Court Functional Requirements Checklists

FUNCTION: 1.0 CASE CREATION	Meets 100%	Meets less than 100% (Specify)	Does not meet 100%	Cost to modify (Specify estimated hours or $)
Party identifying information (including the identification numbers, major inquiry fields, and alternative names or titles associated with this party).
Generate docket or case number.
Create receipt or fact sheet (Non-Money "Receipt).
Option for automatic assignment of sequential case numbers (based upon a pre-determined court array of year/case type and case number parameters for an individual court or case schedule).
Create case cover sheet with minimal information. (This data will serve as the face sheet for the case file and also be updated to reflect major events, parties and court determined items in the case.)
Generate folder labels by case caption. (See sample files for optional fields.)
Fact sheet and receipt print on three part paper.
Accommodate user-defined case types and subtypes.
Record Register of Actions (minimum information necessary to maintain a register of events and actions for this case or a case docket sheet).
Variable data collection based on party type, case type, and level of court.
Multiple (unlimited) parties per case.
Multiple charges per juvenile.
Multiple counts per charge.
Medical Information.
Gang Involvement information.
Name of last school attended.
Multiple attorneys attached to each party, including designation of primary counsel.
Pro se representation indicator.
Random or automatic judge and court assignments (for balancing caseload or setting specific case types within set deadlines for case initial inquiry, continuance, and other certain pre-determined court events).
Manual or automatic override of judge assignment.
Require explanation for judge overrides.
Judge assignments attached to case. (This feature will have an override or transfer capability for those instances where a preliminary inquiry is held before one judge or referee and the case is later transferred to another judge or court.)
Accommodate miscellaneous files (warrants and other related files including the summons, notice of appearance and papers received from the district attorney, sheriff, and other agencies involved in the case).
Electronically move data from detention files, law enforcement files and district attorney files as arrests occur, warrants are issued, and as other court events are executed to create a new case.
Accomplish party additions and case consolidation at all case stages.
Indicate appeal requests.
Indicate detention hearings, hearings, commitments and other disposition information.

Functional Area: 1.0 CASE CREATION

Software Proposed currently meets ____% of the required functionality.

Software Proposed can be modified within the scope of this contract to meet ____% of the required functionality.

Total

FUNCTION: 1.1 CASE UPDATING	Meets 100%	Meets less than 100% (Specify)	Does not meet 100%	Cost to modify (Specify estimated hours or $)
On-line docket for recording all case filings and events.
Docket event automatically triggers activities and also arranges for notification of schedule changes pending as a result of the event. Each event must have ability to trigger other events or notices and to allow for override of one or all events.
Allow unlimited events.
Retain unlimited events.
Separation of cases (for multiple defendants or for a single defendant with multiple cases).
Consolidate cases, use single transaction to update all (for multiple defendants or for a single defendant with multiple cases).
Ability to identify other cases for a party. (Domestic Violence, Termination of Parental Rights, Dependency/Neglect/Abuse. Should provide indicator for showing that other cases exist.)
Association of cases for particular categories of cases or for a specific defendant across case types and divisions. Actual indices to be determined by court.
Reopening a case.
Allow events to be labeled as major events (for tickler purposes).
Allow correction to event information.
Differentiate between event types.
Record case as an appeal from referee to presiding judge.
Display event name whenever event code used.
Ability to link one case to another case (for scheduling and referral and inquiry purposes).
Prevent updates to closed case, except to reopen, or to transfer a case to another court as appropriate.
Retain address history.
Table-driven case status, party type, event type, charges.
Input validated against table.
Update table codes as necessary.
Exception report of cases by aging criteria.
Show payments on cases for Clerk's office and trust accounts and revenue reporting.
Automatic scheduling of events based on time requirements (including mediation).
Accommodate post-judgment events.
Unlimited sentencing options per charge including free-form conditions of sentence and access to sentencing guidelines.
Provide caseload management for judge, referees, case workers and probation officers (including automatic assignment caseload leveling, difficulty level of cases).

Functional Area: 1.1 CASE UPDATING

Software Proposed currently meets ____% of the required functionality.

Software Proposed can be modified within the scope of this contract to meet ____% of the required functionality.

