The state of Colorado is looking for information on an Integrated Court System Software Solution, according to the state Department of Personnel and Administration, Office of Administrative Courts and the State Personnel Board.
The request for information (RFI) was issued June 23 to gather information about the benefits that could be offered by vendors who are able and willing to provide the state with an administrative court case management system. The Department of Personnel and Administration wants a vendor to help them develop a comprehensive RFP for the Office of Administrative Courts and the State Personnel Board, on or before June 30, 2009.
The functions of the administrative court case management system include:
- Case Track Management – The case management system must maintain time lines that dictate processing requirements for every matter that is brought before the Agency. These time lines are referred to as the Case Track. The system must allow new case tracts to be created, maintained, modified and then be able to generate reports regarding the case track requirements for all filings in the case management system.
- Docketing – the case management system must be able to process information from an e-filing system to create a new matter before the agency.
- Case Management – will describe the activities associated with assigning staff to a matter before the Agency and the ability to track caseloads and progress on caseloads, as well as address Agency workflow and facilitate the exchange of information and documents between staff.
- Hearings – The system will record hearing information and outcomes by formatting proceedings and distributing hearing outcomes.
- Timekeeping – Depending on the assigned case track, time spent by staff working on cases may need to be recorded in order to bill the Agency’s clients. Timekeeping must allow personnel within a section or unit to view each others’ time data, along with a locking mechanism will exist to prevent the editing of prior period data after billing process is completed to preserve billing information. Changes to prior period data must be entered as management override and cause re-billing of prior period.
- Billing – Depending on the case track, the time entries may be reported to Client Agencies for payment of these services. The majority of these agencies use COFRS, a shared statewide accounting system, so this system’s billing process requires the ability to create invoices, and may require automation to support accounts receivable tracking or cash application of these payments through COFRS.
- Reporting Creation and Management – The system must allow the administrators to create standardized reports and support ad hoc reporting. The case management system must support document management, including generation and distribution of reports to interested parties, as well as be in a format that can be published to the Agency website or made available through the Data Storage System (CORA repository and/or Searchable Database Components).
To read the entire RFI, click here.
To read the system requirements appendix, click here.