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					                                                   Thurston County Regional RMS

                                                        Functional Requirements
Detailed functional requirements for the systems desired by Thurston County law enforcement agencies are provided in this workbook. These
requirements are based on the needs and requirements of the agencies as well as industry standard guidelines for public safety systems design,
implementation and operation. The following codes should be used to indicate the ability of the proposed system to meet the needs of Thurston
County agencies.


          Response                                                                                        Code

          Proposed system complies with requirement.                                                        C

          Proposed system does not comply with requirement.                                                 N

          An alternative is recommended. (Provide a brief recommendation in the comments section)           A


Place an "X" within the appropriate response column next to each requirement. Where applicable and where requested, provide additional
information that describes the way in which the proposed system fulfills the given requirement or how an alternative to the requirement will meet the
agencies' needs. Short responses may be provided in the "Comments" column, while longer answers may be provided in inserted rows or on a
separate page.


Please respond to each requirement. Omitted responses will be evaluated as response codes of "N" (proposed system does not comply with
requirement).




                                                                                                                      Thurston County Regional RMS
Page 1                                                                                                           Request for Proposals #2007-RMS/FR
                                        THURSTON COUNTY REGIONAL RMS
                                    GLOBAL SYSTEM FUNCTIONAL REQUIREMENTS
                               Document Table of Contents
Item #                                    Category
     1   Global System Requirements
    12   User Interface
    49   Navigation
    73   Data Entry
   103   Output
   118   System Administration




                                                                                 Thurston County Regional RMS
Page 2                                                                      Request for Proposals #2007-RMS/FR
                                             THURSTON COUNTY REGIONAL RMS
                                         GLOBAL SYSTEM FUNCTIONAL REQUIREMENTS
Item #   Requirement                                                                    C N   A        Comments
   1     Global System Requirements
   2     Ability to handle at least 15 jurisdictions.
   3     Ability to continue to enter data into system while server is unavailable.
   4     Ability to link all system data via master indices.
   5     Ability to perform any system tasks from any authorized workstation.
   6     Ability to display all dates in MMDDYYYY format.
         Ability to log and display all times in HH:MM:SS format (both 12/24 hour
   7
         clock).
   8     All date and time stamps must be system generated.
         Ability to provide the user with feedback as to the success or failure of an
   9
         action.
  10     Ability to save data to an off-site backup environment.
  11     System is ODBC compliant.
  12     User Interface
  13     Ability for system administrator to define function keys.
  14     Ability for users to have multiple-session capability.
  15     Ability to split screens.
  16     Ability to accommodate color blindness in color coding schemes.
         Ability for all functions common to more than one module and/or subsystem
  17
         to use the same command syntax, function key pattern, and edit criteria.
         Modules and/or subsystems are consistent in the formatting of common data
  18
         elements.
  19     Ability for system to encompass the following:
  20       Common language error messages
  21       Field prompts
  22       On-line help at both screen and field levels
  23       Pull down menus
  24       Automatic defaults at both system and agency level
  25       Automate pre-fill with previous value for agency-defined fields
  26       Auto completion
  27       Drop-down lists of meaningful options (e.g. code and description)



                                                                                                       Thurston County Regional RMS
Page 3                                                                                            Request for Proposals #2007-RMS/FR
                                             THURSTON COUNTY REGIONAL RMS
                                         GLOBAL SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                                     C N   A        Comments
   28    Toolbars, pull-down menus, buttons, shortcuts
       Data should be entered one time into system (i.e. there is no duplicate data
   29
       entry).
       System must conform with Department of Justice's Global JDXML
   30
       standards.
       Ability to select a record or data item and access other screens of data for
   31
       that record or data item without having to go through a menu.
       Ability to access other screens of data for a record/data item and return to
   32
       original screen.
       Ability to access the same screen of data related to a different record/data
   33
       item without having to go through a menu.
       The system makes use of function keys as much as possible for one stroke
   34
       execution of certain key commands.
       Wherever possible, the system provides narrative/comment fields of virtually
   35
       unlimited length.
       Ability for narrative and comment fields to provide basic word processing
   36
       capabilities such as text wrapping, font selection, etc.
       Ability for system to provide a spell-checking utility for all
   37
       narrative/comment/free form entry fields.
       Ability for system administrator to add words to the dictionary (e.g.
   38
       acronyms, and consortium-specific words).
   39 Ability to prevent users from adding words to the dictionary.
       Ability to prevent the creation of user-defined macros that extend to the
   40
       system-level.
  41     Context-sensitive help is provided in the form of prompts and instructions.
  42     Ability for a user to have multiple modules open simultaneously.
  43     Ability to minimize or maximize any activity screen.
         Software provides common menu options to control window positioning and
  44
         toggling.




                                                                                                      Thurston County Regional RMS
Page 4                                                                                           Request for Proposals #2007-RMS/FR
                                               THURSTON COUNTY REGIONAL RMS
                                           GLOBAL SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                                          C N   A        Comments
         The system provides type ahead capability that permits the user to continue
  45
         data entry while the system is processing a previous transaction.

         Ability to indicate that additional information remains to be displayed
  46     whenever the proposed application presents multiple "pages" of information
         or the information cannot be displayed within the available space.
         Ability to page or scroll forward and backward through the material by using
  47
         the keyboard.
         Ability to page or scroll forward and backward through the material by using
  48
         a pointing device.
  49     Navigation
  50     Ability to navigate among all data entry screens using:
  51      The keyboard (tab, function keys, accelerator keys, paging and scrolling)
  52      The mouse (point and click)
  53     Ability for user to employ a keyboard alternative to all mouse click functions.
         Ability to link all related data to allow for point-and-click navigation to
  54
         associated data.
  55     Ability to skip pages when scrolling through search results (e.g., names).

         Ability to skip to search results by entering letters (e.g. "b" skips to entries
  56
         beginning with "b," "ba" skips to entries beginning with "ba," etc.).
  57     Ability to skip to search results on a specific page number.
  58     Ability to page back on a search result.
         Ability to provide system-wide consistent, common screen formats that
  59
         display the following:
  60       Current system date and time
  61       Screen name/description
  62       System name/description


                                                                                                           Thurston County Regional RMS
Page 5                                                                                                Request for Proposals #2007-RMS/FR
                                              THURSTON COUNTY REGIONAL RMS
                                          GLOBAL SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                                           C N   A        Comments
  63      Current screen number and total number of screens (e.g., page 1 of 3)
  64       User ID
         Ability to display system messages on a pop-up window without affecting
  65
         work in progress.
  66     Ability to save contents of any screen.
  67     Ability to toggle or hot key to any screen, table or application.
  68     Ability to "save" and "log-off" via:
  69       Hot button
  70       Function key
  71       Icon (tool bar)
         Ability to automatically exit without saving via a hot button (system must ask
  72
         for confirmation that user wishes to exit without saving).
  73     Data Entry
         Ability to pre-populate entry screens with previously entered data (e.g. to
  74
         minimize redundant data entry).
  75     Ability to identify (e.g., highlight in a different color) required entry fields.
  76     Ability to turn off any fields not required by the agency.
  77     Ability to identify (e.g., highlight in a different color) preferred entry field.
  78     Ability to provide drop down menus with commands.
  79     Ability to enter unlimited text with wrap-around feature.
         Ability to validate data entry to ensure all required fields have been
  80
         completed.
  81     Ability to validate data entry to ensure that only valid codes have been used.
  82     Ability to automatically update current age based on date of birth entry.
         Ability to link the date a user enters an age value to the entered age if the
  83
         age is entered without a date of birth.
         Ability to apply logic-driven fields to support data validation (e.g., error
  84
         message with conflicting age/DOB).
         Ability to automatically calculate age based on entered DOB and notify user
  85
         if person is a juvenile.


                                                                                                            Thurston County Regional RMS
Page 6                                                                                                 Request for Proposals #2007-RMS/FR
                                            THURSTON COUNTY REGIONAL RMS
                                        GLOBAL SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                                        C N   A        Comments
       Ability to prompt the data entry operator to fill out all juvenile related
   86
       forms/fields if the DOB indicates a juvenile.
       Ability to validate any data field that requires master index data against
   87
       master indices.
       Ability to advise operator of data entry or command errors with clear and
   88
       concise messages.
   89 Ability to suggest a remedy for errors.
       Ability to advise or prompt user of required data necessary to complete a
   90
       transaction or report.
       Ability to provide standardized format for data elements (e.g., hair, color,
   91
       race, cities, abbreviations).
       Ability to accelerate routine data entry tasks (i.e., workflow functionality) with
   92
       the following:
   93     Drop-down lists
   94     Auto-fill/auto-search
   95     Keyboard macros
   96 Ability to cut and paste data between fields and across applications.
   97 Ability to automatically calculate the day of week for any entered date.
   98 Ability to use “pick list” for codes and sub-codes by call types.
   99 Ability to convert agency-defined data lists to drop-down menus.
  100 Ability to enter data in a non-case sensitive format.
       Ability to force storage of data in upper case, regardless of the case in which
  101
       it is entered.
       Ability to move forward and backward to complete data fields without having
  102
       to retype the entire field (e.g., insert and delete).
  103 Output
  104 Print screen capability is provided for all screens.
       Ability to print to any printer within the authorized network from any
  105
       application.
  106 Ability to provide standard templates for report output.
  107 Ability to print to pre-defined templates (e.g. police reports).
  108 Ability to print the appropriate logo for an ORI associated with a report.


                                                                                                         Thurston County Regional RMS
Page 7                                                                                              Request for Proposals #2007-RMS/FR
                                             THURSTON COUNTY REGIONAL RMS
                                         GLOBAL SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                                        C N   A        Comments
       Ability for system administrators to change forms without vendor
  109
       intervention.
  110 Ability to preview output prior to printing.
  111 Ability to print in landscape or portrait mode, as appropriate.
  112 Ability to print in large format or custom page sizes.
       Ability to selectively print information (e.g. incident history, premise
  113
       information, search results, etc.).
  114    Print single record
  115    Print group/all records
  116    Print all except specific records
       Output is configured for Thurston County agencies (e.g. as opposed to
  117
       generic output).
  118 System Administration
  119 Major Functions and Features
       Ability to manage configuration files, passwords, and security tables and
  120
       interfaces.
  121 Ability to maintain user profiles by:
  122    User ID
  123    User name
  124    Password
  125    Title/Role (e.g., Chief)
  126    Location
  127    Default printer location/address
  128    Date of last update and User ID that performed the update
  129    Security group
  130 Ability to assign users to multiple security groups
       Ability to configure the number, size, location, orientation, content, and color
  131
       of coding status windows.
       Ability to configure status windows differently for each module within the
  132
       system.
       Ability to configure users' windows depending on the user's job function and
  133
       security level.


                                                                                                         Thurston County Regional RMS
Page 8                                                                                              Request for Proposals #2007-RMS/FR
                                              THURSTON COUNTY REGIONAL RMS
                                          GLOBAL SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                                       C N   A        Comments
       Ability to configure the location of automatically displayed message and
  134
       dialog boxes, including error messages.
       Ability to configure the size, color, and other attributes of automatically
  135
       displayed message and dialog boxes, including error messages.
       Ability to augment vendor-supplied on-line help tables with additional
  136 information (e.g. add notes to a topic that are viewable along with the vendor-
       supplied information).
  137 Code Tables
  138 Ability to define codes for coded fields.
  139 Ability to maintain code tables.
  140 Ability to change code tables „on the fly‟ throughout the entire system.
       Ability to make changes and additions to the code tables without modification
  141
       to or recompilation of the application software.
  142 Ability to modify code tables without advanced database knowledge.
       Ability to designate code table values as obsolete and unavailable for current
  143 use, preventing further entry of that value, yet retain the value in the table for
       inquiries on historical data.
  144 Ability to store the date a code table value becomes obsolete.
       Obsolete code table values are not displayed on drop down lists for data
  145
       entry.
       Ability to enter an effective date for a code value in advance of the date, with
  146 the system recognizing the code as valid only when the effective date is
       equal to or prior to the system date.
       Ability to retain deleted table information with the capability to perform an
  147
       archive and final purge.
  148 Property and Evidence System Administration
       Ability to restrict access to evidence and property information based on
  149
       security.
         Ability to require a security permission to see where property is located (e.g.
  150    if do not have that permission, can see that property exists and information
         about the property, but cannot see where the property is located).



                                                                                                        Thurston County Regional RMS
Page 9                                                                                             Request for Proposals #2007-RMS/FR
                                              THURSTON COUNTY REGIONAL RMS
                                          GLOBAL SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                                       C N   A        Comments
       Ability to restrict update capabilities of evidence and property information
  151
       based on security.
  152 Ability to configure bin capacity and names at the agency level.
       Ability to restrict maintenance of property table codes (provide brands, article
  153
       types) based on security.
  154 Ability to standardize property types via drop down menus.
       Ability to restrict modification of a single element associate with property item
  155
       when entering property information based on security.
  156 Data Entry and Quality Control
  157 Ability to enter "default" values in each of the following fields:
  158    The state field on any form
  159    The city field on any form
  160    The date field on any form (current date)
  161    The time field on any form (current time)
  162    The user ID field on any form (logged on user)
  163    The workstation ID field on any form (workstation initiating)
  164 Ability to prevent user from changing user ID field values.
  165 Ability to define the acceptable values for any field.
       Ability to create or change the way data is entered or displayed on screens
  166
       and reports.
  167 Ability to use logic within entry screens and reports.
  168 Ability to add, change, or modify data elements on any screen.
  169 Ability to define mandatory fields.
       Ability to define mandatory fields based on previously entered data,
  170
       including, but not limited to:
  171    ORI
  172    Crime type
       Ability to prevent appearance on a data entry screen of a field for which a
  173
       value should not be entered.
          Ability for agencies to define fields to show or not show and to have those
  174
          fields show or not show, as appropriate, based on the entered ORI.



                                                                                                        Thurston County Regional RMS
Page 10                                                                                            Request for Proposals #2007-RMS/FR
                                               THURSTON COUNTY REGIONAL RMS
                                           GLOBAL SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                                        C N   A        Comments
       Ability to define default values based on previously entered data, including,
  175
       but not limited to:
  176    ORI
  177    Crime type
  178 Ability to limit available values in subsequent codes table based on ORI.
       Ability to limit available values in subsequent code tables based on an
  179
       entered crime type.
  180 Expunged/Sealed Records
  181 Ability to establish and modify purge criteria.
  182 Ability to attach purge notes to records.
  183 Ability to override preset purge criteria and log reason.
  184 Ability to accommodate the following types of record closings:
  185    Sealed records
  186    Expunged records
  187    Records destroyed by court order
       Ability for authorized users to provide a system utility to selectively edit and
  188
       purge information.
       Ability for authorized users to selectively edit and expunge or seal case
  189
       information and/or arrest records, including but not limited to:
  190    Single record
  191    Group/all records
  192    All except specific records
  193    Specific information from a single record
  194 Ability to electronically redact information as directed by court order.
  195 Ability to electronically redact selected inforamtion in a narrative.
       Ability for expungement utility to automatically remove appropriate entries
  196
       from the MNI.
       Ability to selectively purge records and subject information based on user-
  197
       defined criteria (date, age, etc.).
  198     Ability to delete a case from the system without deleting an entire person.
  199     Ability to seal a case without sealing an entire person.


                                                                                                         Thurston County Regional RMS
Page 11                                                                                             Request for Proposals #2007-RMS/FR
                                               THURSTON COUNTY REGIONAL RMS
                                           GLOBAL SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                                             C N   A        Comments
       Ability to prevent all users without the authority to see a sealed record from
  200
       seeing that the record exists.
       Ability for a user who is authorized to view a sealed record to see that it
  201
       exists in the system (e.g. search for the record).
  202 Ability for an authorized user to view a sealed record.
  203 Unauthorized Access Management
       Ability to log, in a permanent system file, all attempts to access data without
  204
       prior system authorization.
  205     Ability to generate and print reports showing unauthorized access attempts.

          Ability to review all computer activity performed by a specified user during a
  206
          period of time when an unauthorized use of password has occurred.
  207     Audit Logs
          Ability to provide an audit trail for all transactions that update any database in
  208
          the system, including, but not limited to:
            File maintenance transactions (e.g., create, read, add, update, delete
  209
            transactions)
  210       Transaction entries
  211       Incident history
  212       Unit history
  213       Reason for any change or delete
  214       Any report sent to a printer
  215       Override
  216       Unsuccessful sign-on attempts
  217     Ability to store the audit trail data including, but not limited to:
  218       User ID
  219       User name
  220       Terminal ID
  221       Security level
  222       Date and time stamp
  223       Transaction type



                                                                                                              Thurston County Regional RMS
Page 12                                                                                                  Request for Proposals #2007-RMS/FR
                                              THURSTON COUNTY REGIONAL RMS
                                          GLOBAL SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                                          C N   A        Comments
  224    Input, edit, deletion or inquiry
  225    Before and after values of modified data
  226    Type of data accessed during an inquiry
  227    Reason any information was deleted
  228    Reason any information was changed or updated
  229 Ability to track user sign-on/off times for time reporting purposes.
       Ability to provide an audit trail when data are sent/received electronically via
  230
       email. Audit trail data includes, but is not limited to:
  231    Sender user ID
  232    Receiver user ID
  233    Terminal ID
  234    Date and time stamp
  235    Data sent
  236 Ability to view an audit trail at both the system and the individual levels.
  237 Ability to maintain and view an audit log for NCIC transactions.
  238 Ability to view audit trails on-line.
       Ability to pull up a record and easily see (e.g. via a function key) who made
  239
       the last change to the record and when that change was made.
  240 Ability to extract reports from the audit trail.
  241 Ability to secure audit log from user tampering.
       Ability to provide an audit trail and audit capabilities specifically for property
  242
       and evidence.
  243 Ability to archive audit trails based on transaction type and/or date.
  244 Security Controls
  245 System complies with all CJIS security requirements.
  246 Ability to provide security at the following levels:
  247    System
  248    Application
  249    Screen/Transaction
  250    Database
  251    Record
  252    Field


                                                                                                           Thurston County Regional RMS
Page 13                                                                                               Request for Proposals #2007-RMS/FR
                                                THURSTON COUNTY REGIONAL RMS
                                            GLOBAL SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                                          C N   A        Comments
          Ability to use the native capabilities of the database management system to
  253
          provide for "exclusive control" or "lock out" at the following levels:
  254      Field
  255      Record
  256      File/table
  257      Case report
  258     Ability to provide security controls by:
  259      Function
  260      User ID
  261      Terminal ID
          Ability to create a security group defining who has audit trail access
  262
          permissions.
  263     Ability to restrict access based on both user and source device.
  264     Ability to define what information will display on screen by security level.
          Ability to prevent users from creating ad hoc reports on fields to which they
  265
          do not have proper security permissions.
  266     Ability to combine, alter and model security roles for specific groups.
  267     Ability to provide role-based security facilities for authorization functions.
          Ability to tie security to personnel module for automated security provisioning
  268
          driven by work assignment.
  269     Ability to list who has access to what modules, functions, and databases.
          Ability to restrict user access or group access to files and data fields for
  270
          specified transactions:
  271      Inquiry
  272      Add/create
  273      Modify
  274      Delete
  275      Print
  276     Ability to separately secure add, modify, delete, and inquiry functions.



                                                                                                           Thurston County Regional RMS
Page 14                                                                                               Request for Proposals #2007-RMS/FR
                                               THURSTON COUNTY REGIONAL RMS
                                           GLOBAL SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                                         C N   A        Comments
       Ability to permit multi-agency security for key records so that employees
  277 from one agency may be restricted from viewing and/or modifying the
       records of any other agency using the system.
       Ability to prevent any external agency from having access to update, alter or
  278
       delete data.
       Ability to prevent the display of sensitive information, as defined by the
  279
       agency (e.g.intelligence-related information).
       Ability to highlight, flag or otherwise alert users with the appropriate security
  280
       access that a record or data element is confidential.
          Ability to display message of "record not on file" or "record contents locked
  281     for security reasons - contact <name> for more information" to users without
          appropriate security access when searching for a confidential item.
  282     Ability to globally restrict access to operating system
  283     Logons and Logoffs
          Users must sign on to the system prior to operating any functions of the
  284
          system.
  285     Ability to sign onto RMS, CAD and JMS via one logon.
          Ability to automatically sign-off a user after a user-defined predetermined
  286
          period of inactivity, based on user type and location.
  287     Ability to disable automatic log-off for secured workstations.
          Ability to provide system-generated warning message prior to disabling
  288
          device or user, and extend or reset automatic sign-off timer.
          Ability to provide a system-generated message to system administrator or
  289     supervisor when a pre-set number of unsuccessful sign-on attempts have
          occurred. The message must include, at a minimum:
  290       Workstation ID
  291       Date and time
  292       User ID and password attempted
          Ability to save user's data or session prior to automatically logging off the
  293
          user.
  294     Ability for supervisors to "sign-off" remote workstations and MDCs


                                                                                                          Thurston County Regional RMS
Page 15                                                                                              Request for Proposals #2007-RMS/FR
                                               THURSTON COUNTY REGIONAL RMS
                                           GLOBAL SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                                        C N   A        Comments
  295 Ability to display date and time of last session when user signs on.
  296 IDs and Passwords
          A unique login and password must be available for all users of the system,
  297
          and must define that user's access and capability within the system.
  298     Ability for passwords to contain alpha, numeric and special characters.
  299     Ability to support a single user logon ID and password across all systems.
          Ability to support mandatory changing of user passwords at agency-defined
  300
          intervals.
          Ability for agency to define and change the time interval of when it is
  301
          necessary to change passwords.
  302     Ability to require the user to change individual password at initial sign-on.
  303     Ability for individual system users to change their own passwords.
  304     Ability to prevent passwords from being displayed during input.
  305     Ability for system administrator to add and delete users and passwords.
  306     Ability to prevent reuse of previous user-defined number of passwords.
          Ability to mask passwords when typed and encrypt passwords when stored
  307
          and sent (i.e., no clear text passwords).
  308     Ability to prevent display, viewing and printing of passwords.
          Ability for agency to define which user-groups can reset passwords (or
  309
          create a security group that can reset passwords).
  310     Ability for agency to define password and userid creation criteria.




                                                                                                         Thurston County Regional RMS
Page 16                                                                                             Request for Proposals #2007-RMS/FR
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
                               Document Table of Contents
Item #                                      Category
      1   General RMS Requirements
     40   Regional RMS Requirements
     45   Master Index Capabilities
    399   Calls for Service
    434   Case Reporting
    519   Case Management
    611   Sex Offender/Career Criminal Tracking
    624   Intelligence
    694   Property and Evidence
    967   Wants and Warrants
   1064   Restraints and Orders of Protection
   1106   Arrest and Booking
   1199   Montages
   1235   Juveniles
   1299   Citations
   1433   Traffic
   1580   Field Contacts
   1596   Pawns
   1624   Permits and Licensing
   1683   Personnel
   1810   Officer Activity Log
   1838   Supplies and Equipment Inventory
   1961   Training
   2070   Crime Analysis
   2188   Ad Hoc Reporting and Queries


Item #    Requirement                                                    C N   A   Comments
   1      General RMS Requirements
   2      General RMS Functions and Features
   3      Ability to access RMS from any computer on the system.


                                                                                         Thurston County Regional RMS
                                                               Page 17                            Request for Proposals
                                      THURSTON COUNTY REGIONAL RMS
                            RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                           C N   A   Comments
       Ability to run two sessions of the RMS on the same computer at
   4   the same time (e.g. to use one session for data entry and the
       other for research).
       Ability to access any photo in the system from any computer on
   5
       the system.
       Data should be entered one time into system (i.e. there is no
   6
       duplicate data entry).
   7   Ability to reuse previously stored information.
       Ability to generate inquiries from any module within the application
   8
       to the following external agencies:
         Washington State Patrol (to ACCESS/WACIC/NCIC, SECTOR
   9
         AFIS)
         Washington Association of Sheriffs and Police Chiefs (JBRS
   10
         and VINE)
   11    Thurston County Sheriff's Office (DSSI Jail System)
   12    LInX
   13    Office of the Administrator of the Courts
       Ability to import data returned from queries to internal and external
   14
       sources (to eliminate redundant data entry).
       Ability to electronically forward RMS data to external data sources
   15
       either automatically or upon the user's request.
   16  Ability to enter and query narrative text.
       RMS embeds spell check and formatting capability on
   17
       narrative/text fields.
   18  Ability to provide data validation upon entry.
       Ability for agency to define key words for addresses that are
   19
       exempt from name and address verification processes.
       System must conform with Department of Justice's Global JXDM
   20
       platform.
   21  UCR/NIBRS/CLEARY Requirements
       Ability to meet and adhere to Washington State UCR reporting
   22
       standards.


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                                                               Page 18                                Request for Proposals
                                      THURSTON COUNTY REGIONAL RMS
                            RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                           C N   A   Comments
       Ability to meet and adhere to Washington State NIBRS reporting
   23
       standards.
   24  Ability to meet and adhere to CLEARY reporting standards
       Ability to create "sub-crime" codes to capture crimes that do not
   25  meet UCR reporting requirements but are considered crimes
       under the Revised Code of Washington.
       Ability to indicate crimes that do not meet federal UCR reporting
   26
       standards.
       Ability to create crime reports that include RCW crimes not
   27
       meeting federal UCR reporting standards.
       Ability to provide an error-checking utility showing report number
   28
       and inconsistencies.
       Ability for case reports to have an error checking process for
   29  UCR/IBR compliancy prior to the case being submitted by the
       officer from both Records and Mobile case entry modules.
       Ability for case reports meeting CLEARY reporting requirements
   30  to have an error checking process for CLEARY compliance prior
       to the case being submitted by the officer.
       Ability to coordinate local crime classification or statute number to
   31
       the official UCR and NIBRS classification.
       Ability for system to automatically generate reports that meet UCR
   32
       reporting requirements.
       Ability for system to automatically generate reports that meet
   33
       NIBRS requirements.
       Ability to track the location of criminal activity subjected to
   34  CLEARY reporting requirements (e.g. on-campus, residential
       facilities, non-campus, public property).
       Ability to easily "turn off" CLEARY fields if an agency is not
   35
       collecting CLEARY data.
       Ability to easily "turn off" NIBRS fields if an agency is not
   36
       collecting NIBRS data.




                                                                                             Thurston County Regional RMS
                                                               Page 19                                Request for Proposals
                                      THURSTON COUNTY REGIONAL RMS
                            RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                          C N   A   Comments
       Ability to automatically report hate crime data to the state for all
   37
       relevant UCR/NIBRS codes.
   38  Ability to submit UCR/NIBRS data to the State electronically.
       UCR/NIBRS updates, as required by the state and DOJ, are
   39
       provided at no additional charge.
   40  Regional RMS Requirements
       Ability to create and maintain unique agency-defined local
   41
       identification numbers.
   42  Ability to support system configurability at the agency level.
       Ability for one agency to access reports written by any other
   43
       agency on the system.
   44  Ability to access photos from Thurston County DSSI JMS.
   45  Master Index Capabilities
   46  General Functions and Features
   47  Ability to maintain the following master indices:
   48    Name
   49    Location
   50    Property
   51    Vehicle
   52    Organization
       Ability to associate information across the Master Name, Location,
   53
       Vehicle, and Organization indices.
       Ability to cross reference master index files to all other records
   54
       associated with an individual.
       Vendor must provide all code table values that reflect most recent
   55
       NCIC version.
       Ability to search for and retrieve a master index file based on any
   56
       user-defined criteria.
       Ability to automatically update master indices upon entry of report
   57
       information.




