Calendering/ Alerts | The Solution shall provide calendaring and scheduling capabilities to manage officer and staff activities such as court dates, duty rosters, court coverage, and activity and official reporting due dates. |
| [097] | Manage Scheduling/Calendaring/Alert | The Solution shall provide full calendaring and scheduling capabilities to manage officer and staff activities such as court dates, duty rosters, court coverage, and activity and official reporting due dates. The system shall also provide the capability to engage with clients and treatment providers to manage scheduled activities such as court dates, treatment service appointments, drug testing and other ad-hoc appointments. Manage Client Calendaring/Scheduling (Court dates, color-code testing, office appointments, clinical services appointments, ad-hoc appointments),Manage Employee Calendaring/Scheduling (Court Coverage, Duty Roster, Court Coverage, Report Due Dates), Manage Vendor Calendaring/Scheduling, Shared Calendaring |
| [098] | Workload Management | The Solution shall provide the capability to monitor workload assigned to pretrial investigations based on type, date assigned and date completed. |
| [099] | Analytics/Metrics Management | The Solution shall provide critical operational and statistical data analytics, metrics, and dashboards at various levels to inform decisions at the officer, district and national level. The capabilities should include modeling, predictive, simulation, mathmatical, and structural analytics and statistics. |
| [100] | Workflow Management | The Solution shall provide automated no-code workflow management to establish and modify national and/or district processes to include automated chronological entries and/or officer notifications. |
| [102] | Office Review Management | The Solution shall provide the capability to review random selection of cases/clients for bail report and presentence report reviews |
| [103] | Communication Management | The Solution shall provide the capability to support email, real-time chat, instant messaging, audio conferencing, video conferencing, event and news management, and community mangement of online groups. This capability should allow users to communicate and collaborate through the Solution with others users, clients, and 3rd parties. |
| [104] | Visualization Management | The Solution shall provide the capability to allow the use of graphing, charting, imagery, multimedia, and support mapping and geospatial/GIS. |
| [105] | Financial Obligation Management | The Solution shall support the monitoring and tracking of financial obligations ordered: fines, assessments, and restitution. |
| [106] | Personnel Management | The Solution should assist in the monitoring, tracking, and expiration of users certifications which allow them access to the pretrial risk assessment. |
| [110] | Assessment Management | The Solution shall provide the capability to collect and score the initial pretrial risk assessment. |
| [111] | 3rd Party Feedback and Surveys Management | The Solution shall provide the capability to collect, analyze and handle comments and feedback from our 3rd parties (clients, law enforcement, vendors). |
| [112] | Subscription Management | The Solution shall provide the capability to allow staff to join a forum, listserv, or mailing list. |
| [113] | Online Help and Tutorial Management | The Solution shall provide the capabilities to provide an electronic interface to educate and assist users. |
| [114] | Assistance Request Management | The Solution shall provide the capability to support the solicitation of support from a user. |
| [115] | Process Tracking Management | The Solution shall provide the capability to allow the monitoring of activities within the business cycle. |
| [116] | Business Rule Management | The Solution shall provide the capability to manage the processes, regulations, and laws that support our organization. |
| [117] | Knowledge Management | The Solution shall provide the capabilities for data information retrival, information mapping, information sharing, categorization, knowledge engineering, knowledge capture, and knowledge discovery. |
| [118] | Business Intelligence Management | The Solution shall provide the capability to support risk management, balanced scorecard, decision support and planning, and data mining. |
| [119] | Data Management | The Solution shall provide the capability to support the interchange of information between multiple systems or agencies (NCIC, NIEM, Criminal Code Manual), data mart, meta data management, data cleansing, extraction and transformation, loading and archiving, and data standards. |
| [120] | Records Management | The Solution shall providethe ability to link/associate records, classify documents, archive documents, and allow for digital rights management |
| [121] | Content Management | The Solution shall provide the capability author content, review and approve content, tagging and aggregation, content publishing and delivery, and syndication management. |
| [122] | Knowledge Discovery Management | The Solution shall provide the capability to data mine, modeling and simulation. |
| [123] | Development and Integration | The Solution shall integrate with legacy applications, utilize enterprise application integration, data integration, instrumentation and testing, and possible software development. |
| [124] | Security Management | The Solution shall provide theses capabilities: identification and authentication, access control, cryptography, digital signature management, intrusion prevention, intrusion detection, incident response, audit trail and capture analysis, certification and accreditation, FISM Management and reporting, and Virus protection. |
| [125] | Governance/Legal/Policy Management | The Solution shall provide a centralized repository where our users can develop, create and maintain policies and procedures. This repository should serve as the hub to keep all their policies and procedures easily accessible, with an audit trail, automated workflows, version control, and publish to required users. |
| [126] | Systems Management | The Solution shall provide the capability to manage licenses, remote systems control, system resource monitoring, software distribution, and issue tracking. |
&F
Refrence Sheet
| Yes | Yes | Code |
| No | No | S |
| NA | W | |
| M | ||
| F | ||
| C | ||
| O | ||
| N |
BPA 003
Sheet4
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