____ Total

FUNCTION: 1.2 CASE INQUIRY	Meets 100%	Meets less than 100% (Specify)	Does not meet 100%	Cost to modify (Specify estimated hours or $)
Case inquiry by variety of keys. (Examples: Name, Alias, Judge, Assigned law enforcement ID number, Attorney Name, Citation #, Officer, Witness.)
Case inquiry by combination of two or more keys.
Principal inquiry by variety of keys.
Principal inquiry by combination of two or more keys.
Docket entry inquiry by variety of keys.
Docket inquiry by combination of two or more keys.
Display or print all inquiries.
On-demand printing of docket sheet (including disposition from docket and judgment or verdict event).
Multiple displaying docket event options.
Track history of all judge assignments / reassignments
Track and report on events.
Display docket events for a date range.
Display major events only if requested (to be identified by court).
Provide inquiry over address history file.
Reconcile charges filed/disposed (by case, defendant, or judge).

Functional Area: 1.2 CASE INQUIRY

Software Proposed currently meets ____% of the required functionality.

Software Proposed can be modified within the scope of this contract to meet ____% of the required functionality.

____ Total

If the above percentages do not total 100%, please complete the following.

Software Proposed cannot be modified within the scope of this procurement to meet the required functionality for the following areas: (describe areas which are not part of the current application, cannot be modified within the scope of this procurement, or would be cost prohibitive. Offer alternatives, if available.)

FUNCTION: 2.0 INDEX BY CASE/PARTICIPANT	Meets 100%	Meets less than 100% (Specify)	Does not meet 100%	Cost to modify (Specify estimated hours or $)
Name indexing capabilities.
Name indexing functions that allow for phonetic searches.
Partial name search.
Wild card name search (allows for partial searches).
Indexing by name of the principal types.
Variable information by case type.
Index retains basic information on archived cases. (Initially, archiving standards will have to be set by the court.)
Alias identified with actual person (also known as, formerly known as).
Minimum alias information.
Principal type table.
Principal status table.
One principal status per principal, per case, or appearance.
Unlimited defendants on case.
Unlimited number of aliases.
Identify pro se cases.
Warrants outstanding.
Identify cases showing waiver of implied consent.
Identify DUI cases by offense number (first, second, third, fourth) and by case status/program status (waiver, fast track, other).

Functional Area: 2.0 INDEX BY CASE/PARTICIPANT

Software Proposed currently meets ____% of the required functionality.

Software Proposed can be modified within the scope of this contract to meet ____% of the required functionality.

____ Total

FUNCTION: 2.1 INFORMATION MAINTENANCE/INDEX TABLES	Meets 100%	Meets less than 100% (Specify)	Does not meet 100%	Cost to modify (Specify estimated hours or $)
Maintain fine and fee schedules.
Maintain name, address, firm, phone, attorney identification number and fax of private attorneys.
Maintain name, address, phone, and fax of district attorney, law enforcement, court reporters, and other lists of advocates and court related parties, including state agencies, treatment providers and community organizations.
Maintain bond limits by bondsman (single & total).
Maintain bond limits by bonding company

Functional Area: 2.1 INFORMATION MAINTENANCE/INDEX TABLES

Software Proposed currently meets ____% of the required functionality.

Software Proposed can be modified within the scope of this contract to meet ____% of the required functionality.

____ Total

FUNCTION: 3.0 NOTICE REPORTING	Meets 100%	Meets less than 100% (Specify)	Does not meet 100%	Cost to modify (Specify estimated hours or $)
Full range of standardized and user-defined notices/documents produced.
Automatically generate forms assigned to event (record the issuance of the form or report in the record of actions or record of process and court notices issued). Note: includes notices to be produced by the court and related agencies.
Court personnel flexibility regarding the number printed and the printer selected. (Printers will be located in the court, clerk and detention environments.)
Court personnel flexibility regarding the recipients.
Notice text defined externally from the application.
Notice text easily modified by court and clerk users.
Notice generation triggers an automatic docket event entry.
Generate mailing labels.

Functional Area: 3.0 NOTICE REPORTING

Software Proposed currently meets ____% of the required functionality.

Software Proposed can be modified within the scope of this contract to meet ____% of the required functionality.

____ Total

FUNCTION: 3.1 WARRANT REPORTING	Meets 100%	Meets less than 100% (Specify)	Does not meet 100%	Cost to modify (Specify estimated hours or $)
Track warrant status including receiving agencies.
Track service of warrants.
Track age of warrants.
Display/report outstanding warrants by date, name, issuing agency, case type.
Display/report canceled (recalled) warrants by date.

Functional Area: 3.1 WARRANT REPORTING

Software Proposed currently meets ____% of the required functionality.

Software Proposed can be modified within the scope of this contract to meet ____% of the required functionality.