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                                                              Page 20                                Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                         C N   A   Comments
       Prior to accepting an entry, the RMS provides the user the option
   58  of determining whether there is a match in the master index based
       on existing data.
       Ability to search for and retrieve a master index file based on any
   59
       user-defined criteria.
       Ability to search all master indices by any field in the incident
   60
       record using relational criteria and logical operators.
       Ability to narrow search results (e.g., secondary search) with
   61
       additional information (e.g., add name, SSN, DOB).
   62  Ability to query records using partial information.
       Ability to query on a name and receive a synopsis of all the
   63
       involvements associated with that one person.

       Ability to display index of involvements associated with individual
 64
       name inquiry and automatically retrieve records from that screen.

 65    Ability to open multiple files/records in a single transaction.
 66    Ability to select and view detailed online record from index listing.
       Ability to run a global search based on a record source (e.g.,
 67
       incidents, FIs).
       Ability to support an update process to the master indices that
 68
       prevents manipulation to original data.
       Ability to capture the following for all updates to the master
 69
       indices:
 70      Time and date stamp
 71      User ID
 72      Jurisdiction
 73    Ability to attach documents to any master index record.
 74    Flags/Cautions/Officer Safety
       Ability to create special flags and track by a minimum of, but not
 75
       limited to:
 76      Flag creator


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                                                                   Page 21                          Request for Proposals
                                         THURSTON COUNTY REGIONAL RMS
                               RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                               C N   A   Comments
   77    Flag type
   78  Flag location (for trespass)
   79  Flag start date
   80    Flag expiration date
   81    Comments/free form
       Ability for agency to create and define an unlimited number of flag
   82  types along with associated business rules (e.g. length of time
       before expiration by type of flag).
        Ability for any authorized user to create a "flag" or indicate agency-
  83    defined information associated with a subject record (e.g., arson
        registrant, physical handicap, violent offender, etc.).

        Ability to give a flag creator notification prior (user-defined time
  84
        period) to the flag expiration date that the flag will soon expire.
        Ability for any authorized user to sort and prioritize a "flag"
  85    associated with a subject record (e.g., arson registrant, physical
        handicap, violent offender, etc.).
        Any "hit" on a record marked as potentially hazardous vehicle,
  86    person, organization or location will produce a visible (e.g. record
        is in red) or audible (e.g. special beep tone) alarm.
        A user receiving an alarm regarding a potentially hazardous
  87
        vehicle can "drill" down to find the details of that hazard.
        Ability to flag any master vehicle record as containing a vehicle
  88    that may be hazardous for first responder personnel (e.g. has
        been identified as a vehicle involved in a crime).
        A user receiving an alarm regarding a potentially hazardous
  89
        subject can "drill" down to find the details of that hazard.
  90    Ability to generate reports on flagged items by flag type for:
  91      Persons
  92      Locations
  93      Vehicles



                                                                                                 Thurston County Regional RMS
                                                                     Page 22                              Request for Proposals
                                      THURSTON COUNTY REGIONAL RMS
                            RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                            C N   A   Comments

       All master records (name, vehicle, organization, location, and gun)
 94
       provide a field of unlimited text length to enter comments
       specifying the nature of any hazards associated with that record.
 95    Master Name Index
       Information contained in the MNI is linked to all other modules with
 96    person information to eliminate the potential for duplicate entry of
       record information.
       The RMS should possess a Master Name Index (MNI) that
 97    incorporates subject records from all RMS modules and sources,
       including, but not limited to:
  98     Arrest report
  99     Booking
 100     Citations
 101     Collision reports
 102     Field contact
 103     Case report
 104     Ride-along forms
 105     Warrants
 106     Pawns
 107     Permits
 108     Civil orders
       Individual master name records are linked to every event in which
 109
       the individual was involved.
       Individuals associated with reports (i.e. as a suspect, victim,
 110
       witness, complainant, owner, etc.) are stored in the MNI.
       Ability to link additional names to an individual master name
 111
       record, including, but not limited to:
 112     Alias information
 113     Relationship data
       Ability for any associations to be cross-referenced and all MNIs to
 114
       be updated (e.g., juvenile and parent).


                                                                                              Thurston County Regional RMS
                                                                Page 23                                Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                           C N   A   Comments
       An inquiry on an alias leads to the person's real name in the
  115
       master name index.
       An inquiry on a nickname leads to the person's real name in the
  116
       master name index.
       Ability to query on a name and view all related records, as well as
  117
       those associated with that individual.
  118 Ability to link an existing MNI record to a new entry.
  119 The MNI should capture and maintain information on:
  120    Age
  121    AFIS ID
  122    Alias names/monikers
  123    Alien registration number
  124    As of date
  125    Available mug shot(s) and photographs
  126    Birth city and state
  127    Citizenship
  128    Date and time stamp
  129    Date of birth
  130    Department of Correction (DOC) number
  131    Driver's License number and state
  132    Employer information
  133    FBI number
  134    Flags/caution/codes/officer safety notes
  135    Gang affiliation data, including, but not limited to:
  136      Name of gang
  137      Street/prison
  138      Membership status (active, associate, former)
  139      Length of time in the gang
  140      Gang moniker
  141      Any other required categories
  142    Home address, including unit/apt #, zip code, etc)
  143    Identity theft victim



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                                                                 Page 24                              Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                               C N   A   Comments
  144   Juvenile flag
  145   Known associate/family information
  146    Relationship
  147    Name
  148    Address
  149    Telephone
  150   Last modified date
  151   Last modifying jurisdiction
  152   Last modifying user
  153   Marital status
  154   Military ID number
  155   Modus operandi
  156   NCIC fingerprint classification
  157   Occupation
  158   Physical descriptors
  159    Sex
  160    Race
  161    Ethnicity
  162    Height
  163    Weight
  164    Build
  165    Hair color
  166    Eye color
  167    Facial hair
  168    Scars/marks/tattoos
  169    Hand preference
  170    Any other required NCIC categories
  171   Probation/parole status
  172   Probation/parole/CCO name
  173   Probation/parole/CCO phone number
  174   Record type (officer, adult, juvenile, etc.)
  175   Repeat offender level


                                                                                  Thurston County Regional RMS
                                                       Page 25                             Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                           C N   A   Comments
  176     School
  177     School address
  178     Sex offender flag
  179     State-specific SID
  180     Social security number
  181     Telephone numbers (home, work, cell)
  182     Work address
       Ability to track agency-defined changes for an individual over time
  183 for those pieces of information which are subject to change,
       including but not limited to:
  184     Physical Description
  185      Sex
  186      Height
  187      Weight
  188      Race
  189      Eye color
  190      Hair color
  191      Scars/marks/tattoos
  192      Facial hair color
  193      Agency-defined categories
  194     Address
  195     Phone Number
  196     Driver's license number
  197     Name changes
       Ability to track number of cases field interviews, etc., that are
  198
       linked to a name.
  199 Ability to support a free-form text field of unlimited length.
  200 Ability to support the following name handling:
  201     Hyphens
  202     Single-word names
  203     Apostrophes
  204     Suffixes



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                                                                Page 26                               Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                            C N   A   Comments
  205    Numbers
  206    Multiple word first names
  207    Multiple word last names
       Ability to capture and maintain NCIC-compliant information on
  208
       scars, marks and tattoos, including:
  209    Type
  210    Location
  211    Description
       Ability to update MNI information (e.g. as information, such as
  212
       addresses, changes).
       Ability to maintain and view old information that has been updated
  213
       with newer information.
 214
        Ability to unlink a record from one MNI and link it to another MNI.
 215    Ability to correct incorrect MNI linkages.
 216    Ability to merge two or more MNI records into one record.
        Ability to auto-populate RMS screen with thumbnail photo of
 217
        individual.
        Ability to remove or override incorrect photo and substitute with
 218
        correct one.
        Ability to store multiple photos for an individual and link them to
 219
        the master name record.
 220    Ability to support an unlimited number of:
 221      Aliases
 222      Nicknames/monikers
 223      DOBs
 224      SSNs
 225      Driver's license numbers
 226      Associates through the MNI
 227      Addresses
 228      Telephone numbers
 229      E-mail addresses



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                                                                  Page 27                              Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                               C N   A   Comments
  230   Scars, marks and tattoos
  231   State ID numbers
       For fields with multiple values, ability for user to mark correct
  232
       value versus alias value.
  233 Ability to make ACCESS inquiries from any master index file.
        Ability to present the user with a list of possible matches to a
        newly entered name so that the user can decide whether the
 234
        information should be linked to an existing master name record or
        whether a new master name entry should be added.
 235    Ability to search the name file by a variety of criteria including:
 236      Sound-alike searching
 237      Phonetic replacement
 238      Diminutive names
 239      Static demographic information (age, sex, race)
 240    Alias Requirements
 241    Ability to support an unlimited number of monikers.
 242    Ability to support an unlimited number of aliases.
        Ability for an alias query to lead to the person's real name in the
 243
        master name index.
        Ability for a moniker query to lead to the person's real name in the
 244
        master name index.
        Ability to combine records of an individual if they have been
 245    entered under different names and track those names as aliases
        of the individual.
        Ability to display and differentiate first known name from all aliases
 246
        associated with an individual.
        Ability to attach additional/multiple identifiers (DOB, SSN, DL, user
 247
        defined, etc.) to the same name/aliases.
        Ability to provide a history of all past personal identifiers
 248
        associated with a name record, including but not limited to:
 249      Addresses


                                                                                                 Thurston County Regional RMS
                                                                   Page 28                                Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                           C N   A   Comments
  250   Name changes
  251   Aliases
  252   SSN
  253   DOB
  254   Affiliations
  255 Duplicate Records and Name Verification
       Ability to validate name at time of data entry via a name search by
 256
       exact spelling, diminutives, and Soundex search capability.
       During name verification, ability to add a name to the master
 257
       name index.
       During name verification, ability to select a name and pre-populate
 258
       fields on the screen.
       Ability to conduct a Soundex name search on full or partial name,
 259
       aliases and monikers.
 260   Ability to verify names based on the following, but not limited to:
 261    Current address
 262    DOB
 263    Driver's license number
 264    Eye color
 265    Full name
 266    Hair color
 267    Height
 268    Race
 269    Sex
 270    SSN
 271    Weight
 272   Ability to edit names and track all edits.
       During name verification process, ability to display exact names,
 273
       as well as close or near matches.
 274   Ability to identify duplicate entries via a canned report.


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                                                                  Page 29                             Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                              C N   A   Comments
  275 Ability to identify duplicate entries via an ad hoc query.
       Ability to designate a range of records to print when printing a
  276 duplicate entry report (e.g. by letter, page, or name spelling
       range).
       Ability to provide a utility that combines records of an individual if
  277 they have been entered under different names and to track those
       names as aliases of the individual.
       Ability to provide a utility that combines records of individuals on a
  278
       batch basis based on user-defined criteria.
       System provides a confirmation question prior to carrying out
       request to consolidate records (e.g. will not consolidate unless
  279
       user replies "yes" to "Are you sure you want to consolidate
       records?").
       Ability to separate distinct records previously entered under same
  280
       MNI.
  281 Ability to cross-reference names and phone numbers.
  282 Master Vehicle Index (MVI)
       Ability to create and maintain master vehicle records for every
  283
       vehicle associated with an event in the RMS.
        Ability for database to accommodate all types of vehicles, which
 284    shall be specified by vehicle type. This includes cars, trucks,
        motorcycles, boats, recreational vehicles, airplanes, tractors, etc.
        Information contained in the vehicle database must be linked to all
 285    other applicable modules to eliminate duplicate entry of
        information.
        Vehicles linked to an event in the RMS are automatically added to
 286
        the vehicle record in the MVI.
        Upon entry, a vehicle owner's name and identifying information
 287
        must be included in the master name index.
        The system must link all entered vehicles to a registered owner
 288
        and any associated persons and applicable incidents.


                                                                                                Thurston County Regional RMS
                                                                   Page 30                               Request for Proposals
                                      THURSTON COUNTY REGIONAL RMS
                            RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                          C N   A   Comments
       Ability to support all associated NCIC fields associated with boats,
  289 snowmobiles, vehicles and aircraft, including a minimum of, but
       not limited to:
  290   Associated case number(s)
  291   Characteristics
  292   Color(s)
  293   Damage
  294   Disposition of vehicle
  295   License plate number, type, and state
  296   Make
  297   Model
  298   Body style
  299   NCIC number
  300   Person(s) involved and role
  301   Recovered
  302   Registered owner name, address, and telephone number.
  303   Responsible agency and officer
  304   Stolen
  305   Storage location
  306   UCR/NIBRS status
  307   Towing company, address, phone
  308     Towed to
  309     Towed by
  310     Date towed
  311     Reason towed
  312     Released by
  313     Released to
  314     Release date
  315   WACIC number
  316   Value of damage
  317   Vehicle Identification Number
  318   Year


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                                                              Page 31                                Request for Proposals
                                      THURSTON COUNTY REGIONAL RMS
                            RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                          C N   A   Comments
  319 Ability to associate multiple owners with a vehicle.
       Ability to support a multiple number of values for agency-specified
  320
       fields.
  321 Ability to search on the following:
  322    Vehicle Identification Number
  323    License plate number
  324    License plate state
  325    License plate year
  326    Registered owner
         Vehicle descriptors (i.e. make, model, year, color, style and
  327
         attributes)
       Searches on vehicles should return a list of all events in which the
  328
       vehicle was involved.
       Ability to display a list of related records by simply accessing the
  329 vehicle record. From that list the user must be able to display all
       details of the records in the list.
  330 Ability to maintain the status history of any entered vehicle.
       Ability to produce a list of stolen vehicles showing the year, make,
 331   color, stolen date, description, license plate, state, last seen
       location, offender description, contact, and contact phone number.
       Ability to track vehicle release status by code/type (agency-
 332
       defined).
 333   Ability to track impounded vehicles.
 334   Master Property Index (MPI)
       Information contained in the property database must be linked to
 335   all other applicable modules to eliminate duplicate entry of
       information.
       MPI records are catalogued by unique property characteristics
 336
       including, but not limited to:
 337     Make
 338     Model


                                                                                            Thurston County Regional RMS
                                                                 Page 32                             Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                            C N   A   Comments
  339   Brand
  340   Description
  341   Distinguishing characteristics
  342   Serial number
  343   NCIC Property Type
  344 Code tables reflect most recent NCIC property code values
       Any property records entered throughout the RMS must
  345 automatically cross-reference the MPI to find potential matches
       based on unique property matches.
  346 Master Location Index (MLI)
  347 Ability to create and maintain a master location index record.
 348   Ability to support a multiple number of values for specified fields.

       Ability to group RMS records based on a specific address, a range
 349
       of addresses, an area and/or locations based on X/Y coordinates.
       Ability to support multiple levels of geoverification of addresses
 350
       (e.g., point layer, street network, etc.)
       Ability to store or have access to additional premise information
 351
       (e.g., occupancy, elevation, premise type, etc.).
       The RMS should possess a Master Location Index (MLI) that
 352   incorporates premise records from various sources, including, but
       not limited to, the following information:
 353     A/B addresses (e.g., 305-A Dogwood Lane)
 354     Apartment building name or number
 355     Apartment number (e.g., ½, #5, 2D, D2)
 356     Block number or address range
 357     Census tract
 358     City
 359     Common place name
 360     County
 361     Directional suffix


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                                                                  Page 33                              Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                        C N   A   Comments
  362   District
  363   Exact address (including ½ addresses)
  364   Hundred blocks
  365   Intersections
  366   Jurisdiction
  367   Latitude/longitude
  368   Limited access roadways and highways
  369   Mile posts
  370   On ramps, off ramps, exit numbers
  371   Partially spelled or misspelled street names
  372   Prefix directional (N, E, S, W, NE, NW, SE, SW)
  373   Pretype
  374   Reporting area
  375   State plane coordinates
  376   Street abbreviation
  377   Street alias
  378   Street name
  379   Street type
        Sub address (e.g., unit number, building floor, apartment
  380
        number, building complex number/letter)
  381   Suffix directional (N, E, S, W, NE, NW, SE, SW)
  382   Train mile post locations
  383   Train track owners
  384   Zip code
  385   Zones
  386 Ability to allow for multiple common names per address.
  387 Master Organization Index (MOI)
        Ability for database to accommodate all types of organizations,
 388    which shall be specified by organization type. This includes
        gangs, businesses, schools, and shopping centers.
 389    The MOI should capture and maintain information on:


                                                                                          Thurston County Regional RMS
                                                                Page 34                            Request for Proposals
                                     THURSTON COUNTY REGIONAL RMS
                           RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                       C N   A   Comments
  390    Organization name
  391    Organization type
  392    Organization location
  393    Aliases (i.e. doing business as)
  394    Associated individuals
       Ability to track changes to organization names, locations, or
  395
       aliases.
       Information contained in the organization database must be linked
  396 to all other applicable modules to eliminate duplicate entry of
       information.
       Organizations linked to an event in the RMS are automatically
  397
       added to the organization record in the MOI.
       Upon entry, persons associated with an organization must be
  398 included in the master name index along with any identifying
       information.
  399 Calls for Service
       Call for Service data transferred from CAD will automatically
  400
       populate:
  401    Initial call time
  402    Units dispatched
  403    Call disposition
  404    Incident number
  405    Case number
  406    All CAD time stamps
  407    Initial incident type
  408    Final incident type
  409    Incident and unit logs
       Incident numbers are linked to all reports generated as a
  410
       consequence of the incident.
  411 Ability to generate the following reports:
         Daily log showing all calls received for a user-defined time
  412
         period


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                                                            Page 35                               Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                             C N   A   Comments
        Activity analysis by user-defined geographical area and time
  413
        period
  414   Activity analysis within a user-defined radius
 415
        Activity analysis by call source (e.g. on-view versus 911 call)
        CFS summary by user-defined geographical area and time
 416
        period
 417    Activity analysis by officer
 418    Activity analysis by jurisdiction
 419    Activity analysis by day of week
 420    Activity analysis by hour of day
 421    Activity analysis by day and hour
 422    Response time analysis by any combination of:
 423      User-defined geographical area
 424      Incident priority
 425      Time period
          User-defined time stamp (e.g. user can define which time
 426
          stamps are used for the response time analysis)
 427      Call type
 428    Time consumed by call type and by hour of day
 429    Workload activity by resource assigned
 430    Workload activity by group assigned
 431    Time consumed by day of week and hour of day
        Time consumed by user-defined geographical area and time
 432
        period
 433    Calls that should result in the creation of an case report
 434   Case Reporting
 435   General Functions and Features
       Ability to collect information from either direct entry to the RMS or
 436
       through reports entered in an Automated Field Reporting System.




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                                                                  Page 36                               Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                               C N   A   Comments
       Ability to capture all information required for UCR/NIBRS
  437
       reporting.
 438
        Ability to capture residency information regarding involved parties.
        Ability to create a field to track special events (code tables defined
 439
        by each agency).
        Ability to supplement case report data from either direct entry in
 440    the RMS or through fields entered through an Automated Field
        Reporting System.
        Ability to capture and maintain all information required for NIBRS
 441    and UCR, in addition to the following crime and case report
        information:
 442      Special event code
 443      Residency (transient, part-time, full-time, visitor)
 444      Can person ID suspect (Y or N)
 445      NCIC Property Type
        Ability to capture, for DUI incidents, all information required to
 446
        populate all forms in the WSP DUI Packet.

 447    Ability to fax, from within the system, all DUI forms to the
        Washington Department of Licensing (e.g. fax whole DUI packet).
        Ability to track when DUI packet was sent to Washington
 448
        Department of Licensing.
        Data entered into the case report must automatically populate the
 449
        relevant master index file.
        Ability to enter, as part of the case report, a narrative of unlimited
 450
        length.
 451    Ability to track and display case classification changes.
 452    Ability to view individual case reports (including narrative) on-line.
 453    Ability to print individual case report detail.
 454    Ability to selectively print case report information.



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                                                                    Page 37                               Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                             C N   A   Comments
       Ability to retrieve records by single or combined criteria (e.g., beat,
  455 incident number, crime classification, time of day, prior arrests,
       etc.).
       Ability to print case reports with pre-defined fields redacted for
  456
       public release.
       Ability to link all forms related to an case (e.g. citations, crash
  457
       diagrams, etc.).
 458    Ability to link all associated reports with a common report number.

        Ability to attach any type of document, including digital recordings,
 459
        photos, and scanned documents to any case report.
        Ability to attach query returns (e.g. ACCESS or DOL) to any
 460
        incident report.
 461    Ability to search narratives for a specific word or phrase.
 462    Ability to generate a list of reports to be shared with the media.
 463    CAD Integration
        Ability to automatically transfer CAD incident data from the CARS
 464
        database to the RMS.
 465    An case report is required for every case number.
        Ability for users to easily retrieve CAD incident data to auto
 466
        populate the appropriate fields in the RMS.

        CAD fields transferred to the RMS are not truncated (e.g. entire
 467
        fields, including the narrative are transferred to the RMS).

 468    Data Entry
        Ability to provide rudimentary word processing capabilities to
 469
        support the entry of narratives.
        Ability to support cut and paste functionality from MS Word into
 470
        the case report narrative.



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                                                                   Page 38                              Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                         C N   A   Comments
       Ability to create a dictionary of standard language templates for
       reports that officers input frequently (e.g. standard language for
  471
       domestic violence situations). Officers should be able to use short
       cuts to access the templates.
 472   Ability to identify to user mandatory fields based on crime type.
       Ability to prompt user to complete any mandatory fields not
 473
       completed.
 474   Ability to perform validation and correction during data entry.
 475   Ability to geoverify location of all addresses in a case report.
 476   Ability to validate all names in a case report.
       Ability to display the details of a potential duplicate name entry
 477
       without interrupting the incident report entry process.
 478   Ability to enter an address that is not in the geofile.
       Ability to accept as correct an address or location that matches a
 479
       unique location record in the geofile.
       Ability to present up to ten (10) of the closest possibilities if an
 480
       address does not match a unique geofile location record.
       Ability to log each occurrence of an address override and provide
 481   a means of reporting such occurrences to the system
       administrator or authorized user.
       Ability to display the following geoverification options including, but
 482
       not limited to:
 483     Address
 484     Grids or Sections
 485     Unit Assignment File
 486     Jurisdiction
 487     Commonplace Name
 488     Agency-defined
 489   Ability to enter an unlimited number of:
 490     Persons
 491     Property



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                                                                   Page 39                          Request for Proposals
                                         THURSTON COUNTY REGIONAL RMS
                               RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                             C N   A   Comments
  492    Vehicles
  493 Report Approval
  494 Ability to prevent submission of any report with:
  495    Incomplete mandatory fields
  496    Invalidated name and address data
  497    Other user-defined criteria (unlimited)
       Ability for supervisors to flag a report with questionable
  498
       information and describe the issue to be reviewed.
       Ability to automatically notify individual of errors/corrections to a
  499
       report after supervisor review.
       Ability to track status of errors/corrections notifications by the
  500
       following:
  501    Author
  502    Case number
  503    Reviewer/supervisor
  504    Date
       Ability to display an electronic chronology of reports as it goes
  505
       through phases and approval levels.
  506 Ability to track in progress reports.
 507    Ability for supervisors to review and/or approve reports on-line.
 508    Ability to identify incomplete or missing assigned reports.
        Ability for system to automatically notify an individual of
 509    outstanding reports based on agency-defined time parameters
        and report type.
        Ability for system to track or print a list of open or unapproved
 510
        reports (tickler for follow-up) by the following:
 511       Status
 512       Officer(s)
 513       Date range
        Ability to track or print a list of open, unapproved case reports
 514
        (tickler for follow-up).


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                                                                    Page 40                             Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                               C N   A   Comments
       Ability to lock report from further edits at a point determined by
  515
       each agency.
       Ability for Records staff to complete an accuracy review for
  516 reporting requirement compliance prior to adding report to the
       RMS database.
       Ability for Records staff to send reports back to supervisors if
  517
       reports do not comply to reporting requirements.
       Ability to limit who has permission to change information in
  518
       reports.
  519 Case Management
  520 General Functions and Features
       Ability for information contained in the case management module
  521 to be linked to all other applicable modules to eliminate the
       potential for duplicate data entry.
  522 Ability to manage, track, and monitor cases.
 523    Ability to establish work flow based on incident type or case type.
        Ability to build case assignment groups (e.g. all investigators or all
 524
        patrol in a given area, etc.).
        Ability to calculate case solvability based on agency-defined
 525    criteria, including, but not limited to a set of values specified by
        IBR.
 526    Case Assignment
        Ability to capture, maintain and track agency-defined case
 527    management information, including, but not limited to the following
        information:
 528      Case status within agency (agency-defined)
 529      Assigned to
 530      Assigned date
 531      Review date
 532      Solvability factors




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                                                                   Page 41                                Request for Proposals
                                         THURSTON COUNTY REGIONAL RMS
                               RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                                 C N   A   Comments
       Ability to assign cases to any authorized user, including both
  533
       officers (patrol) and investigators.
 534    Ability to track cases assigned to both officers and investigators.
 535    Ability to maintain an audit trail of case assignments.
 536    Ability for any supervisor to have case management privileges.
 537    Ability to any supervisor to assign any case.
        Ability to automatically route, based on agency-defined criteria
        (e.g. crime classification) reports to the appropriate investigator
 538
        supervisor and have those reports appear on the supervisor's task
        management screen as unassigned cases.
        Ability for active or reactivated cases to remain as unassigned
 539
        cases on the supervisor's task management screen.
        Ability for supervisors to electronically assign cases to
 540
        investigators or officers in their unit.
        Ability to provide electronic notification to an investigator or officer
 541
        upon a case being assigned to that investigator or officer.
        Ability for supervisors to electronically reassign cases to different
 542
        individuals.
 543    Ability to reassign a case to a different individual.
        Ability to transfer cases between supervisors and then reassign
 544    cases to a different individual under the supervisor to whom the
        case was transferred.
 545    Ability to notify individuals of changes in case assignments.
        Ability to receive a case from the prosecutor's office, assign a
 546    case number to that case, and then assign the case to an
        investigator or officer.
 547    Case Monitoring




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                                                                      Page 42                               Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                         C N   A   Comments
       Ability for individuals to access a case management screen to
  548
       track, manage and monitor their own cases.
  549 Ability to query by case assignment group.
       Ability to see online a summary of all cases sorted by user-defined
  550
       criteria, including, but not limited to:
  551    Case number
  552    Case type
  553    Assigned to
  554    Assigned date
  555    Review date
  556    Supervisor
         Case status (e.g. filed, active, exceptional, closed, inactive,
  557
         unfounded, etc.)
 558   Ability to hyperlink to case report from case management screen.
 559   Ability to periodically alert supervisor of unassigned cases.
 560   Ability to set agency defined review dates for cases.
       Ability to notify the individual to whom a case is assigned of an
 561
       upcoming review date prior to an agency-defined review date.
       Ability to generate a report of assigned and/ or active cases by
       individual and by agency-defined status (e.g. filed, active,
 562
       exceptional, closed, inactive, unfounded, etc.) including, but not
       limited to, the following information:
 563     Assigned and/or active
 564     Case number, assigned date
 565     Status
 566     Blank comment field
 567     Case disposition
 568     Case type (e.g. narcotics, burglary, auto theft, etc.),
 569   Ability to generate a report of case workload by individual.
 570   Ability for a supervisor to view:



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                                                                  Page 43                           Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                               C N   A   Comments
  571    Existing assignments
  572    Shift resources
  573 Case Investigation
       Ability to temporarily restrict access to specific cases to
  574
       investigative team (e.g. active drug investigation).
        Ability to lock open cases (pending supervisor approval) so that
575
        only certain approved people can view information in the case.
        Ability to assign case activities to personnel other than the
 576    assigned investigator (e.g. follow-up interviews, evidence
        processing, etc.) and track those case activities.
        Ability to track multiple offenders within a case, including, but not
 577
        limited to the following information:
          Case status within prosecution (e.g. filed, received, declined,
 578
          declined reason)
 579      Court disposition
          Multiple unlimited length text fields to capture status notes
 580
          (entries stamped with date, time and operator ID)
 581    Ability to generate caseload statistics by user-defined date ranges.
 582    Ability to relate and/or link cases.
        Ability to notify an individual if a new case is started on a subject,
 583    vehicle, or location involved in an existing case assigned to that
        individual.
        Ability to set and remove a flag to denote that a person, property
 584
        or vehicle is being investigated.
        Ability to display an alert indicating that a queried item has been
 585
        "tagged" for investigative purposes.
        Ability to record an action to be taken when someone makes
 586
        contact with a person under investigation.
        Ability to set a time or condition parameter (e.g., case disposed) to
 587
        remove an investigation flag.


