The vendor required to provide case management software program replacement that will track cases from inquiry and intake, through investigation, conciliation, adjudication, and other sub-processes while offering robust and flexible real time reporting of case status.
- Solution will provide capabilities for tracking cases, hearings, and staff resources; data entry screens that fully support the needs of each case type, meet scheduling, rescheduling, time limit monitoring, reporting, and correspondence needs of each unit.
- The new solution should provide electronic document management and electronic case files.
- General case management
• Solution must have the ability to handle all aspects of a discrimination case, from the intake through investigation and evidence collection, to litigation case file management for trial presentation before an administrative court.
• Solution must have the ability to attach any file type to a case.
• These file types include, but are not limited to, the following:
o Images
o Wav files and other audio and video files
o Pdfs
o Documents
o Emails from MS outlook 365
• Solution will need to be able to handle multiple events per case.
• The events need to be displayed in a month view, day view, week view, as well as a list view format.
• Solution will need to be able to track multiple types of communication and correspondence that occur during the case investigation.
• Solution must have the ability to track multiple contacts associated with a case.
• Examples include, but are not limited to complainants, respondents, witnesses, complainant rep, respondent rep.
• Solution needs to have the ability for the user to pick and choose which contact(s) to generate a document for.
• Solution needs to have the ability to reuse all contacts for other cases.
• The solution must provide a method to help eliminate contact duplication.
• The solution must have the ability to track the physical location of a file separate from its location in the electronic process.
- Document generation
• Solution must have a robust document generation function as well as a document management module.
• The document generation function must fully integrate with the document management module.
• The document generation process must have the ability to use standard MS word mail merge formatting.
• Documents and form templates will be created in MS word.
• Solution must have the ability to manage the documents generated.
• These documents will need to be saved and associated with a case file.
- Contract Period/Term: 3 years