____ Total

FUNCTION: 4.0 DISPOSITION REPORTING	Meets 100%	Meets less than 100% (Specify)	Does not meet 100%	Cost to modify (Specify estimated hours or $)
Reporting of case dispositions to the Administrative Office of the Courts (AOC) and to state agencies.
Reporting of juvenile case disposition to department of child welfare, law enforcement, district attorney, and juvenile detention center.
Report case dispositions by date range.
Report case dispositions by variable keys including statute/charge.

Functional Area: 4.0 DISPOSITION REPORTING

Software Proposed currently meets ____% of the required functionality.

Software Proposed can be modified within the scope of this contract to meet ____% of the required functionality.

____ Total

FUNCTION: 4.1 CASE MANAGEMENT AND STATISTICAL REPORTS	Meets 100%	Meets less than 100% (Specify)	Does not meet 100%	Cost to modify (Specify estimated hours or $)
Track items for each defendant in a multiple defendant case.
Count cases closed by consolidation.
Monthly caseload statistics by case type.
Age of pending cases.
Reports selected by court level and location, county, case type, judge, time period.
AOC reporting needs.
Other management and statistical reports (for use by court management and administration and presiding judge).
Number of dismissals and pending cases exceeding a pre-defined number of adjournments.
Number of cases pending conclusion, remaining at the end of the month, and other user defined reports necessary for workload and performance measurement.

Functional Area: 4.1 CASE MANAGEMENT AND STATISTICAL REPORTS

Software Proposed currently meets ____% of the required functionality.

Software Proposed can be modified within the scope of this contract to meet ____% of the required functionality.

____ Total

FUNCTION: 5.0 SCHEDULING ACTIVITIES	Meets 100%	Meets less than 100% (Specify)	Does not meet 100%	Cost to modify (Specify estimated hours or $)
Interactive flexible scheduling with assistance (designed by court).
Identify/override schedule conflicts.
Calendar entry automatically triggers certain activities.
Specialized calendar options for court, party, case type and docket.
Blank out specific days system-wide.
Verify date based on judge availability.
Verify date based on police officer/law enforcement availability.
Verify date based on district attorney staff availability.
Verify date based on public defender assignment.
Verify date based on private attorney availability.
Generate calendars by judicial officer, law enforcement officer, attorney, public defender.
Ability to modify/remove calendar events.
Set/override default number of cases on docket.
Maintain schedule history.
Include estimated duration of scheduled event (i.e., multi-day assessment, termination of parental rights, etc).
Integrate docket calendar with judicial non-case, personal calendar, court wide meetings.

Functional Area: 5.0 SCHEDULING ACTIVITIES

Software Proposed currently meets ____% of the required functionality.

Software Proposed can be modified within the scope of this contract to meet ____% of the required functionality.

____ Total

FUNCTION: 5.1 REMINDER (OR TICKLER) EVENTS FOR CALENDAR MANAGEMENT"	Meets 100%	Meets less than 100% (Specify)	Does not meet 100%	Cost to modify (Specify estimated hours or $)
Docket events trigger subsequent activity (to be determined by the court).
Monitor/report activities by date/aging criteria.
Monitor/report activities by case type/subtype.
Monitor report activities by event type.
Monitor/report activities by disposition type.
Include date dependent reminders (tickler file).
Display/print tickler file by user (judicial officer, clerk).
Able to delete tickler items.

Functional Area: 5.1 REMINDER (OR TICKLER) EVENTS FOR CALENDAR MANAGEMENT

Software Proposed currently meets ____% of the required functionality.

Software Proposed can be modified within the scope of this contract to meet ____% of the required functionality.

____ Total

FUNCTION: 6.0 RECEIPTING/DISBURSEMENT	Meets 100%	Meets less than 100% (Specify)	Does not meet 100%
Provide multiple cash drawer capability.
Print receipt for case-related money.
Print receipt for non case-related money (copy fees, and other fees collected for non adjudicated costs and fines).
Print deposit slip.
Receipt and report payments on agreements to pay.
Establish debt with agreement to pay.
Agreement to pay information.
Agreement to pay linked to case number, defendant.
Payments on agreement to pay linked to case number, defendant.
No zero amount receipts.
Receipt money received until can identify case to credit.
Automatic warrant/order show cause on overdue payments.
Accept combination payments.
Receipt & reports show combination payments (cash, check).
Link payment for single defendant to multiple cases.
Link bond conversion for single defendant to multiple cases.
Able to override fine related to charge.
Effective dates on financial codes (when law changes or amounts due are revised by legislative or statutory changes).
Financial code validated against financial table.
Fiscal transaction associated with financial code.
Financial code default amounts display.
Override financial table amounts.
Provide default fines related to charge.
Support a quantity of financial codes.
Payment type in table (cash, check, credit card).
Payment types validated against table.
Issue unique sequential numbered receipt.
Reversing entry identifies original receipt number and user identification.
State reason for voiding transaction.
Void only certain fiscal transactions.
Fiscal transaction voids existing data, not modify or delete.
Complete fiscal history by docket number.
Adjustment of fines reduce balance due.
Negative numbers clearly identified.
One payment disbursed to multiple financial codes.
Daily cash balance reporting for all fiscal transactions.
Monthly cash balance reporting for month-end reconciliation.
Check generation for case related payables.