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                                                                     Page 44                              Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                           C N   A   Comments
       Ability to notify investigator, by e-mail and/or pager, when a
  588 flagged person, property or vehicle is contacted, to include
       address and location.
       Ability to electronically notify assigned investigator whenever there
       is an activity associated with an active case (e.g. property
  589
       impounded, field interviews, fingerprints, lab results returned,
       etc.).
       Ability to automatically notify any user of case disposition (e.g.
  590
       investigator, evidence, etc.).
  591 Ability to document case activity, including, but not limited to:
  592    Collecting evidence
  593    Developing leads
  594    Conducting interviews and interrogations
  595    Requesting warrants
  596    Writing supplemental reports
  597    Documenting case notes
  598 Submission of Charging Recommendations
        Ability to support the development of charging recommendations
 599
        for submission to a supervisor for approval.
        Ability to submit charging recommendations to the prosecuting
 600
        attorney's office.
        Ability for prosecuting attorney to refer the case back to the
 601
        investigator for further investigation.
        Ability for prosecuting attorney to communicate charging decisions
 602
        to the law enforcement agency.
 603    Ability to document, in the system, charging decisions.
 604    Case Disposition
        Ability for supervisors to assign a disposition to a case under their
 605
        supervision.
        Ability for prosecuting attorney to add a disposition to the case
 606
        status when the case is completed.


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                                                                  Page 45                             Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                          C N   A   Comments
       Upon documentation of a case disposition, any property
  607 associated with the case is flagged as being potentially eligible for
       release, destruction or hold.
       Ability to capture a court disposition per person arrested and per
  608
       charge.
       Ability to populate court disposition from a query to the court
  609 system (currently DISCIS, but will be changing to C Track
       sometime in the next year).
  610 Ability to support the reopening of a case.
  611 Sex Offender/Career Criminal Tracking
 612
       Ability to track sex offenders and career criminals in the system.
       Ability to display a system generated flag indicating active career
 613
       criminal/sex offender/gang member status:
 614     Status and date
 615     Registration due date
 616     Offenses
 617     Registered address
 618     Registration level
 619   Ability to track law enforcement visits to sex offenders.
       Ability to track neighborhood notifications (occurrence and date)
 620
       regarding registered sex offenders.
 621   Ability to attach documents to sex offender records.
       Ability to print a report of career criminals/sex offenders whose
 622
       registration date is approaching.
       Ability to generate and print a report showing activity related to
 623   sex offenders and career criminals (e.g. number of registrations,
       number of visits, number of notifications, etc.).
 624   Intelligence
 625   Intelligence and Informants
 626
       Ability to track intelligence records and informants in the system.


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                                                                 Page 46                             Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                          C N   A   Comments
       Ability to store intelligence records and informants separately in
  627
       the system per intelligence rules.
  628 Ability to track the following intelligence data:
  629    Date
  630    Type
  631    Source
  632    Name
  633    Status
  634    Evaluation
  635    Officer
  636    CI payment
  637    Locations and roles
  638    Subjects and roles
  639    Vehicles and roles
  640    Remarks
  641 Ability to track the following informant data:
  642    Code name
  643    Name
  644    Type
  645    Status
  646    Reliability
  647    Activities
  648    Payment history
  649    Remarks
  650 Ability to attach documents to all above types of data.
  651 Narcotics Investigations
  652 Ability to track narcotics investigations in the system.
       Ability to keep narcotics investigations separately in the system
  653
       per intelligence rules.
  654 Ability to track the following narcotics investigations data:
  655    Date
  656    Investigation type


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                                                                  Page 47                            Request for Proposals
                                      THURSTON COUNTY REGIONAL RMS
                            RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                       C N   A   Comments
  657    Location
  658    LE and court case information
  659    Assigned officer
  660    Officer activities
  661    Subjects
  662    Subject activities
  663    Informants
  664    Payments to informants
  665    Vehicles
  666    Activities
  667    Charges
  668    Drug buys
  669    Fund transactions
  670      Deposits
  671      Withdrawals
  672    Property
  673    Property seizures
  674    Remarks
  675 Gang Tracking
       Ability to track gangs and members separately in the system per
  676
       intelligence rules.
  677 Ability to track the following gang-related data:
  678    Alliance/origin
  679    Ethnicity
  680    Colors
  681    Locations
  682    MOs
  683    Weapons
  684    Vehicles and roles
  685    Associated gangs
  686    Activities
  687    Members


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                                                              Page 48                             Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                               C N   A   Comments
  688    Gang and vehicle relationships
  689    Officer safety threat (flag)
  690    Moniker
  691    Member status (active or inactive)
  692    Gang rank
       Ability to document criteria used to identify individual as a gang
  693
       member
  694 Property and Evidence
  695 Major Functions and Features
       Ability to capture and maintain property and evidence data
  696
       contained in the case report.
       Information contained in the property database must be linked to
  697 all other applicable modules to eliminate duplicate entry of
       information.
  698 Property codes are consistent with WACIC/NCIC codes.
        Ability for any automated query (e.g. upon data entry) to search
        records for all agencies on the system (e.g. an entry of pawned
 699
        property triggers a search of ACCESS/WACIC/NCIC and all other
        agencies on the system).
        Data entered into the incident report automatically populate fields
 700
        in the evidence module.
        Ability to automatically generate an evidence tag with a bar code
 701
        upon entry of property into the case report.
 702    Ability to drill down from a property record to other related records.

 703    Ability to support multiple dates of evidence collection per incident.
        Ability to indicate with a visual flag upon entry, whether item is
 704
        required to be reported to ACCESS/WACIC/NCIC.
        Ability to perform mass updates on groups of items, including but
 705
        not limited to:


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                                                                   Page 49                                Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                          C N   A   Comments
  706    Storage location
  707    Disposal
  708    Case number
  709    Status
  710    Chain of custody
  711 Ability for any transaction to update "on hand" quantity totals.
  712 Ability to sort all property and evidence in a case.
       Ability to allow for an unlimited number of individual items per
  713
       case.
  714 Ability to accept and process an electronic signature.
       Ability to collect all property and evidence data required by NCIC
  715 and necessary for NIBRS and UCR Reporting, including, but not
       limited to:
  716    Agency
  717    Case Number
  718    Reporting Officer Name
  719    Collecting Officer Name
  720    Reporting Officer ID
  721    Collecting Officer ID
  722    Article category:
  723    Article information:
 724     Associated numbers (e.g., citations, superior court numbers)
 725     Descriptive characteristics
 726     All evidence disposition changes
 727     Evidence status
 728     Case information (date, time, location)
 729     Lab exam requirements
 730     WAC number
 731     NIC number
 732     NCIC article type code (table provided by vendor)
 733     Location of recovery



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                                                                 Page 50                             Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                           C N   A   Comments
  734      Stolen location
  735      Recovery code
  736      Recovery date
  737      Recovered for another jurisdiction
  738      ORI Number
  739    Other agency case number
  740    Owner-applied number
  741    Property Owner/Claimant Information:
  742      Person name
  743      Arrested (Y/N)
           Address (multiple - home and business) with zip code and
  744
           unit/apt #
           Telephone number (multiple - home, business, cell) with area
  745
           code
  746      Social Security Number
  747      Age
  748      Date of Birth
         Property/evidence type (felony, lost/found, misdemeanor,
  749
         safekeeping, other user defined categories).
         Storage location of evidence item (warehouse, aisle, shelf, bin
  750
         number)
  751    Information/notes
       Ability to capture and store placard number in case report and
  752
       associate with property item.
       Ability to store and associate a digital image of the property with
  753
       the property record.
 754    Ability for chain of custody to show changes in weight after lab.
        All items with serial numbers should be automatically run through
 755
        ACCESS/WACIC/NCIC.
        Ability to have the option to populate the ACCESS/NCIC/WACIC
 756
        mask when entering a stolen item.



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                                                                  Page 51                             Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                              C N   A   Comments
       Ability to create agency-defined business rules that will trigger a
  757
       flag indicating an item is eligible for disposition.
 758    Ability to record whether evidence is eligible for final disposition.

 759    Ability to record disposition method, including, but not limited to:
 760      Auction
 761      Conversion
 762      Return to owner
 763      Destruction
 764      Donation
        Ability to record auction information (auction date, auction lot,
 765    auction flag, auction location, batch disposition date, auction
        notes/comments, auction value).
        Ability to associate person types (e.g., owner, suspect, victim) with
 766
        each property item.
 767    Ability to associate one item with multiple case numbers.
        Ability to capture all current UCR/NIBRS/NCIC fields for article-
 768
        specific information.
        Ability to support a minimum of three lines of description
 769
        information for each item (at least 50 characters per line).
        Ability to display fields (serial number, property type, barcode
 770    number, location, make, model, description, disposition) for each
        individual item for a case.
        Ability to automatically search the pawned items database upon
 771
        entry of a stolen property item.
 772    Ability to expunge a record but leave property records intact.
 773    Property Numbering
 774    Ability for system to support two types of unique numbers:
 775      Bar code number (case number plus item number)
          Tag number, which is unique and sequential; duplicating item
 776
          numbers on succeeding case reports is not permitted


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                                                                     Page 52                             Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                         C N   A   Comments
       Ability for agencies to select which numbering standard (or both)
  777
       to use (configurable at agency level).
       Ability for the system to support a minimum of a 20-digit
  778
       alphanumeric item and tag number for a piece of evidence.
       Ability for system to automatically and sequentially number
  779
       evidence for a case.
       Ability to generate a unique bar code and identification number for
  780
       each item.
       Ability to record a pre-assigned bar code/identification number per
  781
       piece of property/evidence.
  782 Ability to assign a bar code identifier to each of the following:
  783    Evidence bin/location
  784    Officer
  785    Disposition
  786    ORI
  787    Intake and release codes
       Ability to enter evidence for a case after the case report has been
 788
       submitted and have the numbering pick up where it left off.
 789   Bar Coding
 790   Ability to read existing bar codes.
       Ability to utilize bar codes for a minimum of, but not limited to, the
 791
       following:
 792     Evidence entry
 793     Transactions
 794     Date of movement
 795     Location
 796     Report writing
 797     Location history (movement of items)
 798     Mass data updates
 799   Any bar code activity will automatically feed the chain of custody.



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                                                                   Page 53                          Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                            C N   A   Comments
  800 Any bar code activity will capture a date and time stamp.
       Ability for all bar code functions to be done manually and
  801
       processed by the system in the same manner.
       Ability to override any automatically assigned date and time
  802
       stamp.
 803    Ability to generate bar code labels meeting size specifications.

 804    Ability to generate bar code labels meeting content specifications.
 805    Ability to print bar code labels.
 806    Ability to print property description on bar code.
 807    Ability to utilize bar code technology for inventory management.
 808    Ability to utilize portable bar code readers.
        Ability to automatically enter bar coded information into system
 809
        from bar code scan.
 810    Ability to enter agency-defined bar code format.
 811    Ability to read bar code label using handheld device.
        Ability to automatically update (e.g., download) item/inventory
 812
        information.
 813    Ability to perform an audit of all bar-coded items.
 814    Chain of Custody
        Ability to provide for a custody record for each property item,
 815
        showing a history of any, and all, custody transfers of an item.
        Ability to track current location of evidence (chain of custody or
 816    audit trail of items) by a minimum of, but not limited to, the
        following:
 817      Case number
 818      Check out reason code
 819      Checked in by (Evidence Custodian ID Number)
 820      Checked out by (Evidence Custodian ID):


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                                                                   Page 54                             Request for Proposals
                                     THURSTON COUNTY REGIONAL RMS
                           RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                        C N   A   Comments
  821   Checked out by ID Number
  822   Checked out by Name
  823   Checked out to ID Number
  824   Checked out to Name
        Comments field (Minimum of 3 lines, at least 50 characters per
  825
        line)
  826   Date checked in
  827   Date checked out
  828   Date of transaction
  829   Destination
  830   Evidence tag number
  831   Evidence type
  832   Expected return date
  833   Intake and release codes
  834   Signature of Checked Out Person
  835   Time checked in
  836   Time checked out
  837   Viewed-on date
  838 Ability to track view only items:
  839   Viewing date
  840   Viewed by
  841 Ability to view by evidence staff ID number:
  842   Start and end time of viewing
  843   Evidence viewed
  844   Location of viewing
  845   Persons present during viewing
  846   Personnel ID
  847   Comments field
        Ability to track shipping numbers (e.g. when evidence is sent out
  848
        for processing via UPS or FedEx).
       Ability to provide automatic reminders that check-out items are
  849
       overdue.



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                                                             Page 55                               Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                               C N   A   Comments
  850 Ability to utilize bar code technology for chain of custody.
        Ability to check back in property that has been checked out and
 851    place the item in a new location (e.g. do not have to check
        property back to where it was located before being checked out).
        Ability to force evidence that has been checked out to be checked
        back into property before being transferred to a new location, yet
 852    maintain an override ability (subject to security permissions) to
        allow evidence to be moved from location to location while out of
        custody.
        Ability update chain of custody on groups of items with single
 853
        entry or command using bar code scan (with appropriate security).

        Ability to update chain of custody via item highlight with single
 854
        entry or command using bar code scan (with appropriate security).
        Ability to capture electronic handwritten signatures for chain of
 855
        custody and property release.
 856    Ability to print digital signatures.
 857    Property Location and Inventory
        Ability to prevent officers from incorrectly reporting the locker into
 858    which they report put property by presenting only available
        property location options for data entry.
        Ability to inventory property/evidence by a minimum of, but not
 859
        limited to, the following:
 860      Agency
 861      Agency-defined locations
 862      Bar code number
 863      Case number
 864      Involved party
 865      Personnel ID
 866      Type of property



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                                                                    Page 56                               Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                                 C N   A   Comments
       Ability to automatically generate audit logs, exception reports and
  867
       inventory reports any time an inventory is taken.
 868    Ability to enter a location and have a list of its contents displayed.
        Ability to enter in a case number and have displayed a list of
 869
        associated evidence and the location of the evidence.
        Ability to flag property that is in the wrong bin or missing from the
 870
        bin being inventoried.
        Ability to automatically trigger a notification that a piece of property
 871    has been out of inventory longer than a user-defined period of
        time.
        Ability to automatically trigger a notification that a piece of property
 872
        has been in inventory longer than a user-defined period of time.
 873    Property Release
        Ability to automatically generate a property release form to allow
 874
        for owner signature.
        Ability to provide automatic generation of letters and pre-
 875    addressed envelopes to inform owner of items to be released with
        appropriate release information.
 876    Ability to put release/disposal dates on any kind of property.
 877    Property Record Status
        Ability to set property/evidence retention time frames based upon
 878
        a minimum of, but not limited to the following:
 879      Evidence/property type
 880      Disposal status
 881      RCW
 882      Agency-defined parameters
        Ability for a user, with appropriate security, to override property
 883
        retention time frames.
 884    Ability to indicate user-defined case disposition.
 885    Ability to modify item disposition.


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                                                                     Page 57                                Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                               C N   A   Comments
  886 Property Disposition/Disposal
       Property should not become eligible for disposal until it is cleared
  887
       under all cases with which it is associated.
       Ability to receive from prosecutor's office electronic notification of
  888
       case disposition.
       Ability to flag evidence associated with a case that has been
  889
       cleared.
       Ability to notify appropriate law enforcement personnel of a need
  890
       for evidence disposition.
       Ability to classify property for disposal based on user-defined
  891
       disposal categories.
       Ability for the system to create on-line disposal reports in which
  892
       property/evidence is sorted by type.
 893    Ability for user to view a disposal report and perform the following:
 894      View location of property/evidence
 895      Accept or reject a piece of property/evidence for destruction
          Change property/evidence status of those accepted to "flagged
 896
          for destruction"
 897    Ability to generate a report of property eligible for return to owner.
        Ability to add additional unique numbers for disposal (e.g., number
 898
        from propertyroom.com).
 899    Ability to create a report of closed, adjudicated cases.
        Ability to send report of closed, adjudicated cases to designated
 900
        recipient for disposition/approval/code.
        Ability to assign disposition of all items attached to a case at the
 901
        same time.
        Ability to electronically notify assigned investigator of any change
 902
        in status of evidence automatically.
        Ability for system to automatically validate at time of disposition
 903
        data entry:


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                                                                    Page 58                               Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                            C N   A   Comments
  904    Case number
  905    Property type
  906    Category
  907    Number of items
  908    Disposition
       Ability to update next review date for all items associated with a
  909
       case using one transaction.
       Ability to specify review date based on pre-determined criteria
  910
       (e.g., number of days held).
  911 Property and Evidence On-Line Inquiries
  912 Ability to access and search property module by any field.
       Ability to search property and evidence records of all agencies on
  913
       the system.
       Ability to sort and select property items by any field in the property
  914
       module.
  915 Ability to query by property status.
       Ability to view all items attached to a single case in a summary list
  916
       form.
  917 Property and Evidence - Reports and Output
       Ability to create an inventory listing by a minimum of, but not
  918
       limited to:
  919    Assigned investigator
  920    Bar code number
  921    Booking officer
  922    Caliber
  923    Case number
  924    Category (found safekeeping, evidence)
  925    Crime code
  926    Currency value
  927    Date booked
  928    Date of evidence follow-up notification
  929    Date owner notified


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                                                                Page 59                                Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                            C N   A   Comments
  930   Date released
  931   Days held
  932   Description
  933   Disposition code
  934   Disposition date
  935   Level (felony or misdemeanor)
  936   Make
  937   Model
  938   Owner name
  939   Property class
  940   Property type (guns, drugs, money, etc.)
  941   Property code (found, safekeeping, evidence)
  942   Quantity
  943   RCW
  944   Serial number
  945   Size
  946   Storage location
  947   Taken by search warrant (Y/N)
       Ability to print an activity summary report by date range, location,
 948
       evidence custodian name, property type and/or item location.
 949   Ability to verify scanned bar code inventory with inventory.
       Ability to generate a report indicating items with case numbers
 950
       that are overdue for check-in.
       Ability to generate a random selection and number of random
 951   items based on any combination of fields (property type, category,
       location, etc.) for monthly audit.
       Ability to generate reports that include historical data as to what
 952   was in a property room during a date range. Users should be able
       to generate the report by property type and disposition.




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                                                                  Page 60                              Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                             C N   A   Comments
       Ability to create standard notification letters to property owners
  953 (e.g. asking if property recovered or insurance paid) based on
       agency-defined business rules.
       Ability to create standard notification letters to officers based on
  954
       agency-defined business rules.
       Ability to automatically generate standard notification letters to be
  955 sent to officers via email upon agency-defined triggers (e.g. case
       disposition, time in property room, etc.).
  956 Ability to generate and print the following:
         An exceptions report when tagging date and date of collection
  957
         vary by user-defined parameters (e.g. 2 days)
         A notice to the owner/claimant to claim property on a user-
  958
         defined date and time
 959      Transfer forms for all property that is moved within the system
 960      Chain of custody report
          A monthly "evidence accumulation" report sorted by user-
 961      defined fields (should balance with inventory and if not, show
          exceptions)
 962      Disposal reports
          "Tickler" reports that identify property eligibility for auction,
 963
          banking, conversion, destruction, disposal, or return to owner
 964      Contents of specific bins or a range of bins
 965      A notice of rejected evidence records
 966      A report listing evidence/property that is checked out
 967    Wants and Warrants
 968    Major Functions and Features
        Ability to capture and maintain all data required by WSP,
 969
        including, but not limited to:
 970      Agency
 971      Attempts


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                                                                    Page 61                             Request for Proposals
                                      THURSTON COUNTY REGIONAL RMS
                            RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                         C N   A   Comments
  972    Bail amount
  973    Case number
  974    Bail type
  975    Court case number
  976    Court number
  977    Crime class
  978    Date and time issued
  979    Date and time received
  980    Date and time returned
  981    Date expires
  982    Fingerprint classification
  983    Extradition
  984    Issuing court
  985    Judge
  986    Local ID
  987    Miscellaneous field (per NCIC requirements)
  988    NCIC code
  989    Offense code
  990    Offenses
  991    Officer
  992    Process type
  993    Related case
  994    Remarks
  995    Status
  996    Vehicle
  997    Warrant number
  998    Warrant type
  999    Warrant category (misdemeanor or felony)
       Ability to query against any combination of above-specified
 1000
       criteria.
       Ability to track subpoenas (defendant, officer, date of appearance,
 1001
       calendar, notes, case status).



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                                                             Page 62                                Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                            C N   A   Comments
 1002 Ability to link warrant to booking charges.
 1003 Ability to scan a warrant and attach to record.
       Ability to attach a photo (e.g. mugshot or any other photo) to a
 1004
       warrant.
 1005 Receive and Process Warrants
       Warrant data from the court case management system
 1006 automatically populates corresponding fields in the law
       enforcement RMS.
       Ability to automatically associate warrant number with case
 1007
       number.
       Ability for active warrants to cause alert flag to be displayed with
 1008 defendant name in master name index and anywhere name
       appears in the system.
       Ability to provide user with option to update
 1009
       ACCESS/WACIC/NCIC upon warrant entry or update.
 1010 Ability to attach a person record to the warrant.
       Ability to cancel a warrant in NCIC in order to enter a superseding
 1011
       warrant, yet maintain the warrant in the RMS.
 1012 Ability to cancel a warrant entered in error.
 1013 Warrant Service
 1014 Ability to track due diligence/service attempt history.
 1015   Date of attempt
 1016   Time of attempt
 1017   Location of attempt
 1018   Person(s) contacted
 1019   Attempt successful (y/n)
 1020   Officer attempting service
 1021   Arresting agency
 1022   Number of attempts
 1023   Located outside of jurisdiction (y/n)
 1024   Location (e.g. in custody, outside of jurisdiction, etc.)
 1025   Extradition refused by District Attorney


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                                                                 Page 63                               Request for Proposals
                                      THURSTON COUNTY REGIONAL RMS
                            RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                         C N   A   Comments
 1026    Comments
 1027 Ability to link warrants to MNI.
 1028 Ability to maintain warrant history.
       Ability to update address upon learning of new address (e.g. when
 1029
       attempting to serve).
       Ability to check complete or partial warrant numbers against an
 1030
       arrestee.
 1031 Clear Warrant
       Ability to receive from the Court notice of warrant clearance
 1032
       including, but not limited to:
 1033    Date of clearance
 1034    Reason for clearance
       Ability to automatically update ACCESS/WACIC/NCIC of warrant
 1035
       clearance.
 1036 Cancel Warrant
 1037 Ability to cancel warrant and log:
 1038    Date of clearance
 1039    Reason for clearance
       Ability to automatically update ACCESS/WACIC/NCIC of warrant
 1040
       cancellation.
 1041 Warrants - Reports and Outputs
 1042 Ability to print warrant letters.
 1043 Ability to print warrant abstract/summary information.
       Ability to produce report(s) showing due diligence/service attempt
 1044
       history for specific warrants.
 1045 Ability to produce a report showing all warrants by area grid.
       Ability to produce reports listing active warrants by a minimum of,
 1046
       but not limited to:
 1047    Warrant date
 1048    Defendant name
 1049    Agency
 1050    Bail amount


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                                                             Page 64                                Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                             C N   A   Comments
 1051    Level
 1052    Type
       Ability to produce and print reports showing for one or more (e.g.
 1053
       for comparison) user-defined periods:
 1054    Warrants issued
 1055    Warrants served
 1056    Warrants cancelled
 1057    Warrants summary based on user-defined search criteria
 1058    Attempts to serve by date or date range
 1059    Warrant aging report
 1060    Warrant affidavit
 1061    Warrants entered and cleared
 1062 Ability to generate an print a warrant history for a subject.
1063
        Ability to generate and print a report showing expired warrants.
1064    Restraints and Orders of Protection
        Ability to record orders of protection in the system, including, but
1065
        not limited to, the following information:
         Type of order (e.g. no trespass, exclusion, anti-harassment,
1066
         protection, no-contact, etc)
1067     Complainant (petitioner)
1068     Defendant (respondent)
1069     Other protected people
1070     Locations
         Associated court and LE case numbers (free text field to
1071
         accommodate multiple formats)
1072     WAC number
1073     Terms
1074     Date of service for respondent
1075     Clearance date, person, reason
1076     Conditions, including:
1077       Issuing authority


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                                                                   Page 65                              Request for Proposals
                                      THURSTON COUNTY REGIONAL RMS
                            RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                           C N   A   Comments
 1078      Effective time period
 1079      Location
 1080      Restrictions
 1081      Type of contact prohibited (free form text narrative field)
 1082      Arrest clause (y/n)
 1083      Civil or criminal?
       Ability to attach a photo (e.g. mugshot or any other photo) to a
       restraint or order of protection document.
       Ability to capture and maintain all protection order data required
 1084
       by NCIC/WACIC.
       Ability to populate restraint or order with standard language upon
 1085
       entering NCIC code.
       Ability to provide user with option to update NCIC/ACCESS upon
 1086
       entry or update of a protection order.
       Ability to attach a flag to a person in the MNI if a protection order
 1087
       against that person exists in the system.
       Ability to change an order from temporary to permanent order and
 1088
       update NCIC accordingly.
 1089 Ability to scan a protection order and attach to a record.
 1090 Ability to add a Brady flag after service of a protection order.
 1091 Ability to track due diligence/service attempt history.
 1092    Date of attempt
 1093    Time of attempt
 1094    Location of attempt
 1095    Person(s) contacted
 1096    Attempt successful (y/n)
 1097    Officer attempting service
 1098    Number of attempts
 1099    Located outside of jurisdiction (y/n)
 1100    Extradition refused by District Attorney
 1101    Comments
 1102 Ability to link restraints and protection orders to MNI.



