Case Management System for the County Prosecuting Attorneys Office
The following specifications are intended to describe a Case Management System for the
County Prosecuting Attorneys Office and the details contained in these specifications are not
designed to exclude any vendor from bidding, but are offered as a means of describing the needs of
the County Prosecuting Attorneys Office. Where brand names may be used, the words
or equivalent are assumed to follow. All specifications are minimum requirements.
1.The system must be hosted by an independent server owned and maintained by the Kanawha County Prosecuting Attorneys Office.
2.The system must manage both biographical details about criminal defendants as well as manage case details:
Specifically, the system must manage case status and status date, case and charge dispositions, sentencing, restitution and fines/fees, case-related events, arrest charges, filed charges, and conviction charges. The system must also be able to manage asset forfeitures, bond forfeitures, and domestic battery information;
3.This system must enable users to record and schedule case-related events and create calendars, as well as generate documents, view multimedia files and collect statistical information or reports;
4.The system must allow that biographical information about an individual be entered into the system only once; after which an individual can be associated with any number of cases by linking his or her information to the appropriate case. Specifically, once entered into the system an individual can be assigned a role which can vary from case to case;
5.The system must allow users to view an individuals entire legal history on a single screen. This screen should identify cases that an individual is associated with and the role he or she plays in each of those cases. This must also enable users to track specific information about a defendant such as warrant history, and bond records;
6.The system must be able to be configured to automatically calculate deadlines and schedules based on arrest date;
7.The system must integrate with Microsoft Outlook and Novells Groupwise to allow users to invite individuals to events via email;
8.The system must possess document generation capabilities to allow the building of templates for documents such as subpoenas, bond revocations, domestic violence victim information packets;
9.Attorneys must be able to track a charge from arrest through conviction, allowing multiple defendants with different charges to be associated with a single case;
10.The system must manage digital images, audio/video files, scanned documents and electronic presentations; Specifically the system must allow documents to be scanned directly into the case files in one step;
11.The system must have or be developing the capability to associate barcode labels with physical case folders, case related documents and anyone who needs to access the files or documents;
12.The system must allow for a variety of report generation. Including, but not limited to, open cases by Prosecuting Attorney, open cases by Defendant name, Open Cases by Court, event calendar, jury trial calendar, indictment by Agency;
13.The system must allow for mass updating to allow changes, updates, and edits to multiple cases at the same time;
14.The system must allow for partial name searches;
15.Connect to the internet from within case management system;
16.Automatically assign tasks and track results;
17.Allow for the integration with NCIC and state criminal databases;
18.The case management software system must employ standards established by the National Information Exchange Model;
19.The case management system must be capable of tracking gang affiliations of defendants/victims and information regarding those gangs;
20.The case management system must have the capability of recording notes directly into the case file;
21.The case management software must be compatible with Microsoft sequel server 2008;
22.The Kanawha County Prosecuting Attorneys Office reserves the right to request any and/or all vendors submitting a Proposal to provide a demonstration of the proposed system. All expenses incurred to provide the demonstration will be assumed by the vendor.
23.Please provide four (4) copies of the Proposal.