Functional Area: 6.0 RECEIPTING/DISBURSEMENT

Software Proposed currently meets ____% of the required functionality.

Software Proposed can be modified within the scope of this contract to meet ____% of the required functionality.

____ Total

FUNCTION: 6.1 AUDITING/RECONCILIATION	Meets 100%	Meets less than 100% (Specify)	Does not meet 100%	Cost to modify (Specify estimated hours or $)
Display/print transactions by date range.
Display/print transactions by journal.
Display/print transactions by party (defendant, victim).
Display/print transactions by case type.
Attach user id to transaction.
Print cash receipts journal by receipt number.
Print disbursements journal sequentially.
Print deposit listings.
Print bonds received, forfeited, converted, disbursed, outstanding.
Print manual check listing.
Reconcile court and county fiscal office reports of collections.

Functional Area: 6.1 AUDITING/RECONCILIATION

Software Proposed currently meets ____% of the required functionality.

Software Proposed can be modified within the scope of this contract to meet ____% of the required functionality.

____ Total

FUNCTION: 6.2 BAIL/BOND PROCESSING	Meets 100%	Meets less than 100% (Specify)	Does not meet 100%	Cost to modify (Specify estimated hours or $)
Receipt/disburse bonds.
Record identification information of individual posting bond.
Accept unlimited bonds in a case.
Not disburse bond amount above amount deposited.
Transfer bond to other court.
Accommodate bail/bond disbursement procedures.
Disburse bonds to unlimited docket numbers or case parties (based upon bail/bond forfeiture processes).
Convert bond to multiple financial codes including receivable.
Convert portion of bond-refund the balance.
Convert portion of bond-forfeit the balance (when fail to appear for court, or default on warrant).
Report individual bondsman limits.
Report bonding parent company limits.
Inquire if bondsman/company exceeds limits.
Bond disbursement table.
Display/print bond history.
Accommodate property bond/signature bond.

Functional Area: 6.2 BAIL/BOND PROCESSING

Software Proposed currently meets ____% of the required functionality.

Software Proposed can be modified within the scope of this contract to meet ____% of the required functionality.

____ Total

FUNCTION: 6.3 ACCOUNTS RECEIVABLE/ACCOUNTS PAYABLE	Meets 100%	Meets less than 100% (Specify)	Does not meet 100%	Cost to modify (Specify estimated hours or $)
Maintain accounts receivable.
Maintain accounts payable.
Print aged receivables (including report of unidentified receivables).
Generate order to show cause on demand.
Indicate inactive (uncollectible) accounts.
Automatically generate warrants on inactive accounts.
Convert bond to account receivable.

Functional Area: 6.3 ACCOUNTS RECEIVABLE/ACCOUNTS PAYABLE

Software Proposed currently meets ____% of the required functionality.

Software Proposed can be modified within the scope of this contract to meet ____% of the required functionality.

____ Total

FUNCTION: 7.0 COUNTY-WIDE INQUIRY AND DATA INTERFACES	Meets 100%	Meets less than 100% (Specify)	Does not meet 100%	Cost to modify (Specify estimated hours or $)
Look up what information is available in target agency.
Develop what information is available (data dictionary).
Route answer to requester.
Define which shared data needs "return receipt."
Obtain "return receipt."
Definite security parameters of shared data.

Functional Area: 7.0 COUNTY-WIDE INQUIRY AND DATA INTERFACES

Software Proposed currently meets ____% of the required functionality.

Software Proposed can be modified within the scope of this contract to meet ____% of the required functionality.

____ Total

FUNCTION: 8.0 DETENTION MANAGEMENT	Meets 100%	Meets less than 100% (Specify)	Does not meet 100%
Look up what information detention rosters.
Look up historical detention history on juvenile.
Release information tracked.
Provides assessment/screening information for intake.
Maintains link with court schedule.
Maintain inventory
Court hearing schedule maintained for detainees.
Medical information (including medication, meals, risk factors, etc.).
Incident reporting on-line.