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                                                               Page 66                                Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                       C N     A   Comments
       Ability to maintain history of protection orders for individuals
 1103
       (victims and defendants).
       Ability to update address upon learning of new address (e.g. when
 1104
       attempting to serve).
1105   Ability to print for a given location, who is excluded from the area.
1106   Arrest and Booking
1107   Major Functions and Features
1108   Ability to enter individual and mass arrest information.
1109   Ability to batch enter arrest information.
       Ability to enter mandated information for arrest and citation
1110
       register (per DOJ requirements).
       Ability to link information entered in the arrest database to all other
1111   applicable modules to eliminate the potential for duplicate data
       entry.
       Ability to present the opportunity for modification of any data
1112
       populating the new arrest record from the RMS.
1113   Data in the arrest module must be linked to the MNI.
       Ability for officers to submit a pre-booking form to the JMS that
1114
       contains, but is not limited to, the following:
1115     Name information
1116     Location information
1117     Charges
1118     Bail information (based on charges)
1119     Injuries
1120     Rights statement read
1121     Date and time of arrest
1122     Arresting officer
1123     Property information
1124     Date of birth
         Victim information if domestic violence incident, including
1125
         address, phone, relationship, contact order number


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                                                                   Page 67                          Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                           C N   A   Comments
 1126   Vehicle impound information
 1127   Miranda Information:
 1128     Miranda read? (Y/N)
 1129     By Officer
 1130     Date and Time Read
       Ability for information entered into the pre-booking form to
 1131 populate the case report and vice versa (e.g. to eliminate
       duplicate data entry).
       Ability for information entered into the pre-booking form to
 1132
       populate JMS booking information.
1133    Ability to capture and maintain the following booking information:
1134      Address (multiple)
1135      Resisted arrest
1136      Statement info
1137      Resident type and status (IBR)
1138      Clears case
1139      Arresting officer
1140      Arrest weapon and weapon feature (IBR)
1141      Arrest date/time
1142      Arrest location
1143      Arrestee name
1144      Booking number
1145      CAD incident number
1146      Case number
1147      Citation number (multiple)
1148      Comment field
1149      Disposition (i.e., release date, in/out of custody)
1150      Medical condition:
1151       Injured
1152       Extent of injury (IBR)
1153       Injury type (IBR)



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                                                                 Page 68                              Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                             C N   A   Comments
 1154     Treatment given
 1155     Treatment facility
 1156     Sobriety (BAC)
 1157    Mental status
 1158    Mugshots
 1159    Notice to appear date
 1160    ORI Number
 1161    Violations (multiple)
 1162     Statue number or municipal code
 1163     Statue name or municipal code name
 1164     Attempt/commit
 1165     Counts
 1166     Drug info
 1167     Bail amount
 1168     Felony/misdemeanor
 1169    Warrant number
 1170 Data Entry
       Ability to enter arrest data either directly into the system or
 1171
       remotely via the Automated Field Reporting System.
        Ability to validate name at time of data entry via a name search by
1172
        exact spelling, diminutives, and Soundex search capability.
        Ability to perform Soundex name search on full or partial name,
1173
        aliases and monikers.
        Ability to associate an arrestee's name or address with all prior
1174
        contacts, arrests, etc.
1175    Ability to automatically flag arrestee as juvenile based on DOB.
        The arrest module utilizes drop down menus for data entry (e.g.
1176
        offense, statute, and UCR/NIBRS codes).
        Ability to automatically populates the relevant fields of the arrest
1177
        module with data from the MNI.


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                                                                    Page 69                             Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                             C N   A   Comments
       When an incident number is entered into the arrest module, any
       data previously entered into the system (e.g. subject or location
 1178
       information) automatically populates the relevant fields of the
       arrest module.
       Ability to send arrest information (e.g. prebooking information) to
 1179
       the appropriate jail (Thurston County, Olympia, Nisqually).
 1180 Warrant Arrest
       An arrest based on warrant service automatically triggers the
 1181
       clearance of the warrant.
 1182 DUI Arrest
       Ability to track field sobriety test results as a supplement to the
 1183
       incident report.
       Ability to track chemical and blood test results as a supplement to
 1184
       the incident report.
 1185 Arrest Queries, Reports, and Output
       Ability to display a list of related records by simply accessing an
 1186 arrest record; from that list the user can display all details of the
       records in the list.
 1187 Ability to select and print any fields in the arrest record.
       Ability to generate a summary report of all arrests for a user-
 1188
       specified time period and geographical area.
       Ability to print mandated statistical, custody and arrest reports for
 1189
       the following:
 1190    Adult and juvenile reports
 1191    Arrest and Citation register
 1192    Arrest reports
 1193    Citation reports
 1194    Domestic violence
 1195    Hate crimes
 1196    Officer assault
 1197    Population
 1198 Ability to generate and print an arrest log.


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                                                                  Page 70                               Request for Proposals
                                      THURSTON COUNTY REGIONAL RMS
                            RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                          C N   A   Comments
 1199 Montages
1200   Ability to request a mugshot when a query returns a MNI record.
1201   Ability to import photos from external sources.
1202   Ability to pre-select suspect.
       Ability to select whether to print name and other data (law
1203
       enforcement copy) or not (witness copy).
       Ability to enter a photo and produce similar images for montage
1204
       purposes.
       Ability to query all photos by basic features including, but not
1205
       limited to:
1206     Height and weight ranges
1207     Age range
1208     Gender
1209     Glasses
1210     Facial hair
1211     Teeth
1212     Facial shape
1213     Race
1214     Complexion
1215     Hair color
1216     Hair style
1217     Hair length
1218     Eye color
1219     Scars, marks and tattoos
       Ability to enter a name and have the mug shot query autopopulate
1220   with physical demographics based on the named subject's
       demographic characteristics.
       Ability to select and print discrete photos to print from mug shot
1221
       query return:
1222     Six, all on one page
1223     Six, each on an individual page


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                                                               Page 71                               Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                             C N   A   Comments
1224   Ability to indicate in which position a suspect should be located.
       Ability to change backgrounds of photos so that they all look the
1225
       same.
1226   Ability to change clothing so that it is uniform from photo to photo.
       Ability to prevent juvenile photos from being displayed in adult
1227
       montages.
1228   Ability to change all photos in a montage to black and white.
1229   Ability to save montages and associate montage with a case.
       Ability to associate montages with cases for later use and
1230
       reference.
1231   Ability to email montage.
1232   Ability to print montage.
1233   Ability to crop photos.
1234   Ability to enlarge or reduce photo size.
1235   Juveniles
       Ability for system to automatically calculate age based on entered
1236
       DOB and notify user if person is a juvenile.
       Ability for system to automatically store the age of a person at the
1237
       time of the incident.
       Ability to distinguish between age at time of incident and age at
       time of case report (e.g. in the event that the crime was committed
1238
       while person was a juvenile but the report was written when the
       person was no longer a juvenile).
       If the DOB indicates a juvenile, ability for system to prompt the
1239
       data entry operator to fill out all juvenile related forms/fields.
       Ability to enter and maintain juvenile information including, but not
1240
       limited to:
1241     Address
1242     Age


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                                                                  Page 72                               Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                           C N   A   Comments
 1243    Arresting agency
 1244    Arresting officer
 1245    Charges with narrative
 1246    Date of Birth
 1247    Date/time
 1248    Disposition
 1249    Driver's license number
 1250    Gang affiliations
 1251    Grade
 1252    Location
 1253    Name
 1254    Parent's name
 1255    Parent's work phone number
 1256    Phone number
 1257    Race
 1258    Reporting officer
 1259    School
 1260    Sex
 1261    Siblings
 1262    SSN
       Ability to enter and maintain juvenile field interrogation data
 1263
       including, but not limited to:
 1264    Address
 1265    Age
 1266    Alias
 1267    Alternate address (person juvenile living with)
 1268    Complexion
 1269    Date
 1270    Date of birth
 1271    Employment
 1272    Eyes
 1273    Father's name, address, phone number



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                                                                   Page 73                            Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                           C N   A   Comments
 1274    Grade
 1275    Hair
 1276    Height
 1277    Item number
 1278    Marital status
 1279    Mother's name, address, phone number
 1280    Name
 1281    Narrative of disposition
 1282    Narrative of offenses
 1283    Phone number
 1284    Place of birth
 1285    Race
 1286    Resides with
 1287    School attended
 1288    Sex
 1289    Weight
       Ability to track information regarding juvenile
 1290
       interrogation/interviews, including, but not limited to:
 1291    Parental notification
 1292    Interrogation time
 1293    Breaks
 1294    Others present
       Ability to track information regarding juveniles held in custody,
 1295
       including, but not limited to:
 1296    Reason in custody (status or criminal offence)
         Length of time in custody (start and finish time as well as date
 1297
         and time)
       Ability to track juvenile runaways, returns, bookings, and releases
 1298
       to parents.
 1299 Citations
 1300 General Functions and Features
 1301 Ability to maintain and track data for four types of citations:


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                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                            C N   A   Comments
 1302    Criminal traffic
 1303    Criminal non-traffic
 1304    Infraction traffic
 1305    Infraction non-traffic
       Ability to automatically generate a numbering sequence that
 1306 identifies the citation as either an infraction citation or a criminal
       citation.
       Ability to assign a block of criminal and infraction citation numbers
 1307 to an officer so that an officer can write citations off-line for later
       upload into system.
1308    Ability to assign a unique alphanumeric identifier to each citation.
1309    Ability to pre-populate citation form with data via card swipe.
        Ability to automatically run ACCESS/WACIC/NCIC checks on any
1310
        name entered into a citation.
1311    Ability to include citations in report approval process.
1312    Ability to void a citation but keep a record of it in the system
        Ability to enter paper citations retroactively (e.g. in the event the
1313
        system is down or the officer is unable to access system).
        Ability to include on citation input form free form notes that are not
1314
        printed on citation.
1315    Ability to print citations on vehicle printers.
1316    Criminal Citations
        Ability to capture and maintain Thurston County criminal citation
1317
        data, including, but not limited to:
1318      Traffic or Non-Traffic
1319      Jurisdiction
1320      Law enforcement ORI
1321      Court ORI
1322      Driver's license number
1323      Driver's license state


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                                                                     Page 75                           Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                         C N   A   Comments
 1324   Driver's license expiration date
 1325   Photo ID on person (yes/no)
 1326   Name (last, first, middle)
 1327   Address
 1328   New Address (yes/no)
 1329   City
 1330   Statement info
 1331   Zip
 1332   Employer
 1333   Employer location
 1334   Date of Birth
 1335   Race
 1336   Sex
 1337   Height
 1338   Weight
 1339   Eye color
 1340   Hair color
 1341   Residential phone number
 1342   Cell/pager number
 1343   Work phone number
 1344   Violation date (month, day, year)
 1345   Violation time
 1346   Interpreter needed (yes/no)
 1347   Violation location (address, mile post marker, city, county )
 1348   Vehicle license number
 1349   Vehicle license state
 1350   Vehicle license expiration date
 1351   Vehicle year
 1352   Vehicle make, model, style, and color
 1353   Trailer license number (multiple)
 1354   Trailer license state
 1355   Trailer license expiration date


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                                                                 Page 76                            Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                           C N   A   Comments
 1356   Trailer year
 1357   Trailer make, model, style, and color
 1358   Owner/company (if other than driver)
 1359   Owner address
 1360   Collision information (no, NR, R, I, F)
 1361   Blood Alcohol Reading
 1362   Commercial vehicle (yes/no)
 1363   Hazard placard (yes/no)
 1364   Exempt vehicle (farm, R.V., Fire, other)
 1365   Violations (multiple)
 1366   Domestic violence (yes/no)
 1367   Mandatory court appearance (yes/no)
 1368   Bail forfeiture in U.S. $
 1369   Appearance date (month, day, year, time)
 1370   Related citation numbers
 1371   Date issued
 1372   Issuing officer name and number (multiple)
 1373   Court disposition data
 1374 Infraction Citations
       Ability to capture and maintain Thurston County infraction citation
 1375
       data, including, but not limited to:
 1376   Traffic or Non-Traffic
 1377   Jurisdiction
 1378   Law enforcement ORI
 1379   Court ORI
 1380   Driver's license number
 1381   Driver's license state
 1382   Driver's license expiration date
 1383   Photo ID on person (yes/no)
 1384   Name (last, first, middle)
 1385   Address
 1386   New Address (yes/no)


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                                                                 Page 77                              Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                         C N   A   Comments
 1387   City
 1388   Statement info
 1389   Zip
 1390   Employer
 1391   Employer location
 1392   Date of Birth
 1393   Race
 1394   Sex
 1395   Height
 1396   Weight
 1397   Eye color
 1398   Hair color
 1399   Residential phone number
 1400   Cell/pager number
 1401   Work phone number
 1402   Violation date (month, day, year)
 1403   Violation time
 1404   Interpreter needed (yes/no)
 1405   Violation location (address, mile post marker, city, county )
 1406   Vehicle license number
 1407   Vehicle license state
 1408   Vehicle license expiration date
 1409   Vehicle year
 1410   Vehicle make, model, style, and color
 1411   Trailer license number (multiple)
 1412   Trailer license state
 1413   Trailer license expiration date
 1414   Trailer year
 1415   Trailer make, model, style, and color
 1416   Owner/company (if other than driver)
 1417   Owner address
 1418   Collision information (no, NR, R, I, F)


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                                                                 Page 78                            Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                                C N   A   Comments
 1419    Violation (multiple)
 1420    Vehicle speed
 1421    Zone type
 1422    SMD (yes/no)
 1423    Pace (yes/no)
 1424    Aircraft (yes/no)
 1425    Penalty
 1426    Related citation numbers
 1427    Date issued
 1428    Served on violator (yes/no)
 1429    Sent to Court for Mailing (yes/no)
 1430    Referred to Prosecutor (yes/no)
 1431    Issuing officer name and number (multiple)
 1432    Court disposition data
 1433 Traffic
 1434 General Functions and Features
       Ability to enter and manage all traffic-related report and citation
 1435
       information.
       Ability to enter and retain all data as required by the State of
 1436
       Washington.
       Ability to incorporate into the data validation process the business
       edits and XML data standards published by the Washington State
 1437
       Department of Transportation and the Administrative Office of the
       Courts.
       Ability to transmit traffic citations and collision reports
 1438 electronically to the Washington State Department of
       Transportation.
       Ability to link name information in the traffic collision and citations
 1439
       modules to the master name index.
       Ability to link vehicle information in the traffic collision and citations
 1440
       modules to the master vehicle index




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                                                                   Page 79                                 Request for Proposals
                                         THURSTON COUNTY REGIONAL RMS
                               RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                                 C N   A   Comments
       Names and vehicles entered into the system via the traffic
 1441 collision and citations modules are automatically entered into, or
       updated in, the master name and vehicle indices
 1442 Ability to maintain agency-defined traffic data elements.
       Ability to query by license plate or partial license plate and get all
 1443
       vehicle history in RMS.
       Ability to replicate common data fields during entry to avoid
 1444
       retyping.
       Ability to support data entry from peripheral devices (please note
 1445
       any constraints or assumptions):
 1446    Magnetic stripe readers
 1447    Mobile printers
 1448    Hand-held devices
 1449    Automatic vehicle license readers
       Ability to require name and location verification prior to data entry
 1450
       completion in all traffic forms.
        If a validated name is already in the RMS, all data that is already
1451
        in the system auto-populate the citation and/or traffic forms.
        Ability to interface with and search external agency
        (ACCESS/WACIC/NCIC) databases and auto-populate traffic
1452
        forms (citation, tow report, collision report, DUI report, etc) with
        data from ACCESS/WACIC/NCIC response.
1453    Collision Reporting
        Ability to enter and maintain traffic citation/collision information for
1454
        all vehicles involved in an incident.
        Ability to enter all traffic citation/collision information per the WSP
1455
        collision reporting requirements.
        Ability to correlate traffic collisions with specific geographical
1456
        locations:
1457      Street
1458      Intersection


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                                                                      Page 80                               Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                               C N   A   Comments
 1459    Mid-block
 1460    Common name (park, school, shopping center)
 1461    Exact address
 1462    Business
       Ability to provide online tool to draw collision diagrams (note:
 1463
       currently using Visual Statement).
       Ability to import external tools or programs into online tool to draw
 1464
       collision diagrams.
 1465 Ability to incorporate diagrams (e.g. of collisions).
       Ability to scan and/or import diagrams or other documents and
 1466
       attach them to a specific record, report, case or incident.
       Ability to print diagrams (and store as images) as part of traffic
 1467
       collision report.
       Ability to use agency-defined templates and symbols to assist with
 1468
       drawing diagrams.
 1469 Ability to support a database of intersection diagrams.
       Ability for system administrator or other authorized user to add,
 1470
       delete, and modify fields for collision reporting purposes.
       Ability to enter an unlimited number of persons of any type (e.g.
 1471
       pedestrian, driver, passenger) into the collision report.
       Ability to enter an unlimited number of vehicles into the collision
 1472
       report.
       Ability to enter an unlimited number of citations into the collision
 1473
       report.
       Ability to link citations associated with a collision to the case and
 1474 arrest reports (e.g. if a collision report is retrieved, it is possible to
       "click" on and view the citation and vice versa).
       Ability to print a collision face sheet in the vehicle (to give to
 1475
       people involved in the incident).
 1476 Impounded Vehicles
       Ability to update ACCESS/WACIC/NCIC with
 1477
       towed/stored/impounded vehicle information.


                                                                                                 Thurston County Regional RMS
                                                                  Page 81                                 Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                            C N   A   Comments
 1478 Ability for application to verify VIN entry for towed vehicles.
       Ability to verify license entry through ACCESS/WACIC/NCIC for
 1479
       towed vehicles.
       Ability to track abandoned vehicles that have been marked for
 1480
       towing.
 1481 Ability to generate follow-up reports and supplementals.
       Ability to send automatic reminders to designated users after
1482
       agency-defined time periods of a vehicle being marked for towing.
1483   Ability to track number of vehicles that are marked for towing.
       Ability to track vehicle information (make, model, plate) for marked
1484
       or towed vehicles.
1485   Ability to track number of vehicles that were actually towed.
1486   Ability to query all vehicles that have been marked for towing.
1487   Ability to track reason for tow (specific statute).
       Ability to track vehicles actually towed and transfer information to
1488
       ACCESS/WACIC/NCIC including a minimum of, but not limited to:
1489     Year
1490     Make
1491     Model
1492     License
1493     Date of tow
1494     Time of tow
1495     VIN
1496     Agency-defined criteria
1497   Ability to scan impounded vehicle report and attach to case report.
1498   Ability to print impounded vehicle report in vehicle.
1499   Traffic Inquiries




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                                                                 Page 82                               Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                          C N   A   Comments
       Ability to query traffic-related data for all State of Washington
 1500 Primary Collision Traffic Reports and produce reports by a
       minimum of, but not limited to:
 1501   Age of individual at time of incident
 1502   Agency vehicle involved
 1503   Case number
 1504   Citation number
 1505   Collisions
 1506   Date and time
 1507   Date range
 1508   Day of week
 1509   DUI (alcohol/drug-related)
 1510   Emergency vehicle involved
 1511   Groups (e.g., Traffic, Teams, Units)
 1512   High Collision Locations (with user-defined occurrence rate)
 1513   Injury type (IBR)
 1514   Involved parties names
 1515   Item number (Incident number)
 1516   Laser/Lidar
 1517   License number
 1518   License state
 1519   Location/intersection
 1520     Intersection
 1521     Street
 1522     Block range
 1523     Beat/sector
 1524     Reporting district
 1525     Exact address
 1526     Any combination thereof
 1527   Officer ID number
 1528   Officer name
 1529   Physical descriptors (e.g., age, race, gender)


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                                                                  Page 83                            Request for Proposals
                                         THURSTON COUNTY REGIONAL RMS
                               RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                               C N   A   Comments
 1530    Primary collision factors
 1531    Private property (Yes/No)
 1532    Radar
 1533    Speed
 1534    Summary statistics
 1535    Total citations issued
 1536    Unit type (e.g. bicycle, pedestrian, vehicle, etc.)
 1537    Violation type(s)
 1538    Violator name
 1539    Zones
 1540    Agency-defined field
       Ability to check against external databases (e.g., ACCESS) all
 1541
       stolen and recovered vehicles.
       Ability to run batch/multiple vehicle queries against external
 1542
       databases (e.g., ACCESS) for stolen vehicle updates.
1543    Ability to inquire on vehicle information by user definable criteria.

        Ability to search for intersection information regardless of which
1544
        street was entered first in the system (Main/Elm or Elm/Main).
1545    Traffic Reports and Output
        Ability to compare citation locations and types with collision
1546
        locations and types
        Ability to generate and print a traffic citation written report by any
1547
        combination of above-defined criteria.
        Ability to print collision data on the Washington State Collision
1548
        form.
        Ability to generate a traffic collision report by any combination of
1549
        above-defined criteria.
        Ability to submit all traffic data to Washington State Patrol's
1550
        SECTOR server, as required by the SECTOR initiative.




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                                                                     Page 84                              Request for Proposals
                                         THURSTON COUNTY REGIONAL RMS
                               RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                            C N   A   Comments
       Ability to send citation information electronically to the appropriate
 1551
       court case management application (C-Track).
 1552 Ability to generate monthly report of operations:
 1553   Calls for service (excluding Traffic Collisions)
 1554   Traffic collisions:
 1555     Total traffic collisions
 1556     Traffic collisions by agency-defined category/type
 1557     Total calls for service including traffic collisions
 1558   Citations:
 1559     Total citations issued
 1560     Citations by agency-defined category/type
 1561   Agency-defined criteria
1562    Ability to print a report listing the number of citations written by:
1563     Officer(s)
1564     Location
1565       Intersection
1566       Street
1567       Block range
1568       Beat/sector
1569       Reporting district
1570       Exact address
1571     Specific RCW code (violation)
1572     Date or date range
1573     Time of day
1574     Type of citation
1575     Day of week
1576     Traffic officers vs. patrol officers
1577     DUI - juvenile vs. adults
1578     Citations issued as a result of collisions
1579
         Actual citations issued versus blocks of citation numbers issued


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                                                                      Page 85                          Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                                C N   A   Comments
 1580 Field Contacts
       Ability to create and maintain field contact records, including, but
 1581
       not limited to, the following information:
        Any data fields from the master name, vehicle, and location
 1582
        indices
 1583   Location and time of contact
        General circumstance of contact (free-text narrative of unlimited
 1584
        length)
 1585   Names and descriptions of persons
 1586   Identifying information on vehicles or other property
 1587 Ability to autopopulate location and time of contact from CAD.
       Ability to provide check boxes to capture whether people meet
 1588
       certain criteria (e.g. sex offender, gang member, etc.)
       Ability to automatically assign a unique number to each field
 1589
       contact record.
        Ability to validate name at time of data entry via a name search by
1590
        exact spelling, diminutives, and Soundex search capability.
        Ability to validate address against a master geofile at time of data
1591
        entry.
        Ability to associate field contacts with multiple persons and
1592
        multiple vehicles.
        Ability to attach images (e.g. scanned, digital, etc.) to field contact
1593
        records.
        Ability to track and associate a field contact record with an
1594
        incident/case number.
        Ability to display, upon entry of subject data into the field contact
1595
        module, any alerts associated with subject.
1596    Pawns
1597    Ability to track pawn transactions in the system:
1598      Transaction type
1599      Transaction date and time


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                                                                     Page 86                               Request for Proposals
                                      THURSTON COUNTY REGIONAL RMS
                            RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                         C N   A   Comments
 1600    Pawnbroker
 1601    Pawner
 1602    Article information
 1603      Make
 1604      Model
 1605      Style
 1606      Description
 1607      NCIC type
 1608      Owner applied number
           Owner identity documentation (i.e. driver's license number and
 1609
           state)
 1610      Serial number/VIN
 1611      Color
 1612      Condition
 1613      Value
       Ability to upload pawn transactions from pawn tickets submitted
 1614
       electronically by pawn shop owners.
       Ability to initiate an ACCESS/WACIC/NCIC property inquiry upon
 1615
       entry of a pawned item.
       Ability to automatically initiate an ACCESS/WACIC/NCIC person
 1616
       inquiry upon entry of a pawned item owner.
       Ability to enter pawned items into ACCESS/WACIC/NCIC from
 1617
       within the pawn module.
 1618 Ability to put a "do not pawn" flag on a name in the MNI.
       Ability to generate and print a list of people who have "do not
 1619
       pawn" flags attached to their records.
 1620 Ability to attach documents and images to pawn records.
       Ability to generate and print reports comparing pawned items by
 1621 user selected criteria with other property records (e.g., stolen) in
       the system to identify possible matches.




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                                                             Page 87                                Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                             C N   A   Comments
       Ability to generate and print a report showing people who have
 1622 made multiple pawn transactions within a user-defined period of
       time.
       Ability to generate and print a report showing the top ten pawners
 1623 by a user-defined geographical area within a user-defined time
       frame.
 1624 Permits and Licensing
 1625 General Functions and Features
        Ability to accommodate the management of specialty
1626
        permits (e.g. garage sale permits).
1627    False Alarms
        Ability to maintain and track commercial and residential alarm
1628
        permits.
1629    Ability to identify false alarm incidents by location and frequency.
        Ability to query false alarms and export query returns to an Excel
1630
        file.
        Ability to generate form letters for false alarm occurrences in
1631
        batches.
        Ability to have separate bill-to address and permanent registration
1632
        address.
1633    Ability to roll back invoices for corrections.
        Ability to suspend response to alarm address based on non-
1634
        payment of fines or non-registration.
        Ability to handle different billing structures for different
1635
        jurisdictions.
        Ability to calculate false alarm charges and one-time fees based
1636    on local ordinances regarding false alarm billing (varies by
        jurisdiction).
1637    Ability to print summary of fines and false alarm response.
1638    Ability to generate invoices for excessive false alarm responses.



                                                                                               Thurston County Regional RMS
                                                                   Page 88                              Request for Proposals
                                         THURSTON COUNTY REGIONAL RMS
                               RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                               C N   A   Comments
 1639 Ability to handle special requirements for grace periods, etc.
       Ability to track alarm permit detail master name information
 1640 (minimum 3 names and addresses), expiration date and fee
       information.
       Ability to link alarm permit information with master name file
 1641
       inquiry.
 1642 Ability to print expired license/permit listing by license type.
 1643 Ability to flag inquiry if license is expired.
 1644 Ability to print detail license/permit information.
 1645 Ability to generate serial numbers for licenses/permits.
 1646 Ability to print license/permit forms.
 1647 Ability to print calculated fees and charges.
 1648 Ability to review on-line false alarm status:
 1649    Number of false alarms for user-defined period
 1650    Last notice
 1651    Billing/invoice data
 1652 Inquire on-line license/permit information by:
 1653    Name
 1654    Permit number
 1655    Serial number
 1656    Manufacturer/model
       Ability to generate and print a report showing number of false
 1657
       alarms at a specific business or address.
 1658 Concealed Pistols License
       Concealed pistol license information must be associated with a
 1659
       person at the MNI level.
       Ability for system to flag inquiry if license expired, permit holder is
 1660
       in custody or permit holder has felony arrest.
       Ability to capture and track a minimum of, but not limited to, the
 1661
       following agency-issued CPL information:
 1662    Name
 1663    MNI


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                                                                    Page 89                               Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                              C N   A   Comments
 1664    CPL number
 1665    NICs number
 1666    Permit type
 1667    Permit status
 1668    Date of criminal history check
 1669    Expiration date
 1670    Date issued
 1671    Comments/remarks
 1672 Ability to track if a CPL was relinquished.
       Ability to configure system to capture an agency-defined process
 1673
       for issuing concealed pistol licenses.
1674   Ability to capture date each CPL processing task is completed.
       Ability to capture agency employee completing each CPL
1675
       processing task.
1676   Ability to select, from within module, background checks to run.
       Ability to access ACCESS/NCIC/WACIC from within the CPL
1677
       module.
       Ability to automatically send CPL permit application information to
1678
       Crosshatch (e.g. to fingerprint an applicant).
1679   Ability to track licenses issued to firearms dealers.
       Ability to generate reports on pistol transfers and firearm licensing,
1680
       showing:
1681    Number of transfers and licenses
1682    Rejected licenses and reason
1683   Personnel
       Ability to maintain and track personnel information, including, but
1684
       not limited to the following information:
1685    Address (minimum of two addresses)
1686    Agency
1687    Certification date


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                                                                  Page 90                                Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                C N   A   Comments
 1688   Commission date
 1689   Badge Number
 1690   Call Sign
 1691   Certifications (user-defined, allow multiple)
 1692   City Employee Number
 1693   Commendations
 1694   Current assignment
 1695   Date of Birth
 1696   Degree(s) Attained
 1697   Digital Photographs
 1698   Division
 1699   Driver's License Number
 1700   Emergency information:
 1701     Medical history
 1702     Date of last physical
 1703     Due date of next physical
 1704     Blood type
 1705     Emergency contact information
 1706     More than one emergency contact
 1707     Relationship to emergency contact
 1708     Next of kin
 1709   Next appraisal/review date
 1710   Special instructions
 1711   Special medical conditions
 1712   Special notifications
 1713   Separation date
 1714   Fingerprint date
 1715   Height
 1716   Hire date
 1717   Last Background Check Date
 1718   Licenses (user-defined, allow multiple)
 1719   Marital Status



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                                                        Page 91                            Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                            C N   A   Comments
        Multiple phone numbers, with extension, including work, home,
 1720
        pager, cellular
 1721   Name (First, Last, Middle, Suffix)
 1722   Position Number (Seniority)
 1723   Assignment History (position, date in and date out)
 1724   Promotion/demotion history (date, rank, reasons)
 1725   Rank
 1726   Rank date
 1727   Section
 1728   Social Security Number
 1729   Special pay categories
 1730   Special skills (languages, etc.)
 1731   Spouse Contact Information
 1732   Washington State Identification Number
 1733   Current assignment (date)
 1734   Weight
1735   Ability to provide employee or service numbers to new personnel.
1736   Ability to maintain records of employee performance reviews.
1737   Ability to alert supervisors of upcoming annual review deadlines.

1738   Ability to alert supervisors of upcoming recertification deadlines.
       Ability to account for unemployment periods (e.g. personnel who
1739   leave the department for a period of time and are rehired at a later
       date).
       Ability to generate and print an overall personnel roster, sorted on
1740
       user-defined criteria, containing agency-defined information.
1741   Ability to query personnel records by any personnel field.
1742   Ability to quickly query personnel records by the following:
1743    Name



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                               RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                              C N   A   Comments
 1744    Longetivity
 1745    Length of time in current assignment
 1746    Special skills
 1747    ID number
 1748    Team
 1749    Unit/Division
 1750    Station assignment
 1751 Scheduling and Assignment
       Ability to create and maintain a schedule by agency-defined
 1752
       criteria, including, but not limited to, the following information:
 1753    Division
 1754    Shift
 1755    Team
 1756    Unit
 1757    Individual identifier
1758    Ability to create and maintain special assignments in the schedule.
        Ability for each agency to enter and maintain various shift types (5
1759
        x 8, 4 x 10, varied, etc.).
1760    Ability to see past schedules.
1761    Ability to record officer assignments in the schedule.
        Ability to "drag and drop" assignment changes (e.g. drag and drop
1762
        an employee on a schedule slot for assignment to that slot).
1763    Ability for supervisors to update subordinate schedules.
        Ability to date and time stamp changes made to officer
1764
        assignments.
        Ability to automatically update an officer's personnel record when
1765
        assignment changes.
        Ability to maintain a daily roster including, but not limited to, the
1766
        following information:
1767      Employee ID



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                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                           C N   A   Comments
 1768    Name
 1769    Shift
 1770    Roster
 1771    Assignment
 1772    Vehicle assignment
 1773    Other assigned equipment (multiple)
 1774    Station ID
 1775    Date range
 1776    Beginning hours
 1777    Ending hours
 1778    Date
 1779    Off-duty
 1780    Vacation
 1781    Floating holiday
 1782    Comp time
 1783    Sick time
 1784    Military leave
 1785    Administrative leave
 1786    Leave of absence
 1787    School/training
 1788    Agency-defined schedule code
 1789    Agency-defined time code
 1790    Agency-defined pay code
 1791    Light duty
       Ability to identify staffing short-falls in the roster (based on
 1792 specified staffing level requirements for specific day, time, day of
       week, shift, etc.).
       Ability to run reports comparing who actually worked versus who
 1793
       was scheduled to work.
       Ability to maintain in the roster the maximum number of positions
 1794
       allowed for time off for a given shift assignment.




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                                                                 Page 94                              Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                          C N   A   Comments
       Ability to identify which shifts required overtime to meet minimum
 1795
       staffing requirements.
 1796 Ability for employees to query their own schedules.
 1797 Injury Tracking
       Ability to track multiple work related injuries, including, but not
 1798
       limited to the following information:
 1799    Date of injury
 1800    Type of injury
 1801    Case report number
 1802    Disposition
 1803    Circumstance (drop down list)
 1804    Expected return date
 1805    Actual return date
       Ability to track personnel exposure to hazardous or contagious
 1806
       diseases.
 1807 Ability to track notification of exposure activities.
 1808 Ability to track injury time.
       Ability to generate and print a summary of career injuries and time
 1809 lost by individual or group of individuals within a user-defined date
       range.
 1810 Officer Activity Log
       Ability to capture and maintain agency-defined officer activity
 1811
       information.
       Ability for CAD Call for Service information to automatically
 1812
       populate and update officer activity information.
       Ability to track officer time spent on agency-defined events (e.g.
1813   community meetings, training, foot patrol, special events, etc) for
       statistical purposes (e.g. internal or grant related).
1814   Ability to generate reports summarizing patrol activity by:
1815    Individual
1816    Unit


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                                                                 Page 95                             Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                             C N   A   Comments
 1817    Timeframe (e.g., hour range)
 1818    Unit/Squad
 1819    Shift
 1820    Officer activity
 1821    Self-initiated versus dispatched activity
 1822    Date range
       Ability to account for number of days working in summary
 1823
       statistics (e.g. arrests/day; tickets/day; etc.).
 1824 Ability to generate reports itemizing patrol activity by:
 1825    Type of crime
 1826    Date range
 1827    Officer discretionary time
 1828 Ability to query individual officer activity by:
 1829    Officer name
 1830    Officer ID
 1831    Beat
 1832    Reporting district
 1833    Date/Time range
 1834    Incident type
 1835    Shift
 1836    Unit/Squad
 1837    Unit ID (call sign)
 1838 Supplies and Equipment Inventory
 1839 Inventory Records
       Ability to maintain inventory records for perpetual supplies,
1840
       resource materials, personal equipment and department assets.
       Ability to track the total cost of supplies, equipment, and materials
1841
       issued by time period and by division.
       Ability to track the ordering and inventory of supplies, including,
1842
       but not limited to, the following:
1843     Asset tag number
1844     Serial number


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                                                                  Page 96                               Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                          C N   A   Comments
 1845    Budget account number
 1846    Disposal date
 1847    Inventory number (e.g., Bar code)
 1848    Item description
 1849    Location
 1850    Minimum stock level (reorder point)
 1851    Ordered by
 1852    Quantity in inventory
 1853    Quantity on order
 1854    Reorder quantity
 1855    Unit cost
 1856    Unit of measure
       Ability to capture, maintain, and track firearms and ammunition
 1857 assigned to personnel, including, but not limited, to the following
       information:
 1858    Agency defined identification number
 1859    Serial number
 1860    Budget account number
 1861    Date issued
 1862    Employee ID
 1863    Employee name (assigned to)
 1864    Inspected by
 1865    Inspected date
 1866    Issued by
 1867    Quantity issued
 1868    Received by
          WACIC codes identifiers (model, make , serial number, caliber,
1869
          color) with a default for agency-defined standard issue
        Ability to capture, maintain and track equipment assigned to
1870
        personnel, including, but not limited to, the following:
1871     Serial number



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                                                                 Page 97                             Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                             C N   A   Comments
 1872    Budget account number
 1873    Category
 1874    Comments
 1875    Condition
 1876    Cost
 1877    Date of issuance
 1878    Date of purchase
 1879    Date of return
 1880    Description
 1881    Disposal date
 1882    Inventory number (e.g., Bar code)
 1883    Issued to (employee ID and name)
 1884    Model
 1885    Replacement date(s)
 1886    Service date
 1887    Calibration date
 1888    Serial number
 1889    SIM #
 1890    Size
 1891    Status (lost, decommissioned, etc.)
 1892    Tag number
       Ability to assign multiple pieces of the same type of equipment an
 1893
       individual.
       Ability to track multiple pieces of the same type of equipment
 1894
       assigned to one individual.
        Ability to automatically generate and print, at a user-defined
        interval, reports listing equipment due for servicing during a user-
1895
        defined time period (e.g. generate a report on the first of every
        month for equipment that needs to be replaced by the end




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                                                                   Page 98                              Request for Proposals
                                      THURSTON COUNTY REGIONAL RMS
                            RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                           C N   A   Comments
       Ability to automatically generate and print, at a user-defined
       interval, reports listing equipment due for replacement during a
1896
       user-defined time period (e.g. generate a report on the first of
       every month for equipment that needs to be replaced by the end
       Ability to automatically generate and print, at a user-defined
       interval, reports listing equipment overdue for replacement (e.g.
1897
       generate a report on the first of every month for equipment for
       which replacement is overdue).
       Ability to automatically notify individuals that their equipment is
1898
       due for replacement.
       Ability to capture, maintain, and track department assets assigned
       to vehicles, stations, and departments (e.g. computers, video
1899
       cameras, etc.) including, but not limited to, the following
       information:
1900     Asset tag number
1901     Bar code number
1902     Brand
1903     Budget account number
1904     Classification
1905     Cost
1906     Date issued/acquired
1907     Description
1908     Diameter
1909     Equipment type
1910     Length
1911     Location in station
1912     Location on vehicle
1913     Manufacturer
1914     Model
1915     Part number
1916     Serial number



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                                                                Page 99                               Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                                C N   A   Comments
 1917    Size
 1918    Station/company assigned to
 1919    Vehicle assigned to (e.g., Vehicle ID)
 1920    Warranty information
       Ability to easily transfer equipment to a different vehicle/location
 1921 without re-keying descriptive data (e.g. drag and drop or a quick
       transfer function).
 1922 Bar Code Tracking System
       Ability to manage and track inventory using a bar code system
 1923
       including, but not limited to, the following functions:
 1924    Perform a mass update
 1925    Locate item by bar code
 1926    Generate bar code
 1927    Read bar code using remote, hand-held device
         Track specific item information (e.g., description, quantity,
 1928
         status, etc.)
       Ability to automatically update (e.g., download) inventory
 1929
       information into system.
 1930 Ability to print bar code labels
1931    Ability to provide inventory management using a bar code system
1932    Ordering
        Ability to maintain ordering information including, but not limited to,
1933
        vendor information, pricing, and order times.
        Ability for authorized individuals to generate internal requisitions
1934
        for supplies based on information in the system.
1935    Ability to assign a unique sequential requisition number.
        Ability for designated individuals to review and approve
1936
        requisitions on-line.
1937    Queries and Reports
        Ability to produce monthly reports on current inventory and
1938
        monetary value.



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                                                                   Page 100                                Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                              C N   A   Comments
       Ability to query, display and print inventory lists, including details
 1939
       and summary costs, for a user-defined time period by:
 1940    Location
 1941    Item
 1942    Employee
 1943    Division
       Ability to query, display and print detailed lists of personal
 1944
       equipment issued by:
 1945    Employee ID Number
 1946    Division assigned
 1947 Ability to query, display, and print firearms equipment lists.
       Ability to display and print equipment inventory by agency-defined
 1948
       location.
1949    Ability to query, display and print master equipment list, sorted by:
1950       Vehicle ID
1951       Equipment ID
1952       Serial number
1953    Ability to query inventory records by:
1954     Item number
1955     Bar code number
1956     Item name/description/serial number
1957     Employee ID number
1958     Employee name
1959     Division
1960     Location
1961    Training
1962    General Functions and Features
1963    Ability to establish training programs per agency.
1964    Ability to add user-defined fields.
1965    Ability to attach files or associate URL to course definitions.
1966    Ability to assign (schedule) participants to a class.


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                                                                   Page 101                              Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                              C N   A   Comments
       When participants are confirmed to have completed a class, the
 1967
       system automatically updates their training records.
       Ability to define job categories (or classifications) and associate
 1968
       training requirements to them.
       Ability to assign personnel to one or more job categories. Job
       categories are a way to group training requirements and
 1969
       individuals. An individual may be qualified for multiple job
       categories.
 1970 Course Information and Scheduling
       Ability to define and track available training classes, including, but
 1971
       not limited to the following:
 1972    Course code
 1973    Costs
 1974    Description
 1975    Location
 1976    Instructor
 1977    Number of hours of training
 1978    Certification
       Ability to maintain a list of instructors with the following
 1979
       information:
 1980    Specialty
 1981    Certifications and expiration dates
         Classes taught, including number of participants and number of
 1982
         hours
 1983 Ability to schedule participants for a class.
       Ability to alert supervisors of training deficiencies (e.g. failed or
 1984
       missed class).
 1985 Individual and Job Category Training Records
       Ability to maintain and track general training information for an
 1986
       individual, including, but not limited to:
 1987    Name
 1988    Employee ID


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                                                                   Page 102                              Request for Proposals
                                         THURSTON COUNTY REGIONAL RMS
                               RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                              C N   A   Comments
 1989    Group affiliation (multiple)
 1990    Education history detail:
 1991     School
 1992     Number of units
 1993     Years attended
 1994     Degree(s) attained
 1995    Special skills/qualifications
 1996    Training certifications (multiple):
 1997     Certification/license type
 1998     Date obtained
 1999     Date of expiration
 2000     Endorsements
 2001     Remarks
 2002    Courses and seminars attended (multiple):
 2003     Dates
 2004     Course name/title
 2005     Course number
 2006     Date training started (if applicable)
 2007     Date training ended
 2008     Hours completed
 2009     Location
 2010     Instructor
 2011     Instructor/school
 2012     Certification number
 2013     Completion status
 2014     Grade received (P, F or completed)
       Ability to track training history of each member belonging to
 2015
       specified job category.
       Ability to scan and attach images (e.g. certificates) to training
 2016
       records.
       Ability to track firearms qualifications (e.g. trigger notification to
 2017
       employees and supervisors of upcoming qualifications).



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                                                                     Page 103                            Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                               C N   A   Comments
       Ability to generate and print reports showing personnel who failed
 2018
       firearms qualifications.
 2019 Training Tracking
       Ability to track mandatory training requirements for each
 2020
       position/rank or team affiliation.
 2021 Ability to track mandatory training for each job category.
       Ability to generate and print reports indicating upcoming training
 2022
       needs (e.g. who needs what training by what date).
        Ability to track on-going mandatory training and notify supervisors
2023
        of officers who have not completed mandatory training.
        Ability to alert users and supervisors of upcoming certification
2024
        expirations.
        Ability to track total training hours by user defined fields including
2025
        but not limited to the following:
2026     Discipline
2027     Division
2028     Individuals
2029     Position
2030     Rank
2031     Shift
2032     Station
2033     Team
        Ability to track follow-up training for personnel who do not pass
2034
        certification tests.
2035    On-line Inquiries
2036
        Ability to view individual training records at remote work stations.
2037    Ability to retrieve training records by:
2038     Employee ID
2039     Training type
2040     Instructor


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                                                                    Page 104                              Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                             C N   A   Comments
 2041    Agency
 2042    Course
 2043    Course date
 2044    Certifications
       Ability to query training schedules based on a user-defined date
 2045
       range for a group or individual.
 2046 Reports and Output
 2047 Ability to display or print class roster information, including:
 2048    Date for each class/program
 2049    List of all participants, station/shift
 2050    Grade information
 2051    Instructor name
 2052 Ability to produce training records for:
 2053    Certified classes
 2054    College unit classes for credit
 2055    State or national academy classes
 2056 Ability to print a summary of training activity by:
 2057    Individual
 2058    Training type
       Ability to display an individual's training history in reverse
 2059
       chronological order (most recent first).
       Ability to display or print an individual training summary report for
 2060
       a user-defined date range, including:
 2061    Employee information
         All drills completed, with hours attended and instructor
 2062
         evaluations.
         All training classes completed, with hours attended and
 2063
         instructor evaluations.
 2064 Ability to display or print the following:
 2065    Employees by certification
 2066    Certification renewals by date
 2067    Instructor certifications


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                                                                  Page 105                              Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                             C N   A   Comments
 2068    List of individuals that have not completed specific training
       Ability to generate summary reports for individuals that are
 2069 certified, uncertified, due for certification, and overdue for
       certification.
 2070 Crime Analysis
 2071 Crime Analysis General Functions and Features
       Ability to access crime analysis module from any computer on the
 2072
       system, including vehicle and desktop computers.
 2073 Ability to run any crime analysis query at any time.
 2074 Ability to run any crime analysis report at any time.
       Ability to use mapping features on any computer in the system,
 2075
       including vehicle and desktop computers.
       Ability to schedule crime analysis reports to automatically run and
 2076
       be distributed to user-defined personnel.
 2077 Ability to analyze activity using the following analysis options:
 2078    Frequency analyses (e.g. analyses with only one variable)
         Spatial analysis (e.g. analyses by user-defined geographical
 2079
         area).
 2080    Time analysis (e.g. by time, date, date range, etc.)
         Simple relational analyses (e.g. seeking relationships between
 2081
         two data fields)
         Complex relational analysis (e.g. seeking relationships among
 2082    three or more data fields using regression analysis and other
         sophisticated analysis techniques).
       Ability to analyze activity via a third-party application (or vendor)
 2083
       using the following analysis options:
 2084    Frequency analyses (e.g. analyses with only one variable)
         Spatial analysis (e.g. analyses by user-defined geographical
 2085
         area).
 2086    Time analysis (e.g. by time, date, date range, etc.)
         Simple relational analyses (e.g. seeking relationships between
 2087
         two data fields)


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                                                                  Page 106                              Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                             C N   A   Comments
        Complex relational analysis (e.g. seeking relationships among
 2088   three or more data fields using regression analysis and other
        sophisticated analysis techniques).
       Ability to download crime analysis data into external formats (e.g.,
 2089
       Excel, Access, ESRI).
       Ability to alert specific individuals (agency-defined) when crime
 2090
       activity exceeds an agency-defined level for a given:
 2091   Incident type
 2092   Location by user-defined geographic boundaries
 2093   User-defined period
 2094 Ability to create regularly scheduled statistical reports.
       Ability to create temporary data files for inquiry returns and
 2095
       manipulation.
 2096 Crime Activity Analysis
        Ability to track and analyze activity by any combination of multiple
2097
        data elements, including, but not limited to the following:
2098      Address range
2099      Agency
2100      Business name
2101      Crime target (e.g., victim, business, property type, etc.)
2102      Criminal activity
2103      Date range
2104      Day of week
2105      Evidence
          Free form additional information field (e.g., statements,
2106
          descriptives)
2107      Hate/bias
2108      Method of entry
2109      Method of exit
2110      Modus Operandi
2111      Officer


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                                                                   Page 107                             Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                              C N   A   Comments
 2112   Point of entry
 2113   Point of exit
 2114   Premise type
 2115   Property type involved
 2116   Reporting district
 2117   Shift/squad
 2118   Specific location
 2119   Stolen vehicle recovery location
 2120   Suspects information
 2121   Target
 2122   Time of day range
 2123   Type of crime
 2124   Vehicle
 2125   Victim/suspect relationship
 2126   Weapon used
 2127   Any combination of above elements
 2128 Ability to present crime statistics in graphical format:
 2129   Pin maps
 2130   Bar graphs
 2131   Pie charts
 2132   Density maps
 2133   Line graphs
 2134   ESRI based, State Plane coordinate mapping displays
2135   Ability to calculate percentage of total crimes for a given period by:
2136     Reporting District
2137     Beat
2138     Unit
       Ability to calculate percentage change in crime from a prior given
2139
       period.
       Ability to create a report of criminal activity based on a specific
2140
       location.



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                                                                 Page 108                                Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                             C N   A   Comments
 2141 Map Analysis
 2142 Ability to put an interactive crime map on a city website.
       Ability for public to select criteria to generate crime maps on the
 2143
       city website.
 2144 Ability to plot crime data on a map of the service area.
       Ability to drill down for crime details from any crime plotted on the
 2145
       map.
 2146 Ability to identify "hot spots" on a map.
       Ability to drill down on a map location for access to detailed
 2147
       incident history, premise history, etc.
 2148 Ability to conduct a radius search on a map.
       Ability to easily add any additional data to the map that the search
 2149 process did not pick up (e.g., due to cases not being entered,
       e.g.)
 2150 Ability to easily print maps at any point during the drill down.
        Ability to select a defined geographical area on a map and display
2151
        any combination of the following for a user-defined time range:
2152      Collisions
2153      Crime type
2154      Case status
2155      Arrests
2156      Field interviews
2157      Citations
2158      Traffic stops
        Ability to generate crime series projections based on user-defined
2159
        criteria.
        Ability to use a "brush tool" to define a geographical area on a
2160
        map for analysis.
2161    Ability to import symbol sets.
2162    Ability to print map to different sizes.
2163    Ability to export map to different file types.


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                                                                 Page 109                               Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                               C N   A   Comments
       Ability to display standard map elements (e.g., scale bar, north
2164
       arrow, legend, title, date, time, creator, disclaimers, etc.)
       Ability for agency to define its own pin map icons (size, color,
2165
       symbols, etc.).
2166   Ability to use different icons to display different crime types.
       Ability to use graduated symbols (e.g., size, color, etc.) to indicate
       that multiple crimes occurred in one specific location (e.g. one
2167
       location, an apartment building) and that the user can either zoom
       in on the map or drill down to.
2168   Link Analysis
       Ability to analyze linkages among data elements based on any
2169
       combination of:
2170     Persons
2171     Organizations (e.g. gang affiliations)
2172     Vehicles
2173     Property
2174     Telephone numbers
2175     Locations
2176   Ability to display and print linkages in either text or graphic format.
2177   Ability to display photos in relationship diagrams.
2178   Ability to drill down into specific records in relationship diagrams.
       Ability to click on a linked element to show links based on that
2179   element (e.g. if a person of interest is linked to a business, click
       on the business to show its linkages).
       Ability to display the nature of the link (e.g. telephone number,
2180
       vehicle, incident, etc).
       Ability to display relationships between stolen and recovered
2181
       locations for vehicles.




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                                                                   Page 110                               Request for Proposals
                                       THURSTON COUNTY REGIONAL RMS
                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                             C N   A   Comments
       Ability to graphically display on a map the location of persons
       within a geographically defined area for a given time range (e.g.
 2182
       all people living in an area with a history of auto theft over the past
       two years) by:
 2183    Person Involvement
 2184    Incident Type
 2185    Special Flags (e.g. sex offenders)
 2186    Modus Operandi
 2187    Physical Characteristics
 2188 Ad Hoc Reporting and Queries
 2189 Report and Query Generating Tool
       In each system component, ability to provide a consistent
 2190
       reporting and query tool that can:
 2191    Create interactive query requests on-line
 2192    Create printed reports
         Access multiple files/tables in a single query (e.g. data for
 2193
         different years, data for all modules).
2194     De-select records/rows in combination with selection of records.
         Sort selected records/rows by key/index and non-key/non-index
2195
         fields.
2196     Allow the end user to design screen and report formats.
2197     Define temporary fields which may or may not be output.
2198     Create reports from any data in the system.
2199    Ability for query/report generating tool to:
2200     Run in background mode.
2201     Support all record accesses allowed by the DBMS.
2202     Support Windows within developed applications.
2203     Support the use of third party query tools (e.g., Crystal).
2204     Allow development of user help facilities at the system level.
2205    Application provides on-line help for reporting and query tool.
2206    Ability for query/report generating tool to handle:


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                                                                Page 111                                Request for Proposals
                                        THURSTON COUNTY REGIONAL RMS
                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                           C N   A   Comments
 2207   Prompted queries
 2208   Arithmetic operations, including fractiles and percentiles
 2209   A full suite of statistical operations
 2210   Logic operations
 2211 Ability to provide a report-formatting facility that accesses:
 2212   Data formats
 2213   Field sizes
 2214   Editing rules for a field
 2215   Field headings
 2216   Data definitions
 2217   Formatting rules
 2218 Ability to include subtotals and totals on ad hoc reports.
       Ability to include incorporate statistical functions (e.g. minimum,
       maximum, range, average, etc.) into ad hoc reports.

2219    Query Masks
2220    Ability to use standard screen formats for all agency inquiries.
2221    Ability to use predefined data entry forms/screens (masks).
        Ability to access agency forms by means of dedicated function
2222
        keys, menus, or command entry.
        Ability to provide a form generator to add/change new forms by
2223
        system administrators as needed.
        Ability to conduct any ACCESS/WACIC/NCIC query (e.g. wanted
2224    person, missing person, protection order, etc.) via a standard
        query screen.
        Ability to automatically populate the ACCESS/WACIC/NCIC mask
2225    from within a record (e.g. from information contained in that
        record).
2226    General RMS Query Features
        Ability to be presented with a list of all internal and external
2227
        databases available for query.




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                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                            C N   A   Comments
       Ability for user to select which internal and external databases
 2228
       should be included in a query.
       Ability to query all available internal and external databases via
 2229
       one query request from the RMS.
       Ability to define defaults for which databases are automatically
 2230 queried (e.g. pre-selected databases that can be "un-selected" by
       the user).
       Ability for all queries to automatically search records from all
 2231
       agencies in the system.
 2232 Ability to query any RMS field by:
 2233    An individual or combination of fields
 2234    Partial information
 2235    Case number
 2236    Offense code
       Ability for user to bring up a "search form" that contains all
       searchable fields. The user should then be able to fill in any
 2237
       search criteria (e.g. field values or ranges) and use logical
       Boolean criteria where applicable.
       Ability to use Boolean or mathematical functions (e.g. greater
 2238
       than, equal to, less than) via drop lists to create RMS queries.
       Ability to quickly query any field by date and time (e.g. via a "quick
 2239
       query" function key when cursor is on the field).
 2240 Ability to query on aliases, nicknames, and monikers.
        Ability for a name search query return to contain everything known
2241
        about person in the system, including, but not limited to:
2242     Person associations
2243     Probation status
2244     Vehicles
2245     Locations
         Contacts/involvements (e.g. Field Investigation, arrest, traffic
2246
         stop, etc.)



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                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                          C N   A   Comments
 2247    Other incidents
         All personal and identifying information (e.g. driver's license,
 2248
         SSN, DOB, etc.)
 2249    Photos
 2250    Aliases, nicknames, and monikers
       Ability for a query run on any personal information (driver's
 2251 license, name, date of birth, social security number) to return
       everything known about that person in the system.
       Ability for a vehicle search query return to contain everything
 2252 known about that vehicle in the system, including, but not limited
       to:
 2253    Person associations and related information
 2254    Locations
         Contacts/involvements (e.g. Field Investigation, arrest, traffic
 2255
         stop, etc.)
       Ability for a location search query return to contain everything
 2256 known about that location in the system, including, but not limited
       to:
 2257    Person associations and related information
 2258    Incidents
       Ability for a property search query return to contain everything
 2259 known about that location in the system, including, but not limited
       to:
 2260    Person associations and related information
 2261    Locations
         Contacts/involvements (e.g. Field Investigation, arrest, traffic
 2262
         stop, etc.)
 2263    Associated cases/reports
 2264 Ability to search for articles:
 2265    By any property field
 2266    Using text search




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                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                              C N   A   Comments
       Ability for associations to be hyperlinked so that users can drill for
 2267
       additional information.
       Ability for returns to be in a summary form with hyperlinks so that
 2268 users can drill into returns for more detail on incidents or
       associations.
 2269 Name and Address Search Features
 2270 Ability to provide name search capability via:
 2271   First name
 2272   Last name
 2273   Middle name/initial
 2274   Hyphenated name
 2275   Single name (e.g., Prince, Madonna)
 2276   Alias
 2277   Agency ID
 2278   CII number
 2279   FBI number
 2280   Court number
 2281   Wild cards
 2282   Soundex (first and last name)
 2283   Phonetically
 2284   Nicknames and monikers
 2285   Driver License Number
 2286   Social Security Number:
 2287     Full
 2288     Partial
 2289   DOB
 2290   Physical descriptions (height, weight)
 2291   Height and weight ranges
 2292   Age range (e.g., 20-25 years)
 2293   Phone number
 2294   Any field or combination of fields




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                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                             C N   A   Comments
2295    System number (internal system generated tracking number)
2296    Scars, Marks, and Tattoos
2297    Sub-category for tattoo descriptors (agency-defined type codes)
       Ability to search business name by partial address and have
2298
       results appear in alphabetical order.
2299   Ability to provide address search capability via:
2300     Exact address
2301     Street name
2302     Business name
2303     Wild cards
2304     Block ranges
2305     Intersections
2306     Common place names
2307     Soundex
2308     Phonetically
2309     Zip code
         Ability for users to enter a street name and then select a block
2310
         number from a corresponding drop down menu.
2311   Interactive Query Features
2312   Ability to support on-line interactive creation of query requests.
       Availability of an on-line help facility to guide an end user through
2313
       the query process.
       Ability for authorized users to perform all system and database
2314   queries from any computer on the system (e.g. mobile or
       desktop).
       Ability for users to create queries and reports without knowing the
2315
       underlying data structure.
       Ability to perform all system and database queries through a web
2316
       browser.


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                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                             C N   A   Comments
 2317 Ability to perform all system and database queries using:
 2318   "Wild cards"
 2319   "String search"
 2320   Soundex or sound-alike algorithm
 2321   Date ranges
 2322   Any field or combination of fields
 2323 Ability to query:
 2324   Any data field with appropriate authority.
 2325   Multiple databases simultaneously.
 2326   Any combination of fields.
2327     All appropriate databases with one query command/request.
2328   Query Return Features
2329   Ability to narrow down searches (search within a search).
       Ability to select any result from a query and drill down for detailed
2330
       information (e.g., hyperlink).
2331   Ability to drill down on query results.
2332   Ability to set default databases for queries.
2333   Ability to save queries for later use.
2334   Ability to save queries to a central "query library."
       Ability for system to support automatic data suppression for
2335
       repetitive data.
2336   Ability to restrict queries that result in large volumes of data by:
2337     Providing a warning of the numbers of records found
2338     Providing a warning of the size of records found
2339     Requesting users to prompt the system to continue the query
2340    Requesting users to prompt the system to cancel the query
       Ability to find a specific call by querying on location, time and/or
2341
       date.




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                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                             C N   A   Comments
       Ability to limit the number of records viewed at a time to some
 2342
       user-defined number.
       Ability to clearly indicate when additional information (e.g. more
 2343
       query returns) is available.
       Ability to export query results into a standard tools (e.g., Access,
 2344
       Excel).
 2345 Ability to identify which query results (e.g. columns) to export.
 2346 Ability to print query returns at any time.
 2347 Ability to easily format query output.
 2348 Ability to design a custom form for query output.
 2349 Ability to direct query results to any printer.
 2350 Ability to direct query results to any terminal.
 2351 Global Report Features
        Ability to produce all standard, pre-defined reports, lists, and
        documents on on-line printers through menu selection. The menu
2352
        should include, but not be limited to, report name, content
        description, and instructions for invoking the report program.
2353      Report name
2354      Content description
2355      Instructions for invoking the report program
        Ability to create standard reports that can be made available to all
2356
        system users.
        Ability to maintain a general library, that is accessible by all
2357
        authorized users, of user-created ad hoc reports.
        Ability for users to put their own queries/reports in a "dash-board"
2358
        for later use.
2359    Ability to generate reports from ad hoc query results.
        Ability to route reports to pre-selected individuals or groups (via
2360
        system or agency email).
        Ability to schedule reports to be automatically created and
2361
        distributed (e.g. by email).



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                             RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                            C N   A   Comments
       Ability to automatically generate user-defined date range reports
 2362
       based on a pre-determined schedule:
 2363    Daily
 2364    Weekly
 2365    Monthly
 2366    Annually
 2367    Based on request
 2368 All standard reports will contain, at a minimum, the following:
 2369    Agency logo
 2370    Report header with department name
 2371    Report author
 2372    Date report was printed
 2373    Date and time range for the contents of the report
 2374    Page number
 2375    Specified search parameters (e.g., district, unit ID, etc.)
 2376 Ability to save reports for subsequent viewing and/or printing.
 2377 Ability to scratch/delete reports after viewing and/or printing.
 2378 Ability to schedule report generating at specified time frames.
       Ability to optionally generate a report in HTML (e.g. for viewing on
 2379
       the intranet or internet).
       Ability to make standard reports available for publishing on the
 2380
       intranet or internet.
 2381 Ability to export all data into each of the following formats:
 2382    ASCII, comma-delineated
 2383    DBF
 2384    Compatible with MS Office Suite
 2385    Map-based
 2386    HTML
 2387    XML
 2388    XTML
 2389    Report Generator
 2390    Rich Text Format



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                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                            C N   A   Comments
 2391    PDF
       Ability to generate reports conforming to CLEARY reporting
 2392
       requirements.
       Ability to generate and print a list of in-custodies from within the
 2393
       RMS.
 2394 Ability to generate reports for distribution to the media.
       Ability to generate and print reports of stolen vehicles for a user-
 2395
       defined date range.
 2396 Global Print Features
       Ability to print all code tables and screens (long and short
 2397
       versions) by ranges.
 2398 Ability to selectively print all system information:
 2399    Print single record
 2400    Print group/all records
 2401    Print all except specific records
 2402 Ability for print report options to include:
         Determine length of report prior to printing (e.g., number of
 2403
         pages)
 2404    Queue reports for later printing
 2405    Select printer
 2406    Select workstation
 2407    Specify number of copies
 2408    Specify page ranges and multiple pages
 2409    Specify portrait or landscape mode, where appropriate
 2410    Cancel report print jobs
 2411 Ability to redact selected reports.
       Ability to print selected reports with user-defined fields “masked”
 2412
       (e.g., redactions).
 2413 Ability to identify redacted fields within a printed report.
 2414 Ability to view all reports in a print preview mode on screen.
 2415 Ability to cancel print if preview not acceptable.
 2416 Mailing Output


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                              RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                               C N   A   Comments
       Ability to mail merge names and addresses into standard notices,
 2417
       letters and forms.
       Ability to mail merge names and addresses into envelope
 2418
       addresses.
 2419 Ability to automatically generate pre-formatted letters.
       Ability to randomly sample cases entered during a user-defined
       time period (e.g. previous month) and automatically generate
 2420 letters to parties involved in those cases requesting feedback on
       the officer's handling of the case (survey would be printed on the
       back of the letter).
        Ability to generate "stolen property validation letters" (e.g. letters
        sent to reporters of stolen property asking if the property has been
2421
        recovered) subject to user-defined business rules (e.g. after 3
        months, the letter would print automatically).

2422    Ability to maintain a log of letters sent out and responses received.
2423    Electronic Forms and Reports
        Ability to generate electronic forms and reports, including, but not
2424
        limited to:
2425      Uniform Washington State Impound Form
2426      Washington Domestic Violence Report
2427      Driver's License Reevaluation
2428      FIR Cards
2429      Washington State Police Traffic/Collision Report
2430      Washington State DUI Form
        Ability to automatically populate forms with any information
2431
        already in system.
2432    Ability to print forms.
2433    Ability to encrypt reports and forms prior for emailing.
        Ability to e-mail a form, report, CAD narrative or case report
2434
        directly from the system using Outlook.



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                            RECORDS MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item # Requirement                                                         C N   A   Comments
 2435 Ability to print completed form and keep a copy online.




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                                FIELD REPORTING SYSTEM FUNCTIONAL REQUIREMENTS
                           Document Table of Contents
 Item #                                Category
       1   Field Reporting: General Functions and Features
      14   MDC Integration
      19   CAD Integration
      21   RMS Integration
      35   JMS Integration
      37   Data Entry
      78   Report Approval
     103   Report Submission
     117   Report Access




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                                              THURSTON COUNTY REGIONAL RMS
                                     FIELD REPORTING SYSTEM FUNCTIONAL REQUIREMENTS

 Item # Requirement                                                                C N   A   Comments
    1   Field Reporting: General Functions and Features
        Ability for reporting software to work on both mobile and desktop
    2
        computers.
           Ability to save reports in progress and resume report at the exact
3
           location in report completion process with no loss of data.

           Ability to work on multiple reports and multiple incidents
    4
           simultaneously and toggle among them at the user's discretion.

           Ability to automatically save incomplete reports at the network
    5      level so that a user can access the report at a later time from a
           computer other than the one used to start the original report.
           Ability to automatically attach supplemental reports to the original
    6
           case report.
           Ability to correlate and track supplemental reports/attachments to
    7
           the original case number.
           Ability to automatically backup report writing system via
    8
           flashcards, disks, etc.
           Ability to input data into any part of the system using the
    9
           automated field reporting system.
           Ability to provide a drop-down list of possible actions relating to a
    10     call (e.g. arrest, vehicle tow, FI) and open necessary templates
           automatically upon selection of an action.
           Ability to access any combination of templates via menus and/or
    11
           dedicated function keys.
           Ability to initiate inquiries into one or more databases from within
    12
           an automated field report.
    13     Ability to provide on-line instructions and help manuals.
    14     MDC Integration



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                                              THURSTON COUNTY REGIONAL RMS
                                     FIELD REPORTING SYSTEM FUNCTIONAL REQUIREMENTS
 Item # Requirement                                                                 C N   A   Comments
        Ability to run multiple applications (mobile, automated field
    15  reporting) on the MDC at the same time, with CAD operations
        having precedence over reporting operations.
        Ability to minimize transmitted data by storing pre-defined data
    16
        entry templates in the MDC.
    17  Ability to quickly minimize field reporting screens.
        Ability to receive dispatch alerts and/or indicators while field
    18
        reporting application is in use.
    19  CAD Integration
           Ability for data from a CAD Incident record to automatically
   20      populate a report (e.g. if enter an incident number into a report, all
           CAD data in system populate the appropriate report fields).
   21      RMS Integration
           Data should be entered one time into system (i.e. there is no
   22
           duplicate data entry).
           All external system query functionality and features available in
   23
           the RMS are available in the field reporting software.
           All fields in the field reporting module have corresponding data
   24
           elements in the RMS application.
           Ability to populate the RMS with information submitted in
   25
           automated field reports.
           Ability to handle multiple case reports (e.g., originals,
   26
           supplementals) per CAD incident.
           Ability to permit users to submit supplemental reports to RMS
   27
           before the original report is submitted to RMS.
           Ability to update data in the RMS application as soon as the report
   28
           approval process is completed.
           Ability to enter, in the field, data required for any incident report
   29
           (e.g. case report, traffic, DUI, etc.)
   30      All forms are available on-line.



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                                              THURSTON COUNTY REGIONAL RMS
                                     FIELD REPORTING SYSTEM FUNCTIONAL REQUIREMENTS
 Item # Requirement                                                                C N   A   Comments
        System must conform with Department of Justice's Global JXDM
    31
        platform.
    32  Ability to print citations in the field.
    33  Ability to print receipt types (i.e., property form).
    34  Ability to pre-populate pre-booking form.
    35  JMS Integration
        Ability to electronically submit a booking slip to the appropriate
    36
        detention center.
    37  Data Entry
    38  Ability to support input via:
    39    Keyboard
    40    Pen-based touch screen
    41    Voice
    42    Touch screen
    43    Card swipe device
    44    Bar code readers
    45  Ability to use drop down menus for selected fields.
        Ability to automatically translate standard offense text entries into
    46
        UCR/NIBRS codes.
        Ability to utilize a single entry approach to populate across reports
    47
        and systems to eliminate redundant data entry.
    48  Ability to define mandatory fields.
    49  Ability to distinguish between mandatory and optional fields.
   50      Ability to prompt for required data fields based on previous entries.
   51      Ability to set a case non-disclosure flag.
   52      Ability to set a person confidentiality flag.
           Ability to automatically prompt for the appropriate report
   53      information based on incident type (sexual assault, domestic
           violence, juvenile cases, etc.).
           Ability to automatically populate report fields with any information
   54
           already in system.

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Page 126
                                               THURSTON COUNTY REGIONAL RMS
                                      FIELD REPORTING SYSTEM FUNCTIONAL REQUIREMENTS
 Item # Requirement                                                                 C N   A   Comments
  55       Ability to automatically populate report with query response data.

           Ability to populate all available information to the current
  56       transaction whenever a person, vehicle or location is identified as
           existing in the system (e.g. address, vehicle description, etc.).
           Ability to override auto population of any data fields other than
  57       system generated fields (e.g. date and time stamps, operator ID,
           etc.).
           Ability to validate name at time of data entry via a name search by
  58
           exact spelling, diminutives, and Soundex search capability.
           Ability to validate address against a master geofile at time of data
  59
           entry.
           Ability to validate data online at point of entry, including, but not
  60
           limited to:
  61         Incident number
  62         Name
  63         Address (reporting district, beat, sector, x/y coordinate)
  64         Crime code (nature of call)
  65         Logical date sequence
  66       Ability to indicate unverified locations.
           Ability to enter an unlimited length of text into free form text and
  67
           comment fields.
  68       Ability to scroll through all free form text and comment fields.
           Ability to utilize standard word processor functions (e.g. spell
  69
           check, cut and paste, etc.) within the report writing process.
  70       Ability to prompt user to check spelling and grammar.
           Ability to attach files to automated field reports, including, but not
  71
           limited to the following file types:
  72         Text
  73         PDF
  74         Image
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                                              THURSTON COUNTY REGIONAL RMS
                                     FIELD REPORTING SYSTEM FUNCTIONAL REQUIREMENTS
 Item # Requirement                                                                C N   A   Comments
    75   Map
    76   Audio
    77  Ability to print files attached to automated field reports.
    78  Report Approval
        Ability to configure the automated field reporting module to
    79
        support agency-specific processes/workflow.
        Ability to support a minimum of three levels of quality assurance
    80
        points:
    81     Author
    82     Supervisor
    83     Final quality assurance
        Ability to electronically route completed reports to a supervisor for
    84
        approval.
        Ability to indicate that a report requires immediate supervisor
    85
        approval (e.g., fast track).
           Ability to automatically prompt supervisors to review and approve
   86
           fast track reports upon the supervisor logging onto the system.

   87      Ability to alert a supervisor logging on of reports not yet approved.
           Ability for authorized personnel (e.g. supervisors) to review and
   88
           approve reports on-line.
           Ability to provide the supervisor the option of approving the report
   89
           or returning the report to an officer for corrections.
           Ability for supervisor to attach electronic notes to the report to
   90
           indicate to the officer areas that need to be corrected.
           Ability to set a system parameter to delete corrective messages
   91
           after a report has been approved by a supervisor.
   92      Ability to identify returned reports.
           Ability to support electronic signature capabilities for report
   93
           approval process.



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                                           THURSTON COUNTY REGIONAL RMS
                                  FIELD REPORTING SYSTEM FUNCTIONAL REQUIREMENTS
 Item # Requirement                                                            C N   A   Comments
        Ability to track the status of reports (e.g. unwritten, incomplete,
    94
        awaiting approval, approved, etc.)
    95  Ability to track the chronology of a report's status changes.
        Ability to display and sort by assigned individual or workgroup the
    96
        status of all reports.
        Ability for users to pull up a list of their outstanding tasks (e.g.
    97
        unwritten reports, reports requiring corrections, etc).
        Ability for supervisors to access their subordinates' lists of
    98
        outstanding tasks.
        Ability to track outstanding reports and generate notifications
    99
        accordingly.
        Ability to track reports that are returned for corrections, as well as
   100
        the nature of the requested corrections.
        Ability to easily navigate between screens associated with a report
   101
        for editing and approval of a report.
        Ability to send a field contact record directly to the RMS without
   102 supervisor approval (e.g. want review to occur at the Records
        level rather than at the field level).
   103 Report Submission
        Ability to support the wireless access of a report by the report
   104 author and the wireless approval of the same report by a field
        supervisor.
   105 Ability to fax reports (e.g. to Prosecutor's Office, etc.).
        Ability to automatically resend lost data packets until automated
   106
        field reporting send is successful.
        Ability to support alternate media upload of automated field
   107 reporting data (docking station, disk, etc.). Note specific mediums
        supported.
        Ability to send confirmation indicating automated field reporting
   108
        upload was completed successfully.
        Ability to save a copy of an active report until the user receives
   109
        confirmation of receipt of data from the RMS.

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                                              THURSTON COUNTY REGIONAL RMS
                                     FIELD REPORTING SYSTEM FUNCTIONAL REQUIREMENTS
 Item # Requirement                                                                 C N   A   Comments
           Ability to automatically maintain a log of automated field reporting
  110
           transactions, including, but not limited to the following information:
  111        User name
  112        User ID
  113        Terminal ID
  114        Date and time of transmission
  115        Report ID
  116      Ability to approve reports online by designated personnel
  117      Report Access
  118      Ability to access all reports from the field.
           Ability to electronically route unapproved reports to specific
  119      individuals, roles, people and groups, based on the following, but
           not limited to:
  120       Checkboxes indicating to where the report is to be distributed
  121        Email addresses
  122        User-defined criteria (e.g. crime type, unit, etc.).
           Ability to stamp/watermark field reports that have not been
  123
           approved, yet are available for viewing.
           Ability to create and maintain distribution lists based on user-
  124
           defined criteria.
           Ability to electronically route approved reports to specific
  125      individuals, roles, people and groups, based on the following, but
           not limited to:
  126       Checkboxes indicating to where the report is to be distributed
  127        Email addresses
  128        User-defined criteria (e.g. crime type, unit, etc.).
           Ability to access and update submitted automated field reports
  129
           from the field prior to report approval.



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                                         THURSTON COUNTY REGIONAL RMS
                                FIELD REPORTING SYSTEM FUNCTIONAL REQUIREMENTS
 Item # Requirement                                                        C N   A   Comments
        Ability to query information in an uncompleted or unapproved
   130
        report.
        Ability to save a copy of an active report until such time as an
   131 acknowledgement has been received by the officer from the RMS,
        confirming the receipt of the report data.
        Ability to automatically log AFR transactions, including, but not
   132
        limited to, the following information:
   133    User name
   134    User ID
   135    Terminal ID
   136    Date and time of transmission
   137    Report ID
   138 Ability for designated personnel to approve reports online.
        Ability to allow other users query access to the information in an
   139
        uncompleted or unapproved report.




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                               Document Table of Contents
 Item #                                    Category
       1   General JMS Functions and Features
      25   Inmate Booking
     166   Inmate Release
     201   Mugshot System Requirements
     248   Sentencing
     312   Inmate Property Tracking
     378   Inmate Alerts
     405   Inmate Classification
     429   Inmate Housing
     449   Visitor Tracking
     495   Inmate Incidents
     578   Jail Activity Log
     596   Event Scheduling
     637   Facilities Management
     709   Invoices for Inmates Housed on Behalf of External Agencies
     735   Trustee Management
     755   JMS Queries and Reports

Item #     Requirement                                                              C N   A Comments
   1       General JMS Functions and Features
   2       Ability to support jails for multiple agencies.
           Ability to collect all data required to comply with Washington state
   3
           mandated jail reporting requirements.
           Ability to control the order of information entry by an agency-
   4
           defined predetermined sequence.
   5       Ability to designate mandatory fields.
           Ability to reject an entry if it is inconsistent with requirements for
   6
           data entry.
           Ability to present an error message indicating the reason an entry
   7
           was rejected.




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Item #     Requirement                                                           C N   A Comments
           Ability to return to a previously processed screen to add optional
     8
           information.
           Ability to return to a previously processed screen to modify
     9
           previously entered information.
           Ability to prevent modification of previously stored information if
10
           the modification is inconsistent with requirements for data entry.
           Ability to cancel, with one key stroke, an action at any time prior
     11
           to completion of the action.
           Ability to autopopulate all date and time fields with date and time
     12
           stamp (e.g. booking date and time or release date and time).
           Ability to override date and time stamp if making a retroactive
     13
           entry.
           JMS application is NCIC-compliant at both the application and
     14
           field levels.
           Ability to provide updates to maintain system compliance with
     15
           NCIC standards at no cost to agencies.
           Data should be entered one time into system (i.e. there is no
     16
           duplicate data entry).
     17    Ability to provide values for NCIC fields.
           Ability to selectively remove a booking record and all associated
     18    records including, but not limited to events, alerts, hazards, and
           incident reports.
           Ability to retrieve all records that reference a booking number,
           case number or citation number for which a booking is to be
     19
           removed and expunge all references to the named individual.
           This may include redacting incident narratives.
           Ability to access C-Track from within JMS (e.g. to see court
     20
           orders, sentencing, bail amounts, etc.).
     21    Ability to access ACCESS/NCIC/WACIC from within JMS.
     22    Ability to access API from within JMS.



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Item #     Requirement                                                           C N   A Comments
           Ability to update MNI with all person information collected in the
   23
           JMS.
   24      Ability to expunge booking records.
   25      Inmate Booking
   26      General Inmate Booking Features
           Information contained in the JMS is linked to all other RMS
   27      modules with person information to eliminate the potential for
           duplicate entry of name information.
           Ability for booking and release information to automatically update
   28
           the MNI.
           Ability to indicate to the booking officer the current status of a
   29      booking, and identify outstanding information/tasks required to
           complete the booking process.
           System must conform with Department of Justice's Global JXDM
   30
           platform.
           Ability to accommodate multiple bookings occurring at the same
   31      time by the same person either on one workstation or on multiple
           workstations.
   32      Ability to accept an electronic pre-booking slip.
           Ability to populate initial booking screen with information from the
   33
           electronic booking slip.
           Ability to retrieve information already in system (e.g. CAD or RMS)
   34
           and populate corresponding fields in the JMS.
           Ability to search JMS records to determine if a person is already in
   35
           the system.
           Ability to selectively re-use information from a past booking for the
   36
           same person.
   37      Ability to override any value in any pre-populated field.
           Ability for system to flag auto-populated data fields, and then
   38
           remove the flag once the user accepts the information.
           Ability to delete a booking made in error (with appropriate security
   39
           level).


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Item #     Requirement                                                               C N   A Comments
   40      Ability to record a reason for the booking deletion in the audit trail.

           Ability to generate a report showing deleted bookings for a user-
   41
           defined date and time range and includes the following fields:
   42       Booking number
   43       Booking name
   44      Operator ID/name
   45       Time and date stamp
   46       Reason for deletion
           Ability to store photos from external sources and link them to
   47
           corresponding booking records.
   48      Ability to transfer booking information to AFIS for fingerprinting.
   49      Data Entry
           Ability to maintain the following booking information including, but
   50
           not limited to:
   51       Name (Last, First, Middle, Suffix)
   52       AKAs (unlimited)
   53       Address (multiple)
   54       Billable Agency (multiple)
   55       Billing start date
   56       Billing end date
   57       Telephone Numbers (multiple)
   58       Date of Birth
   59       Place of Birth (City, State, County)
   60       U.S. Citizen (yes/no)
   61       Alien registration number (if not U.S. Citizen)
   62       Social Security Number
   63       Gender
   64       Race
   65       Hair Color


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Item #     Requirement                                                             C N   A Comments
   66       Hair Style
   67       Hand preference
   68       Speech (stutter, lisp, etc.)
   69       Complexion
   70       Eye Color
   71       Eyeglasses or contact lenses
   72       Teeth (e.g. dentures, missing teeth)
   73       Height (feet and inches)
   74       Weight
   75       Scars, Marks, Tattoos (multiple)
   76       Type of mark selected from vendor-supplied NCIC list
   77       Description of mark (free text field)
   78       Location of mark selected from vendor-supplied NCIC list
   79       Date and time of arrest
   80       Arresting Agency
   81       Arrest Location (Address and Common Place Name)
   82       Arrest Charge (multiple)
   83       Warrant number (multiple)
   84       Citation number (multiple)
   85       Arresting officer's department and ID
   86       Transporting officer's department and ID
   87       Driver's license Number
   88       Driver's license State
            Special Identifiers (i.e. career criminal, sex offender) that can be
   89
            selected from a user-defined drop down list)
   90       Gang affiliation
   91       Police RMS case number
   92       Date and time booked
   93       Booking officer's ID
   94       Booking officer name
   95       Searching Officer's ID
   96       Searching Officer's Name


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Item #     Requirement                                                             C N   A Comments
    97       Search Type (e.g. )strip, pat, cavity, etc.
    98       Local Jail ID number
    99       Temporary number for unidentified prisoners
   100       Permanent number for identified prisoners
   101       Booking ID number
   102       Emergency contact information
   103       Name (Last, First, Middle, Suffix)
   104       Relationship
   105       Address
   106       Telephone Numbers (multiple)
   107       Education level completed
   108       Ability to speak and understand English
             Primary language (select from user-defined drop down list;
  109
             default value = English)
  110        Occupation
  111        Employer (multiple)
  112        Name
  113        Address
  114        Telephone Number
  115        Highest level of education or last grade completed
  116        FBI number
  117        AFIS number
  118        State of Washington Identifier number
           Ability to maintain and display address history, identifying the last
  119
           known address.
  120      Ability to maintain a history of photos, along with date taken.
           Ability to merge temporary with permanent local Jail ID number if
  121      an unidentified subject is identified as a subject already in the
           system with an existing local Jail ID number.
           Ability to notify appropriate personnel when merging names and
  122
           not allow direct name changes.




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Item #     Requirement                                                                C N   A Comments
           Ability to enter an ID number and have the associated name
  123
           autopopulate from the information associated with the ID number.
           Ability to query police RMS Master Name Index (MNI) files to
  124
           assist in identification match criteria.
           Ability to validate name at time of data entry via a name search by
  125
           exact spelling, diminutives, and Soundex search capability.
           Ability to automatically run ACCESS query as part of the booking
  126
           process.
           If a search identifies a prior detention history, JMS shall display
           booking numbers and release dates for each incarceration, with
  127
           the ability to drill down for additional information, including, but not
           limited to:
  128         Identification Number
              Charge (or charges) for which the most recent prior detention
  129
              was imposed
  130         Housing classification (or classifications)
              Medical history - if specific user-defined medical conditions
  131
              appear in the prior history
  132         Discipline record - for the most recent prior detention
  133         Special situations
           Ability to automatically populate with prisoner name and pertinent
  134      booking information, generate and print the following forms (e.g.
           for prisoner signature)
  135         Financial affidavit form
  136         Medical release form
  137         Rights statement form
  138      Booking Sheets and Identification Bracelets
           Ability to generate booking sheets with agency-defined
  139
           information.



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Item #     Requirement                                                         C N   A Comments
           Ability to generate transport sheets with agency-defined
  140
           information.
           Ability to generate identification bracelets with agency-defined
  141
           information.
  142      Ability to print mugshots on booking sheets.
  143      Ability to print mugshots on identification bracelets.
  144      Ability to print mugshots on transport sheets.
           Ability to generate booking labels with agency-defined information
  145
           (e.g. for booking file identification).
  146      Weekenders/Work Release Inmates
           Ability to treat the booking of a weekender/work release inmate in
           an identical manner to that of a booking for a standard, continuous
  147      incarceration, except that the booking officer shall be able to
           indicate that the sentence is to be served on a discontinuous
           basis.
           Ability to automatically set a timer for the weekender/work release
  148
           inmate's return to custody.
           Ability to treat the booking of an inmate into the DUI Alternative
           Program in an identical manner to that of a booking for a
  149      standard, continuous incarceration, expect that the booking officer
           shall be able to indicate that the sentence is to be served in an
           agency-specified alternative housing unit.
           Ability to track an inmate temporarily located outside the jail
  150
           facility.
           Ability to automatically generate a list of weekenders/work
  151      release/work crew/DUI Alternative Program commits on a user-
           defined schedule.
  152      Daily Booking Log
           Ability to prepare a daily booking log listing all inmates booked
  153
           during a user-defined period.
           Ability to capture and maintain the following information in the
  154
           daily booking log:


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Item #     Requirement                                                            C N   A Comments
   155      Name - last, first, middle, suffix
   156      Jail ID number
   157      Booking number
   158      Booking date
   159      Booking time
   160      Arresting agency
   161      Date of birth
   162      Sex
   163      Race
   164      Charge(s)
   165      Sentenced (yes or no)
   166     Inmate Release
   167     General Functions and Features
           Ability to display to the release officer the current status of a
  168      release and identify outstanding information/tasks to complete the
           release process.
           Ability to process the release of inmates for agency-defined
  169
           reasons, including, but not limited to:
  170        Time limit without arraignment has run
  171        Court authorized
            Custody of inmate transferred to another agency, including
  172
            Electronic Surveillance Program, Home Arrest, Probation, etc.)
  173        Escape
  174        Remanded to prison
           Ability to automatically notify a user-defined list of people (e.g.
  175      investigating officer) if an inmate is released because time limit
           without arraignment has been exceeded.
           Ability to guide the user through the release process to ensure
           that all appropriate release criteria and actions have been taken.
  176
           This shall include notification to the user of missing items/actions
           and/or release criteria problems.


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Item #     Requirement                                                              C N   A Comments
           Ability to use electronic checklist type of prompts/workflow for the
  177
           release process to verify that all steps have been completed.
           Ability to display for releasing officer any applicable alerts related
  178
           to inmate's release (e.g. victim notification, etc.).
           Ability to record and track holds in the system to be checked upon
  179
           release,
           Ability to prevent release of inmate without verifying that there are
  180
           not any holds placed on that inmate.
           Ability to verify that all conditions of release have been met before
  181
           release is allowed.
           Ability to automatically run ACCESS query on all names contained
  182      in the booking and check conditions upon initiation of the release
           process.
           Ability to capture electronic signature from inmate and officer for
  183
           release of property and for receipt of check if one is produced.
           Ability for inmate to electronically sign acknowledgement of
  184
           release conditions upon being released from the facility.
           Ability to identify if medicines need to be turned over to inmate
  185      and provide a list of current medications and medical instructions
           upon being released.
           Ability to bill for charges at time of release (pay to stay,
  186      outstanding medical) and create billing paperwork for outstanding
           fees.
           Ability to balance and close inmate's cash account and return the
  187
           balance via an automatically printed check (e.g. before release).
           Ability to create and print an inmate release form that contains
  188
           agency-defined fields and formatting.
           Ability for release of inmate to unencumber the inmate from
  189
           housing location.
  190      Ability for release of inmate to trigger flag to release property.


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Item #     Requirement                                                            C N   A Comments
           Ability to generate letter to sentencing court of proof of inmate
  191
           sentence completion, including:
  192        Name
  193        Date of Birth
  194        Court Case Number
  195        Days Completed
  196        Charges
           Ability for selected individuals, based upon security privileges, to
  197      reverse or restore a release made in error and include an audit
           trail.
  198      Victim Notification
           Ability to record contacts and attempted contacts to victims (date,
  199
           time, phone number, contact name, notes).
           Ability to print notification to send to victim(s) and law enforcement
  200
           agency(s).
  201      Mugshot System Requirements
  202      Mugshot General Functions and Features
           Ability to automatically store all photos taken on the mugshot
  203      system and incorporate them into the jail management system
           data as the main photo(s).
           Ability to accept photos taken at a remote location (e.g. police
  204
           station, field, etc.)
           Ability to capture and store photos taken while the system is down
  205
           for later upload into system.
  206      All photos are digital.
  207      All photos are color photos.
           Ability to link all identifying numbers (e.g. booking, local Jail ID,
  208
           MNI, etc.) to a photo.
  209      Ability to link mugshot to MNI.
  210      Ability to display image prior to taking photo.
  211      Ability to display photo after image capture.
  212      Ability to accept photo or retake photo.


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                                    JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                           C N   A Comments
           Ability to take multiple photos associated with one arrest (e.g.
  213
           profile, front, SMT, etc).
           The mugshot system is seamlessly integrated with the JMS,
  214
           including, but not limited to, the ability to:
  215       Autopopulate the mugshot database with booking information
  216       View mugshots with an inmate's record
            Automatically associate all images with a specified inmate's file,
  217
            along with the date and time at which it was recorded
  218       Print a mugshot for an inmate's bracelet
           The mugshot system is seamlessly integrated with the Police
  219
           RMS, including, but not limited to, the ability to:
            Display the most recent mugshot when a query returns an MNI
  220
            record
  221       Show if other photos are available
  222       Drill down and view other associated photos
  223      Physical Demographic Indexing
           Ability to automatically index physical demographics associated
  224
           with a mugshot, including, but not limited to:
  225       Name (first, middle, last)
  226       Alias (multiple)
  227       Moniker
  228       Sex
  229       Date of Birth
  230       Height
  231       Weight
  232       Eye Color
  233       Hair Color
  234       Skin Color
  235       SMT type
  236       Case report
  237       SMT description


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Item #     Requirement                                                           C N   A Comments
   238       Other agency-defined identifiers
           Ability to search for a mugshot based on any identifying
  239
           information using any combination of fields.
  240      Ability to search through multiple SMTs associated with a person.
           Ability to create a photo history (e.g. print all photos associated
  241
           with a name).
  242      Scars, Marks, Tattoos
  243      Ability to store photos of SMTs.
  244      Ability to link photos of SMTs to the MNI.
           Ability to search for SMTs by type and location using keywords or
  245
           descriptive phrases.
  246      Ability to associate all SMT photos with a specified inmate's file.
           Ability for system to differentiate images of scars, marks, and
  247
           tattoos from images of mugshots.
  248      Sentencing
  249      Sentence Tracking
  250      Ability to track multiple court appearances by:
  251        Date
  252        Time
  253        Location
  254        Type (Civil, Criminal)
           Ability to allow for recording of all judgment and sentence-related
  255
           data received from the court, including:
  256        Institution sentences
  257        Short-term inmate information
  258        Tied to release
  259        Automatic notification processes
  260        Other user defined data
  261      Ability to input sentence data in either hours or days.




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Item #     Requirement                                                         C N   A Comments
           Ability to view historical changes to inmate sentences including an
  262      audit trail of changes to include date changed, who changed and
           disposition authority.
           Ability to support segmented incarceration under the same
  263
           booking event (e.g., temporary release process).
  264      Ability to amend sentencing data.
  265      Release Date Calculation
           Ability of algorithm for release date calculations to be user
  266
           maintainable and definable.
           Ability to automatically calculate release date per charge
  267
           considering:
  268       Sentence, including concurrent and/or consecutive sentences.
  269       Credit for time served
  270       Good time" credits and debits
  271       Work time" credits and debits
  272       Other agency-defined sentence modifications
  273      Ability to calculate earliest release date based on all charges.
  274      Ability to calculate both consecutive and concurrent sentences.
  275      Ability to calculate days served to date.
  276      Ability to calculate total time served.
  277      Ability to override the calculated release dates.
  278      Ability to track and use inmate in-custody credit.
           Ability to re-calculate release dates based on new circumstances
  279
           (e.g., new or amended sentence).
           Ability to allow authorized personnel to override any release date
  280
           adjustment.
  281      Bail and Fine Processing
           Ability to track bail conditions for each court file. A court file may
  282
           have one or more charges associated to it.
  283      Ability to indicate if a charge is bailable.


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Item #     Requirement                                                              C N   A Comments
   284     Ability to compute bail:
   285       By agency
             Based on agency-defined code table of charges and associated
  286
             bail amounts
  287      Ability to override preset bail amounts.
           Ability to calculate per charge bail and total bail (amounts
  288
           represent cash and or bond).
           Ability to enter conditions of bail (e.g. surety bond, appearance
  289
           bond, cash only, or a combination of the above).
           Ability to accept a bail transaction at any time while an inmate is in
  290
           custody, prior to a conviction.
  291      Ability to indicate that bail was received.
           Ability to maintain the following information required to process
  292
           bail:
  293        Name of person or bonding company posting the bail
  294        Amount of bail posted (partial or complete)
             Charge or charges against which the amount of bail is to be
  295
             applied - in order of application to bail amounts
  296        Bond number
             Department ID of booking officer accepting the bail (system
  297
             generated)
  298        System time stamp of date and time of bail posting
  299      Ability to print bail receipts in sequential order.
  300      Ability to track how bail was received (e.g. cash or credit).
           Ability to comply with Federal IRS reporting guidelines when cash
           bail exceeding $10,000 is received by automatically generating the
  301
           appropriate IRS reporting form for mailing to the appropriate IRS
           location.
  302      Fine Processing
           Ability to track fines if the sentence condition for a charge is a fine.
  303
  304      Ability to perform the following for each charge:


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Item #     Requirement                                                          C N   A Comments
   305       Enter a fine and/or a sentence
   306       Enter a fine amount per day if the charge involves a fine.
   307       Automatically calculate the fine rate per day
             Manually change the fine rate per day and calculate the
  308
             corresponding sentence time
  309        Apply days in jail to fine
           Ability to subtract from a fine an amount dependent on days
  310
           already served.
           Ability to subtract from sentence a number of days dependent on
  311
           amount of fine paid.
  312      Inmate Property Tracking
  313      Data Entry
           Ability to populate property entry screen with the following booking
  314
           header information:
  315        Local Jail ID Number
  316        Name
  317        Booking number
           Ability to prevent user from changing booking header information
  318
           in property entry screen.
           Ability to gather and maintain property information, including, but
  319
           not limited to, the following:
  320        Inmate name (last, first, middle)
  321        Booking Number
  322        Local Jail ID Number
  323        MNI Number
  324        Date, time received and released
  325        Location type (multiple)
  326        Location number (multiple)
  327        Money total amount
  328        Item (multiple) - code table per UCR standards
  329        Description (multiple)



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Item #     Requirement                                                           C N   A Comments
   330       Quantity (multiple)
   331       Booking Officer
   332       Comments
   333     Inmate Property Tracking
   334     Ability to track property by location.
           Ability to utilize pre-numbered locker and bulk/bin numbers and
  335
           reuse numbers as available.
           Ability to track excess property (e.g. property kept in a separate
  336
           storage building because it will not fit in jail lockers).
           Ability to display during data entry the next available property
  337
           location locker and/or bin.
           Ability for user to select next available location or override with
  338
           another location.
  339      Ability to indicate if property is stored outside of jail.
  340      Ability to track available locker and bulk/bin numbers.
           Ability to assign multiple bulk/bin numbers for large/numerous
  341
           items by inmate.
  342      Ability to indicate verification of dollar amounts (monies).
  343      Ability to inventory each item of property from each inmate.
           Ability to indicate the location at which an inmate's property is
  344
           stored (onsite and offsite).
  345      Ability to automate property inventory.
           Ability to provide bar coding capabilities for both inmate property
  346
           and inventory control.
  347      Ability to automate inventory of available storage locations.
           Ability to "mass move" an inmate's property (e.g. if recorded
  348
           wrong storage location).
           Ability to generate and print a report showing a history of an
  349      inmate's property locations (e.g. similar to a chain of custody
           report).




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Item #     Requirement                                                           C N   A Comments
           Ability to generate and print a report with agency-defined content
  350      and format of property received from an inmate at intake and
           indicate the inmate's agreement with the list.
           Ability to generate a list of abandoned property items in property
  351
           for letter generation.
  352      Property Release
  353      Ability to track the release of inmate‟s personal property.
           Ability to track the release of property from the property unit by
  354
           release codes (e.g., officer removal to use as evidence).
           Ability to process a partial release of property (e.g. keys),
  355
           including, but not limited to:
  356        Property released
  357        Date and time of release
  358        To whom released
           Ability to generate property receipt for release of property,
  359      including a partial release (e.g. to evidence or keys), along with
           the ability for agency to:
  360       Define the format and content of inmate property intake report
  361       Print the report
  362
           Ability to generate a hard copy of items issued/returned to inmate.
  363      Inmate Cash
           Ability to establish a cash account for every inmate booked into
  364
           the system, even if the inmate has no cash to deposit in it
           Ability to link a bar code on the inmate's bracelet to the inmate's
  365      cash account so that the inmate can swipe the bar code to pay for
           phone calls, commissary items, medical bills, etc.
           Ability to track each addition to, deduction from, or adjustment to
  366
           an inmate's account, or a facility account.



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                                     JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                             C N   A Comments
           Ability to generate a sequential list of all transactions in an
  367
           inmate's account, or a facility account., including the following:

  368       Time and date of the transaction (system generated time stamp)
             The department ID of the booking officer making the transaction
  369
             (system generated)
  370        The reason for the transaction
             Transaction number, which can be used to resolve problems
  371
             with inmate's or a facility account balances
  372      Ability to generate and print cash receipts for any transaction.
           Ability for users to reverse, void or correct cash transactions with
  373
           supervisor approval.
           Ability to maintain an audit trail for reversed, voided, or corrected
  374
           cash transactions.
           Ability to generate automated shift balance reports for booking,
  375
           cashier and release officers.
           Ability to allow for negative cash balances in inmate cash
  376
           accounts.
           Ability to input adjustments to inmate accounts including
  377
           errors/mistakes, money back (if any), trusty pay penalty, etc.
  378      Inmate Alerts and Hazards
           Ability to set and maintain alerts on an inmate, including, but not
  379
           limited to:
  380        Combative
  381        Escape risk
  382        Suicide risk
  383        High profile
  384        Medical issues
  385        Mental health issues
  386        Officer safety issues
  387        Physical health issues


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                                     JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                               C N   A Comments
   388       Free form text field
   389       Phone restrictions
   390     Ability to associate the following with an alert:
   391       Type of alert
   392       Reason for the alert
   393       Start date for the alert
   394       Alert expiration date
           Ability to include alerts in any printed or electronically displayed
  395
           inmate list.
  396      Ability to include alerts in any screen reference to the inmate.
           Ability to alert a user if inmate has a previous medical history, the
  397      system can alert the user when a previous dangerous condition
           has not been recorded during the current booking.
  398      Ability to create a "keep separate" alert.
           All hazards associated with an inmate are displayed on any
  399
           screen or report associated with that inmate.
           Ability to easily retrieve and view active hazards associated with
  400
           an inmate.
           Ability to drill down from a display of active hazards to view past
  401
           hazards for an inmate.
           Ability to drill down into a hazard (active or past) to view additional
  402
           information on that hazard.
           Ability to view beginning and expiration dates for all hazards
  403
           (active or past).
           Hazards are linked to the MNI so that a name index query return
  404      displays hazards associated with an inmate (past or present
           inmate).
  405      Inmate Classification
           Ability to provide a preliminary risk assessment capability that
  406
           includes booking officers‟ observations.




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                                   JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                           C N   A Comments
           Ability for agency to define a set of classification questions that
  407      include yes/no, open-ended, and drop down list selection
           responses.
           Ability to configure system so that it automatically assign points to
  408
           classification responses.
           Ability for agency to define the algorithm that generates
  409      classification codes recommendations based on responses to the
           classification questions.
           Ability to incorporate WASPC classification model into
  410      classification schema, along with the ability to modify the schema
           at the agency level.
           Ability for system to prompt for answers to classification
  411
           questions.
           Ability to require an explanation (e.g. comment field) when a "yes"
  412
           answer is selected for a classification question.
           Ability for user to supplement responses to classification questions
  413
           with narrative text entry (e.g. explanations).
           Ability to enter information on an inmate indicating the inmate
  414
           should not associate with other specific prisoners.
           Ability to store "keep separate" information in the MNI so that the
  415      information appears every time a search is conducted on that
           person.
           Ability to recommend an agency-defined classification (e.g.
  416      max/trustee/general/etc.) based on the responses to the
           classification questions.
  417      Ability to override system classification recommendation.
           Ability to force entry of justification (free-text narrative) when
  418
           system classification is overridden.
           Ability to reclassify an inmate and maintain an audit trail of the
  419
           reclassification, including:
  420        Date/time stamp of status change
  421        Officer ID/Name


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                                      JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                                 C N   A Comments
             Reason for reclassification (e.g. release, housing change,
  422
             classification change, etc.)
           Ability to maintain a history of the inmate‟s classification for all
  423
           bookings, present and past.
  424      Ability to schedule periodic re-classifications of inmates.
  425      Ability to accept an unlimited number of reclassifications.
           Ability to maintain an audit trail of all classification and
  426
           reclassification actions
  427      Ability to record notes on classification and placement.
  428      Ability to track a classification appeal filed by an inmate.
  429      Inmate Housing
           Ability to set up and maintain all housing options for an inmate
  430      (e.g. holding cells, off-site locations, alternative programs, other
           jails).
           Ability to place a cell out of service with a reason code and an out
  431
           of service begin and end date.
  432      Ability to place a cell back into service.
           Ability to identify and display all available beds within a facility that
  433      meet the inmate‟s needs (i.e., in terms of classification, special
           handling needs, alerts, etc.).
  434      Ability for booking officer to assign inmate to a unit, cell and bed.
           Ability to prohibit any inmates that should be kept separate from
  435
           being placed in the same housing unit.
           Before accepting a housing location, ability for system to
           automatically check inmate records for the housing location
  436
           against the inmate(s) to be housed for any restrictions including,
           but not limited to:
  437       "Keep separate"
  438       Co-defendant
  439       Gang restrictions
  440       Enemies


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                                      JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                               C N   A Comments
   441       Collaborator
           Ability to alert user if a person an inmate should be kept separate
  442
           from is currently in custody.
  443
           Ability to alert the classification officer of any housing restrictions

  444      Ability to require an explanation if the classification officer chooses
           to place an inmate in a location deemed unsuitable by the system.
           Ability to change assignments of facility, unit, cell, and/or bed, and
  445
           record the reason for the change.
  446      Ability to link cell mates as associates in the MNI.
  447      Ability to track the location of an inmate at all times.
           Ability to maintain a history of an inmate‟s cell and bed
  448
           assignment for all bookings, present and past.
  449      Visitor Tracking
  450      Ability to manage both personal and professional visits

  451
           Ability to track professional visitors separately from social visits.
  452      Ability to track professional visitors by type.
           Ability to maintain any special rules regarding visits to an inmate
  453
           (e.g., no children, no contact, victims, etc.).
           Ability to display entry fields based on type of visitor (e.g. attorney
  454
           vs. spouse)
           Ability to record visitor data, including, but not limited to the
  455
           following:
  456        Name (first, middle, suffix)
  457        Visitor type
  458        Name of firm (professional visits only)
  459        Bar Card Number (professional visits only)
  460        Address
  461        Phone number



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                                     JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                            C N   A Comments
            Government issued ID number (e.g. Driver's License, ID
  462
            number)
  463       Name of inmate to be visited
  464       Date and time of visit
  465       Housing location
  466       Relationship (selected from a user-maintained list)
  467       Date of birth
  468       Social Security Number
  469       Date visit was authorized
  470       Department ID of the person authorizing the visits
  471       Access level (personal visits only)
  472       Other user-defined fields
  473      Ability to run wants and warrant checks on visitors via ACCESS.
  474      Ability to maintain lists of authorized visitors for each inmate.
  475      Ability to maintain lists of prohibited visitors for each inmate.
           Ability to check visitors against lists of authorized and prohibited
  476
           visitors.
           Ability to maintain a list of visitor (s) who are prohibited from
  477
           visiting any inmate, along with the reason.
  478      Ability to decline a visit.
  479      Ability to require the following information for a declined visit:
  480        Reason visit was declined
  481        Declining officer ID/name
  482        Date/time stamp
  483      Ability to view history of visitors by:
  484        Visitor name
  485        Inmate name
  486        Date
  487        Date range
  488      Ability to search on the following:


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                                   JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                          C N   A Comments
   489       Name of inmate to be visited
   490       Date and time of visit
   491       Date of birth
   492       Social Security Number
   493       Date visit was authorized
           Ability to track inmate phone calls (e.g. via an interface to the
  494
           phone system).
  495      Inmate Incidents
  496      Incident Data Collection
           Ability to record information on all incidents involving any inmate,
  497
           including, but not limited to:
  498        Incident tracking number
  499        Inmate involved (multiple)
  500          Name
  501          Identification number
  502          Role in incident
  503        Staff involved (multiple)
  504          Name
  505          Department ID
  506          Role in incident
             Incident type selected from agency-maintained list (e.g. medical,
             psychiatric, violent behavior, criminal act, other disciplinary
  507
             matter, refusal to accept a meal, refusal to accept medicine,
             telephone call, etc.).
  508        Date and time of occurrence
  509        Onset
  510        Completion
  511        Incident narrative
  512        Violation (multiple)
  513          Violation type code
  514          Violation description


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                                             THURSTON COUNTY REGIONAL RMS
                                    JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                           C N   A Comments
   515       Condition of discipline
   516       Programs required as a result of the incident
   517       Date and time stamp of incident entry into the system
   518       Disposition
   519     Ability to incorporate spell check into incident narrative.
           Ability to record the following additional information regarding an
  520
           inmate if incident is a medical or psychiatric incident:
  521        Treatment
  522        Person providing treatment
  523        Detention facility or hospital to which inmate is transferred
  524        Ambulance company making the transfer
           Ability to record the following additional information regarding an
  525
           inmate if incident is a behavior problem incident:
  526        Nature of problem
  527        Summary of injuries
           Ability to record the following additional information regarding an
  528
           inmate if incident is a telephone incident:
  529        Telephone number called (with area code)
  530        Name of person called
  531        Relationship to person called
           Ability to enter supplemental reports associated with an original
  532
           incident report.
           Ability to print an incident report containing agency-defined
  533
           content and format.
  534      Incident Tracking
  535      Ability to assign a unique sequential number to each incident.
           Ability to record incidents in the booking records of all involved
  536
           inmates.
  537      Ability to link incidents to the daily jail activity log.
  538      Violation Tracking
  539      Ability to associate multiple violations with a single incident.



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                                     JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                             C N   A Comments
  540      Ability to track hearings and outcomes associated with violations.
           Ability to print an inmate violation notice containing agency-
  541
           defined content and format.
           Ability to track notice to and acknowledgement by an inmate of a
  542
           violation.
  543      Ability to record:
  544        Notes related to violation investigation
  545        Notes related to hearing officer review of violation
             Outcome of violation hearing (e.g. lock down time, loss of good
  546
             time, etc.)
             Date and time stamp of when notes were entered into the
  547
             system
           Ability to record outcome of violation hearing on both the inmate
  548
           record and the jail activity log.
           Ability to automatically notify programs staff of violation hearing
  549
           outcome if inmate attendance is required in a program class.
           Ability to record whether punishment is accepted or appealed, with
  550
           accepted being the default value.
  551      Ability to record final appeal decision.
  552      Disciplinary Hearings
  553      Ability to support scheduling of disciplinary hearings.
  554      Ability to maintain a schedule of inmate-related proceedings.
           Ability for system to automatically calculate and schedule an initial
  555
           hearing deadline date.
  556      Ability for supervisor to override a hearing deadline date.
  557      Ability to track hearing deadline date overrides.
           Ability to maintain a record of inmate-related proceedings,
  558
           including:
  559        Time and date of proceeding
  560        Location of proceeding


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                                     JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                              C N   A Comments
   561       Type of proceeding
   562       Result of proceeding
   563     Grievances
           Ability to create and track grievances, including, but not limited to,
  564
           the following information:
  565        Facility
  566        Inmate name and ID
  567        Grievance number
  568        Complaint type
  569        Complaint description
  570        Desired outcome
  571      Ability to categorize grievances by user-defined categories.
           Ability to scan and electronically attach inmate grievance paper to
  572
           a grievance incident.
  573      Ability to record a decision regarding an inmate's grievance.
  574      Ability to notify inmate of grievance decision.
           Ability to date and time stamp inmate notification of grievance
  575
           decision.
           Ability to track inmate appeal of grievance decisions and support
  576
           the corresponding investigation and review process.
  577      Incident Reporting
  578      Jail Activity Log
  579      Ability for each facility to maintain its own jail activity log.
           Ability to record the following information on each jail activity log
  580
           entry:
  581        Time and date stamp of entry.
  582        Department ID of person making entry
  583        Terminal ID where entry made
  584        Activity category (from a user-defined list)
  585        Inmate name, if entry pertains to an inmate
  586        Narrative (e.g. comments on entry)
  587        Observation notes


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                                              THURSTON COUNTY REGIONAL RMS
                                     JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                           C N   A Comments
             Ability to record a user-defined category or code related to each
  588
             note.
           Ability to make additional notes to a log entry as addendums to
  589
           the original entry.
  590      Ability to track and view chronological notes by:
  591        Person entering.
  592        Date and Time
  593        Category
  594        Housing area
  595        Booking number
  596      Event Scheduling
  597      Ability to maintain a schedule of inmate events.
           Ability to maintain the following information for each scheduled
  598
           event:
  599        Event type
  600        Date and time of event
  601        Inmate
  602        Jail ID number
  603        Booking number
  604        Officer name/ID entering event
  605        Date and time stamp of entry
  606        Comments
  607        Event status (e.g. scheduled, on-going, closed, etc.)
  608      Ability to track events over time (e.g. view history).
  609      Ability to enter a recurring event in the schedule.
  610
           Ability to track housing inspections including, but not limited to:
  611       Cleanliness
  612       Sanitation
  613       Contraband
  614       Damage



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                                              THURSTON COUNTY REGIONAL RMS
                                     JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                              C N   A Comments
   615      Other user-defined fields.
   616     Daily Worksheets
           Ability to determine which inmates are scheduled each day for
  617
           events including, but not limited to:
  618       Court appearances
  619       Medical, dental and psychiatric appointments
  620       Release
  621       Transportation
  622       Work furlough
  623       Work release programs

  624      Ability to prepare lists of inmates with scheduled events sorted by
           user defined criteria (e.g. event type, housing unit, etc.) including:
  625       Inmate's name
  626       Identification number
  627       Alerts or hazards
  628       Inmate classification code
  629       Event
  630       Event start time
  631       Event end time
  632       Date of birth
  633       Sex
  634       Local Jail ID number
            Housing location-unit (or house), module and/or cell or bed
  635
            assignment
  636       Holds and charges
  637      Facilities Management
  638      Food Service
  639      Ability to maintain a list of restricted diet orders.




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                                              THURSTON COUNTY REGIONAL RMS
                                     JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                               C N   A Comments
           Ability to automatically add a new order to the list of restricted diet
  640      orders when a member of the medical staff enters an order for a
           restricted medical diet into an inmate's medical record.
           Ability to automatically notify Food Services of new orders for
  641
           restricted diets.
           Ability to maintain a user defined online list of available diets from
  642
           which a health care provider can select.
           Ability for personnel with appropriate security to enter an order for
  643
           a restricted diet (e.g. vegetarian).
           Ability to include the following information in a request for a
  644
           special diet:
  645        Name
  646        Jail ID number
  647        Housing location
  648        Type of diet (selected from a user-defined list)
  649        Special instructions (free-form narrative text)
           Ability to automatically generate a notice of inmate transfer to the
           Food Service division of both the facility transferring the inmate
  650
           out and the facility receiving the inmate when an inmate on a
           restricted diet is transferred from one housing location
  651      Ability to generate the following for each court:
             A count of all scheduled to appear inmates requiring regular
  652
             (i.e., non-diet) lunches
             A list of all scheduled to appear inmates requiring medical or
  653
             other restricted diets
           Ability to automatically cancel or modify orders if there is a change
  654
           in medical or other restricted diets.
  655
           Ability produce reports on all meals served, by type and number.
  656      Medical Services and Pharmacy Requirements


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                                             THURSTON COUNTY REGIONAL RMS
                                    JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                             C N   A Comments

  657      Ability to create a medical record for all established inmates,
           regardless of whether there are any identifiable medical problems.
           Ability to schedule, reschedule, and cancel medical appointments
  658
           with both staff and outside practitioners.
           Ability to capture the following information when scheduling
  659
           medical appointments:
  660        Name
  661        Jail ID number
  662        Housing location
  663        Alerts or hazards
  664        Appointment type
  665        Requested by (e.g. inmate, medical provider)
  666        Medical provider
  667        Reported symptoms or condition
             Status (e.g. requested, pending, canceled by inmate, canceled
  668        by detention facility medical staff, canceled by other detention
             facility personnel)
  669        Appointment date and time
  670        Practitioner to be seen
  671        Practitioner address (if outside facility)
  672        Telephone number (if outside the detention facility)
           Ability to create and maintain a chart as part of an inmate's
  673
           medical record after the inmate has been seen by a practitioner.
           Ability to maintain the following information in the inmate's medical
  674
           chart:
  675       Name
  676       Identification number
  677       Housing location
  678       Practitioner name
  679       Practitioner address (if outside facility)



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                                   JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                          C N   A Comments
   680       Telephone number (if outside the detention facility)
   681       Inmate's complaint (s)
   682       Vital signs and other physical examination findings
   683       Diagnosis
   684       Treatment plan
   685       Medication (s)
   686       Laboratory tests and X-rays
   687       Follow-up chart review
   688       Hospitalization, if required
   689       Institution to which inmate is to be transferred
   690       Method of transportation
   691       Follow-up appointment (s)
   692       Other information, as appropriate
           Ability to account for the inventory, movement and delivery of
           every pill with which employees come into contact (e.g., if facility
  693
           dispenses a pill, application should show that "X" number of pills
           remain etc., for each pill distributed.
  694      Accounting
           Ability to maintain a set of general ledger accounts to manage
  695
           inmate accounting transactions, including, but not limited to:
  696        Bail and fines
  697        Program and class fees
           Ability to accommodate an inmate "banking system" whereby cash
  698      is deposited into an account and returned to inmate via a check
           upon release.
  699      Ability to accommodate inmate commissary accounts.
  700      Ability to accommodate inmate medical billing accounts.
  701      Ability to post bail and fine receipts to the General Ledger.
  702      Ability to generate appropriate accounting reports.
           Ability to retain negative balance information for previously booked
  703
           inmates.



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                                             THURSTON COUNTY REGIONAL RMS
                                    JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                             C N   A Comments
  704      Ability to report the balance of accounts payable for bail and fines.
           Ability to generate inmate cash summary reports on a routine,
  705
           user definable basis.
  706      Ability to generate monthly reports showing:
  707        Data Entry
  708        Total program and class fees collected
  709      Invoices for Inmates Housed on Behalf of External Agencies
           Ability to identify inmates being housed on behalf of external
  710
           agencies.
           Ability to store the daily rate for inmates being housed on behalf of
  711
           external agencies.
           Ability to produce invoices with agency-defined content and format
  712
           for inmates housed on behalf of external agencies.
           Ability for a host agency to charge an outside agency for
  713      medications ordered by host agency's medical staff for outside
           agency's prisoners being housed at host agency's facility.
           Ability for invoices for inmates housed on behalf of external
  714
           agencies to contain the following information:
  715       Inmate name
            Billing start and end date (automatically calculate number of
  716
            days)
  717       Rate
  718       Total
  719       Jail ID number
  720       Booking number
  721       Facility booked into
  722      Ability to preview invoices before they are printed.
  723      Ability to manually correct invoices.
  724      Ability to automatically generate an invoice once/month.




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                                              THURSTON COUNTY REGIONAL RMS
                                     JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                        C N   A Comments
           Ability to generate an invoice for each agency (there could be
  725
           multiple agencies for a single incarceration).
           Ability to run a report showing inmate name, agency booked from,
  726
           amount owed.
           Ability to generate a monthly report identifying for each external
  727
           agency:
             Names of inmates housed and/or controlled during reporting
  728
             period
  729        Jail ID numbers
             Start and end dates of each inmate's incarceration and/or
  730
             control period
  731        Daily charge for housing and/or controlling each inmate
             Special charges, if any, itemized by date and type for each
  732
             inmate (for example, transportation charges)
             Total charges and offsets for housing and/or controlling each
  733
             inmate during the reporting period
             Total charges and offsets for housing and/or controlling all
  734
             inmates during the reporting period
  735      Inmate Worker Management
           Ability to keep track of each inmate worker's assignments and
  736
           schedules.
           Ability to track status of errors/corrections notifications by the
  737
           following:
  738        Author
  739        Case number
  740        Reviewer/supervisor
  741        Date
           Ability to add and delete job assignments to the list of job
  742
           assignments (with appropriate permissions).
           Ability to identify inmates whose classifications indicate that they
  743
           are potentially suitable for employment as inmate workers.



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                                    JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                             C N   A Comments
           Ability to assist in matching available jobs to inmates with required
  744
           skills and sentence characteristics, including, but not limited to:
  745        Criminal history
  746        Type of crimes
             Ability for system can track or print a list of open or unapproved
  747
             reports (tickler for follow-up) by the following:
  748        Status
  749        Officer(s)
  750        Date range
           Ability to automatically generate an event when an inmate worker
  751
           is assigned to a job.
  752      Ability to monitor movement of working inmates at all times.
           Ability to automatically generate and print letter indicating the
  753
           hours an inmate worked (e.g. mail merge functionality).
           Ability to automatically generate and print letters documenting
  754
           community service hours (e.g. mail merge feature).
  755      JMS Queries and Reports
  756      General JMS Query Features
  757      General Functions and Features
  758        An individual or combination of fields
  759        Partial information
  760      Ability to query any JMS record or module by:
  761        Date ranges
  762        Days of week
  763      Ability to query the daily log for a date and time range.
           Ability to conduct a query to identify where inmates with medical
  764
           needs are housed.
  765      Ability to limit queries to currently incarcerated individuals.
  766      Standard JMS Reports and Output
           Ability to schedule reports for automatic generation and automatic
  767
           distribution.


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                                     JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                          C N   A Comments
           Ability to generate all Washington State mandated jail reports.
           Ability to generate and print a cover sheet for an inmate file and
  768
           classification, including, but not limited to:
  769        Picture
  770        Name
  771        Charges, FBI incident number
  772        Local Jail ID number
  773        DOB
  774        Sex
  775        Race
  776        Height
  777        Weight
  778        Ethnicity
  779        Alerts
  780        Current housing location
  781        Property storage location
           Ability to generate and print an inmate roster with or without
  782
           photos.
  783      Ability to generate and print a list of in-custodies at any time.
  784      Ability to generate and print unit rosters with or without photos.
           Ability to maintain a noncustody roster for adults under jail
  785
           management, but not physically housed in the jail facility.
           Ability to generate and print for any user-defined date and time
  786
           range a list of bed assignments by:
  787        Inmate
  788        Facility
  789        Unit
  790        Cell
  791        Bed




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                                    JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                              C N   A Comments
           Ability to view and print a report of inmates by location (e.g., list of
  792      people in court, working, in transit, in programs, off-site
           appointments, etc.).
           Ability to view and print history of movements with date, time and
  793
           location.
           Ability to generate and print a report on history of placements and
  794
           changes.
           Ability to generate and print for a user-defined time and date
  795
           range reports showing:
  796        Booking information recap
  797        Housing location summary for single or group of inmates.
  798        Release information, along with continuing care requirements
           Ability to generate and print a list of visits and visitors by any
  799
           combination of:
  800        User-defined time and date range
  801        Housing location
  802        Inmate
           Ability to generate statistical reports of classifications including,
  803
           but not limited to:
  804        Number of inmates classified
  805        Gender
  806        Double bunking status
  807        Minimum, medium, maximum assignments
  808        Reclassifications
  809        Overrides
  810        Protective Custody
  811        Break-outs by risk factor types.
  812      Ability to generate statistics on releases and transfers.
  813      Ability to print the daily log for a date and time range.
           Ability to generate and print a complete log of all jail activity events
  814      for an inmate, or group of inmates, by a user-defined time and
           date range.



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                                     JAIL MANAGEMENT SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                             C N   A Comments
           Ability to generate and print a briefing report based upon daily
  815
           activity logs.
           Ability to automatically generate and print a daily court list
  816
           including, but not limited to, the following information:
  817        Court time
  818        Court location
  819        Booking number
  820        Inmate name
  821        Jail ID number
  822        Housing unit
  823        Type of court appearance
  824        Date and time of court appearance
  825        Transport staff
  826      Ability to add late coming individuals to the daily court list.
           Ability to prepare and automatically print the following reports at a
  827
           user-defined interval:
  828        Recap of jail statistics
  829        Unit list in alphabetical order
  830        Unit list by cell
  831        Unit list by jail ID number
  832        Inmate list with charges by location
  833        Inmate master list
           Ability to generate and print a report of required medications by
  834
           inmate, showing dispensing time.
  835      Ability to generate and print average daily population reports by:
  836        User-defined date range
  837        Classification type
  838      Ability to generate and print reports summarizing incident types.




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                                              THURSTON COUNTY REGIONAL RMS
                                         PROBATION SYSTEM FUNCTIONAL REQUIREMENTS
                             Document Table of Contents
 Item #                                    Category
       1   General Probation Functions and Features
      95   Case Initiation
     120   Classification
     136   Probation Terms and Conditions
     141   Case Management
     149   Scheduling
     167   Monitoring and Compliance
     192   Case Closure

Item #     Requirement                                                              C N   A Comments
   1       General Probation Functions and Features
           Information contained in the Probation Module is linked to all other
   2       RMS modules with person information to eliminate the potential
           for duplicate entry of name information.
           Ability to indicate in name index that a person is under the
   3
           supervision of a probation officer.
           Ability to limit the viewing of agency-designation probation
   4
           information to authorized probation personnel.
           Ability to have the option to enter and maintain information in
           compliance with requirements of the Performance-Based
   5       Standards for Adult Probation and Parole Field Service, 4th ed.,
           draft, September 2002, available at: http://www.appa-
           net.org/announce/appafinalstandard.pdf.
   6       Ability to link a probation record to related police reports.
   7       Ability to view related police reports from within a probation record.
           Ability to capture and maintain all data necessary to satisfy
   8
           federal, state and local statute reporting requirements.
           Ability to provide for the chronological entry of notes by date, time,
   9
           and author, along with coding capability as to type of notes.



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                                        PROBATION SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                         C N   A Comments
   10      Ability to run ACCESS/NCIC/WACIC checks from within module.
   11      Ability to run local warrant checks from within module.
           Ability to enter and maintain information on the following person
   12
           types associated with each case:
   13        Co-defendant
   14        Defendant
   15        Defense Attorney
   16        Judge
   17        Offender
   18        Participant
   19        Probation Officer
   20        Prosecutor
   21        Victim
   22        Witness
           Ability to enter and maintain the following person data for non-
   23
           offenders
   24          Name
   25          Person type
   26          Agency
   27          Contact Information
   28      Ability to enter and maintain the following offender data:
   29        Name (first, last, middle)
   30        Aliases (multiple)
   31        Date of Birth
   32        Place of Birth
   33        Sex
   34        Race
   35        Height
   36        Weight
   37        Hair color
   38        Eye Color
   39        Skin Tone



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                                         PROBATION SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                            C N   A Comments
   40       SMTs
   41       Fingerprint Classification
   42       Offense code
   43       Date of offense, warrant or violation
   44       Originating agency case number
   45       Warrant number
   46       Court identifier
   47       Social security number
   48       FBI number
   49       State identification number
   50       Personal identification number
   51       Prosecuting attorney
   52       Defense Attorney
   53       Corrections/probation officer
   54       Known addresses (multiple)
   55       Prior arrests
   56       Convictions
   57       Other criminal history data in system
   58      Ability to link any photographs in the system to an offender record.

           Ability to update person information in the system and maintain all
   59
           historical data, along with date of information update.
           Ability to maintain and retain multiple current and historical
   60
           addresses, along with beginning and ending dates.
           Ability to enter and maintain case information, including, but not
   61
           limited to:
   62        Case number
   63        Case type
   64        Case status
   65        Court




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                                        PROBATION SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                       C N   A Comments
            Charges, including incident information, arresting agency,
   66
            statute, offense date, time, and location
   67       Arrest, booking and custody information
   68       Court case disposition information
            Conviction data, including adjudicated charges and counts within
   69
            each charge
   70       Sentence data
            Judge-ordered remediation, including restitution, incarceration,
            suspended sentence, fine, probation, work program, mandatory
   71
            drug testing/screening, sentencing dates, probation stipulations,
            sentence start date and duration, time served or excludable as o
   72        Disposition data on each disposed or adjudicated case,
   73      Ability to manage multiple cases for one client.
           Ability to enter and maintain the following information on past and
   74
           future case events:
   75        Interviews
   76        Probation violations
   77        Scheduled events, including:
   78          Event type
   79          Event date, location, and time
               Participants in the event (e.g. defendant, offender, witnesses,
   80
               etc.)
   81          Activities initiated by the event
               Periods associated with the event (e.g. deadlines of form
   82
               issuance or initiation of next event)
   83          Cross references to cases and hearings
   84        Warrants and other served documents related to the event
           Ability to enter and maintain financial information, including, but
   85
           not limited to:
   86        Payments (e.g. for programs)
   87        Financial obligations (fees, fines, restitutions)



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                                         PROBATION SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                             C N   A Comments
            Accounting activities, including single and installment payments,
   88       payment satisfaction, general ledger accounting, trust fund
            accounting, and fund distribution
   89      Ability to print receipts for payments received.
   89       Refunds
   90      Ability to receive or enter and maintain the following documents:
   91       Court orders
   92       Summonses, warrants, subpoenas and other served documents
   93       Agency-defined probation forms
   94      Case Processing
   95      Case Initiation
           Ability to initiate a case by manually inputting identifying offender
   96
           information, including:
   97        Name
   98        Social Security Number
   99        Date of Birth
           Ability to notify probation supervisor that a new case has been
  100
           electronically transferred from the court.
           Ability to initiate a case based on user acceptance of information
  101
           transferred from courts.
           Ability to transfer electronically all charges, custody and release
  102
           information from court records.
           Ability to identify reason for opening a new case, including, but not
  103
           limited to:
  104        New case
  105        Intrastate transfer
  106        Interstate transfer
  107        Reopen a closed case
           Ability to prompt user when cases, defendants, offenders, or
  108
           victims that relate to a new case already exist in the system.


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                                              THURSTON COUNTY REGIONAL RMS
                                         PROBATION SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                              C N   A Comments
           Upon identifying a match in the law RMS and/or JMS, the
  109      probation module will automatically populate fields with historical
           information from the matching law RMS and/or JMS record.
           Ability for user to search for and autopopulate probation module
  110
           fields with information already in the system.
           Ability to link groups of related cases (e.g. same defendant,
  111
           offender, victim, etc).
           Ability to allow user to designate the nature of the relationship
           between multiple cases involving the same defendant (e.g.
  112
           governing sentence, financial obligation, hierarchy of offence
           severity, consecutive or concurrent sentences).
  113      Ability to rank charges.
  114      Ability to assign case numbers.
           Ability to enter and manage court orders associated with a case,
  115
           including, but not limited to:
  116        Authorization of supervision of an individual
  117        Conditions of supervision
  118        Assigned programs
  119        Order violations
  120      Classification
           Ability to provide for the interactive administration, calculation and
  121
           retention of an offender risk assessment instrument.
           Ability for agency to define a set of risk assessment questions that
  122      include yes/no, open-ended, and drop down list selection
           responses.
           Ability to configure system so that it automatically assign points to
  123
           risk assessment responses.
           Ability for agency to define the algorithm that generates risk
  124      assessment classification recommendations based on responses
           to the risk assessment questions.




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                                               THURSTON COUNTY REGIONAL RMS
                                          PROBATION SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                               C N   A Comments
  125      Ability to maintain information gathered during risk assessment.
           Ability to capture information during intake screening interview,
  126      using agency defined questions for medical, intake or drug
           screenings.
           Ability to capture and maintain prior criminal history data for the
  127
           purposes of need/risk classification.
  128      Ability to assess alcohol and drug screening fees.
           Ability to assess or reassess an individual's need/risk classification
  129
           based on:
  130        Prior history
  131        Social/economic behaviors
  132        Cautions
  133        Sanctions
           Ability to trigger agency to conduct a risk reclassification at a user-
  134
           defined period of time (e.g. every 6 months).
  135      Ability to maintain a classification history.
  136      Probation Terms and Conditions
           Ability to compute and enter probation terms and expiration date
  137
           of probation.
           Ability to record referrals for services and programs (i.e.
  138
           counseling, treatment, education, employment).
           Ability to create and maintain a list of all approved community
  139
           service agencies to which offenders may be assigned.
           Ability to provide a means to account for and record all community
  140
           service hours performed by the probationer.
  141      Case Management
           Ability to assign cases, either individually or in batches, to a
  142
           probation officer.
           Ability to permit assignment of related cases, as designated by
  143      user, to the same probation officer and group together on
           schedule (e.g. consecutive interviews for the same date).


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                                              THURSTON COUNTY REGIONAL RMS
                                         PROBATION SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                             C N   A Comments
           Ability to reassign individual or group of cases from one probation
  144
           officer to another as a single case.
           Ability to correct or change current case information, maintaining
  145
           an audit trail of the changes.
           Ability to permit a single data entry to change information in
  146
           multiple cases.
           Ability to maintain multiple and current historical addresses, with
  147
           beginning and ending dates.
           Ability to create, activate, and deactivate case warning functions
  148
           and notices (e.g. sealed cases, expunged records, warrants).
  149      Scheduling
           Ability to create and maintain a master schedule of all probation
  150
           activities.
  151      Ability to schedule and track events.
  152      Ability to schedule daily appointments.
  153      Ability to view schedule court appearances.
  154      Ability to track completed events and hours.
           Ability to monitor deadlines pertinent to the production of
  155
           information necessary to the adjudication process.
           Ability to establish business rules to guide the scheduling process,
  156
           including, but not limited to:
  157        Conditions that trigger event scheduling
  158        How to schedule multiple entities that related to each other
           Ability to initiate a schedule of future tasks or events based on the
           occurrence of prior tasks or events (e.g. schedule probation
  159
           appearance after the most recent drug analysis results are
           available)
  160      Ability to resolve schedule conflicts.
  161      Ability to maintain a schedule of resource availability.
  162      Ability to reassign tasks from one probation officer to another.




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                                              THURSTON COUNTY REGIONAL RMS
                                         PROBATION SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                            C N   A Comments
           Ability to designate cases with special scheduling needs (e.g.
  163
           interpreter, disabilities).
           Ability to produce schedules for individuals, events, tasks, dates
  164
           and facilities upon user request.
           Ability to generate a schedule that reflects all tasks, events, and
  165
           release dates.
           Ability to provide tickler, alert and prompt capabilities, including
           the ability to identify events coming due or overdue, periods about
  166
           to expire or recently expired, and events of which user should be
           aware based on agency-defined needs.
  167      Monitoring and Compliance
  168      Ability to track conditions of release and associated activities.
           Ability to distribute supervision documents electronically to other
  169
           agencies.
           Ability to compute and enter credit for time served on the sentence
  170
           imposed for each charge and offender.
           Ability to compute and enter monetary penalties based on court
  171
           orders (e.g. fines, fees, restitution)
           Ability to compute and enter non-monetary provisions based on
  172      court orders (e.g. work program, community service, service
           restitution)
           Ability to view all cases and conditions for each defendant or
  173
           offender
           Ability to track progress, compliance, and completion on referrals
  174      for services and programs (e.g. counseling, treatment, education
           and employment)
           Ability to maintain records of payments of offenders' financial
  175
           obligations.
  176      Ability to track history of offender payments and non-payments.




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                                              THURSTON COUNTY REGIONAL RMS
                                         PROBATION SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                              C N   A Comments
           Ability to receive information on an offender who has completed
  177      installment payments for restitution, fines, fees or any programs
           administered by agencies outside the probation agency.
  178      Ability to track substance abuse testing and results.
           Ability to document and track work actions performed by probation
  179
           staff.
           Ability for probation officer to be automatically and immediately
  180      notified (e.g. via email) if offender is involved in any of the
           following activities:
  181        New incident
  182        Traffic incident
  183        Issued a citation
  184        Named in an active warrant and/or court paper
  185        Arrested
  186        Released from jail
  187        Added to a field interview
  188        Involved in a civil or criminal case
  189      Ability to record order violations.
  190      Ability to request sanctions or file petitions for revocation.
           Ability to notify booking officer when attempting to book an
  191
           individual who is on probation.
  192      Case Closure
  193      Ability to close a case.
           Ability to record a reason for case closure including, but not limited
  194
           to:
  195        Court ordered compliance
  196        Provisional compliance
  197        Dismissal
  198        Death
  199        Transfer to another jurisdiction
  200      Ability to prevent a case from being closed due to:


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                                             THURSTON COUNTY REGIONAL RMS
                                        PROBATION SYSTEM FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                          C N   A Comments
   201       Unmet probation requirements
   202       Failed drug or urinalysis tests
   203       Outstanding warrants
   204       Unpaid fines
   205     Ability to override a case closure prevention.
           Ability to reopen previously closed cases, retaining previous case
  206
           closure and current reopening information.                           d




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                                           THURSTON COUNTY REGIONAL RMS
                                        INTERFACE FUNCTIONAL REQUIREMENTS
                           Document Table of Contents
 Item #                                Category
       1   General Interface Requirements
     15    CAD Interface
     22    ACCESS/WACIC/NCIC
     29    CrossMatch Livescan
     32    DSSI Jail
     39    DSSI RMS
     42    Imaging Systems
     46    LInX
     50    JBRS/VINE
     54    SECTOR
     58    C-Track
     67    DAMION
     74    Miscellaneous Interfaces




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                                                  THURSTON COUNTY REGIONAL RMS
                                               INTERFACE FUNCTIONAL REQUIREMENTS

Item #     Requirement                                                            C N A Comments
   1       General Interface Requirements
           Ability to interface system components to automatically populate
   2       report screens between applications RMS, JMS, Field Reporting,
           etc.).
           Ability to access related systems (i.e. RMS, WACIC, NCIC) from a
   3
           single workstation.
           Ability to automatically pre-populate agency-designated reports
   4
           and forms with query results.
           Ability to store and queue output transactions if local network is
   5
           unavailable with service status notification.
           Ability to specify geodata for generating ad hoc statistical reports
   6
           and map output.
   7       Ability to support XML.
           Ability to support a third party report writer such as SQL reports,
   8
           web reports or Crystal reports.
   9       Ability to integrate with geo-verification systems like ArcGIS, etc.
           Ability to audit transaction performed by interface connection to
  10
           dependent system
  11         Transaction performed
  12         Disconnect performed
  13         Basic logging functionality
           Ability to extract data from RMS to comply with all UCR/NIBRS
  14
           requirements.
  15       CAD Interface
           Ability for all CAD data fields to populate the corresponding Police
  16
           RMS fields upon incident closure.
           Ability for full CAD narrative to populate a corresponding field in
  17
           the Police RMS.
           Ability to attach queries made through the CAD system to the
  18
           case report in the RMS.


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                                                 THURSTON COUNTY REGIONAL RMS
                                              INTERFACE FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                           C N A Comments
   19      Ability to access ATL and BOLO data from within the RMS.
           Ability to access ATL and BOLO data from within the Field
  20
           Reporting application.
           Ability for CAD to search RMS database for flagged entries upon
  21
           entry of a name, vehicle, or location.
  22       ACCESS/WACIC/NCIC
           Ability to support a bi-directional interface between the RMS/Field
  23
           Reporting application and ACCESS/WACIC/NCIC
           Ability to capture all data required to populate
  24
           ACCESS/WACIC/NCIC fields.
           Ability to have the option to update ACCESS/WACIC/NCIC from
  25       within the RMS upon entering or updating a warrant, restraint
           order, order of protection, property item, etc.
           Ability to prepare ad hoc audit reports of NCIC queries for a user-
  26
           defined time period.
  27       Ability to purge user history at user-defined time intervals.
           Ability to automatically purge by user-defined criteria (e.g. Brady
  28
           purge).
           Ability to create custom ACCESS/WACIC/NCIC query masks
           which can be populated from fields within the system.
  29       CrossMatch Livescan
           Ability to support a one-way interface for elements required by
  30
           AFIS.
           Ability to automatically populate CrossMatch fields with booking
  31
           information.
           Ability to automatically populate CrossMatch fields with RMS
           information (e.g. to transfer data for gun permit checks).
  32       DSSI Jail
           Ability to support a one-way interface with Thurston County
  33
           Sheriff's Office DSSI JMS
  34       Ability to access photos in the DSSI JMS.



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                                                  THURSTON COUNTY REGIONAL RMS
                                               INTERFACE FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                          C N A Comments
           Ability to submit to the DSSI JMS pre-booking information based
  35       on arrest data entered into the RMS either directly or via the Field
           Reporting application.
           Ability to query the DSSI JMS to determine if a person is in
  36
           custody.
           Ability to query the DSSI to create in-custody reports for agencies
  37
           with prisoners housed in the Thurston County Jail.
           Ability to link booking records for agency prisoners housed in the
  38
           Thurston County Jail to corresponding name records in the RMS.
  39       DSSI RMS
           Ability to support a bi-directional read-only interface with Thurston
  40
           County Sheriff's Office DSSI RMS.
           Ability to query Thurston County Sheriff's Office DSSI RMS from
  41
           within the Proposed System.
  42       Imaging Systems
  43       Ability to interface with API Imaging System.
  44       Ability to interface with LaserFiche Imaging System.
  45       Ability to interface with Imagenet Imaging System.
  46       LInX
           Ability to provide case data to LInX server in format such that LInX
  47
           can access the data.
  48       Ability to query LInX from within the RMS.
  49       Ability to query LInX from within the Field Reporting application.
  50       Jail Booking and Reporting System (JBRS)
           Ability to send incarceration information, including booking and
           release information, offense data, person information, and victim
  51
           notification information to the Washington Association of Sheriffs
           and Police Chiefs' JBRS.
  52       Ability to query JBRS from within the RMS.
  53       Ability to query JBRS from within the JMS.


                                                                                                      Thurston County Regional RMS
Page 185                                                                                         Request for Proposals #2007-RMS/FR
                                                    THURSTON COUNTY REGIONAL RMS
                                                 INTERFACE FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                                 C N A Comments
   54      SECTOR
           Ability to populate RMS records with information entered via the
  55
           Washington State Patrol SECTOR program.
           Ability to access SECTOR from within the RMS (e.g. officers can
  56       either enter traffic data directly into the RMS or into the RMS via
           SECTOR).
           Ability to export citation and collision report data to the
  57       Washington State Patrol SECTOR server for upload into the
           JINDEX system.
  58       C-Track
           Ability to support an interface with the Office of the Administration
  59
           of the Courts pending C-Track Case Management System.
  60       Ability to query C-Track from within the RMS.
           Ability to query C-Track from within the Field Reporting
  61
           Application.
  62       Ability to electronically send citation data to the appropriate court.
           Ability for courts to electronically route citations back to officers for
  63
           corrections.
           Ability for officers to correct citations and send back to appropriate
  64
           court.
           Ability to populate RMS with court disposition information (e.g.
  65       hearing outcomes, fines, suspensions, etc.) upon entry into the C-
           Track system.
  66       Ability to assign a court date to a citation.
  67       DAMION
           Ability to support a bi-directional interface with the Thurston
  68
           County Prosecutor's DAMION case management system.
           Ability for DAMION to automatically populate the RMS with
  69
           disposition information.



                                                                                                             Thurston County Regional RMS
Page 186                                                                                                Request for Proposals #2007-RMS/FR
                                                   THURSTON COUNTY REGIONAL RMS
                                                INTERFACE FUNCTIONAL REQUIREMENTS
Item #     Requirement                                                              C N A Comments
           Ability to send case information to DAMION and have the
  70       information automatically populate the corresponding fields in
           DAMION.
           Ability for the prosecuting attorney's office to indicate to an agency
  71
           submitting a case that the case requires follow-up information.
           Ability to populate DAMION with supplemental information added
  72
           to a case from within the RMS
           Ability for a prosecutor to return case reports electronically (via
  73       DAMION-RMS interface) to law enforcement and request follow-
           up action on the part of law enforcement.
  74       Miscellaneous Interfaces
  75       Ability to interface with Telestaff.
  76       Ability to interface with GRIP.
  77       Ability to interface with a citizen reporting system.
           Ability to interface with the Olympia Jail Lattice Incorporated
  78
           inmate phone system.




                                                                                                          Thurston County Regional RMS
Page 187                                                                                             Request for Proposals #2007-RMS/FR

				
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