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					   Division of State Court Administration
       of the Indiana Supreme Court


  Public Notice of Contracting Opportunity

                    for a

Statewide Judicial Case Management Software
                    System


                  Issued
             February 13, 2006


              Responses Due
              March 15, 2006




                  Page 1             6/25/2011
Overview                                                                   4
A. Indiana Judicial System                                                 7
      1. Circuit Courts.                                                    7
      2. Superior Courts.                                                   8
      3. Probate and County Courts.                                         8
      4. Local Courts.                                                      9
B. Indiana Clerks of the Circuit Court                                     10
C. Bidding Instructions                                                    11
      1. Division’s obligations.                                           11
      2. Confidential information.                                         11
      3. Submission Information.                                           11
      4. Schedule.                                                         12
      5. Modifications to this Notice.                                     12
D. Qualifications and Registration                                         14
      1. Firm’s qualifications.                                            14
      2. Subcontractors.                                                   14
      3. Registration to do business.                                      14
      4. National Center for State Courts (NCSC) standards                 15
      5. Other services.                                                   15
E. Technology                                                              16
      1. Application.                                                      16
      2. Client/Presentation Layer Requirements                            16
      3. Business Layer/Application Server Hardware/Software               17
      4. Data Layer                                                        17
      5. Requirements.                                                     17
      6. Strategies.                                                       17
F. Proposed Deployment Schedule                                            18
G. Deployment, Training and Support                                        19
      1. Experience.                                                       19
      2. Methods.                                                          19
H. Interfaces                                                              21
      ● Department of Correction (DOC).                                    21
      ● Indiana State Police (ISP).                                        22
      ● ProsLink.                                                          23
      ● Bureau of Motor Vehicles (BMV).                                    24
      ● Department of Revenue (DOR).                                       24
      ● Family and Social Services Administration (FSSA).                  25
      ● Existing case management systems.                                  27
      ● Integrated Justice Information System (IJIS).                      28
I. Data Conversion                                                         29
J. Project Management                                                      30
      1. Project Management Methodology                                    30
      2. Project Manager.                                                  30
      3. Project Structure.                                                30
K. Contract Terms                                                          31
      1. Amendments.                                                       31
      2. Assignment.                                                       31
      3. Change order procedure.                                           31
      4. Compliance with laws.                                             31


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      5. Indemnity.                                                  31
      6. Force majeure.                                              31
      7. Governing laws.                                             31
      8. Independent contractors.                                    32
      9. Insurance.                                                  32
      10. Maintaining a drug-free workplace.                         32
      11. Multi-term funding cancellation clause.                    33
      12. Non-collusion statement.                                   33
      13. Non-disclosure of confidential information.                33
      14. Non-discrimination.                                        34
      15. Non-solicitation of employees.                             34
      16. Ownership of documents and materials.                      34
      17. Taxes.                                                     34
      18. Termination for breach.                                    35
      19. Termination for convenience.                               35
      20. Travel.                                                    35
      21. Waiver.                                                    35
      22. Work standards.                                            35
L. Pricing                                                           36
      1. Initial Costs.                                              36
      2. Ongoing Costs.                                              36
      3. Pricing table.                                              37
M. Functional Requirements                                           41
      INSTRUCTIONS                                                   42
      1. Search Functions.                                           43
      2. Demographics Functions.                                     46
      3. Financial Functions.                                        50
      4. Case Processing Functions.                                  86
      5. System Maintenance.                                        125
      6. Technical.                                                 127
      7. Other Court Functions.                                     134
Appendix A. Acronyms                                                144
Appendix B. Definitions                                             145
Appendix C. Indiana County Sizes                                    149




                                      Page 3            6/25/2011
Overview
         This is an Announcement by the Division of State Court Administration (“Division”) of the
Indiana Supreme Court to publicize the availability of a contracting opportunity with respect to a
trial court case management system (“CMS”) product.1 While the Division will be the contracting
agency, the staff of the Supreme Court‟s Judicial Technology and Automation Committee
(JTAC) will be responsible for management and execution of the project. This announcement
solicits proposals from all persons2 and entities who wish to be considered as a vendor with
respect to the project described below. Persons with such an interest are invited to comply with
the procedures also described below.

        The State of Indiana currently has 386 trial courts, approximately 300 of which serve the
state‟s 92 counties. The remaining courts serve smaller units of government: cities, towns, or
townships. Although the types of cases these courts handle varies, meticulous records are kept
in every case filed in every such court. These records are reflected in the courts‟ “docket” of
each case, officially called the “chronological case summary” or “CCS.”

         A large majority of Indiana courts maintain their dockets on all of their cases using a
computer program called a “case management system” or “CMS.” But in the view of the
Supreme Court, there are at least four major problems with existing case management systems.
First, a lack of consistency: existing CMS products differ from court to court. Second, many of
the existing CMS products use outdated technology. Third, while the existing CMS products
store court information, many do not manage it – for example, they do not automatically send
out notices, or set up schedules of hearings or create reports. And fourth, most existing CMS
products exist only for the courts – they are not connected to: law enforcement agencies; state
agencies like the Bureau of Motor Vehicles (BMV); courts in other counties (or cities, towns, and
townships); or lawyers and the public.

    The Supreme Court believes that these problems can be successfully addressed if all
Indiana courts have a 21st century CMS that connects each court‟s system with every other
court‟s and with those who need and use court information so that:

       Indiana trial courts and court clerks are able to manage their caseloads faster and more
        cost-effectively;

       Users of Indiana trial court information – notably, law enforcement agencies, state policy
        makers, and the public – receive more timely, accurate, and comprehensive information;
        and

       The costs of trial court operations borne by Indiana counties are reduced.



1
  The Division wishes to acknowledge the following publications that were reviewed in the preparation of
this document: the Accounting and Uniform Compliance Guidelines Manual for Clerks of the Circuit
Courts of Indiana by the State Board of Accounts; Honored to Serve, 2004 Indiana Judicial Service
Report, Volume 1, Executive Services; Request for Proposals, Minnesota Court Information System for
Minnesota Trial and Appellate Courts; and Request for Proposals for Trial Court Case Management
System by the Alaska Court System.
2
  The use of terms such as “person” and “firm” in this announcement do not indicate any preference by
the Division with respect to the type of entity, including individual persons, with whom it will contract.


                                              Page 4                                    6/25/2011
          The Supreme Court undertook a project to this effect in 2002. Following a competitive
procurement, the Division entered into a contract with a vendor to provide and install such a
system. By mutual agreement, the contract with that vendor was terminated in September
2005. However, the Court continues to believe that the acquisition and installation of a
statewide CMS connected with those who need and use court information is in the best interests
of trial courts and court clerks, users of court information, and taxpayers. Based on the Court‟s
continued commitment to a statewide CMS, its experience with the other vendor‟s contract, and
its assessment of CMS products available today, the Court has authorized the issuance of this
PNCO.

        The Division seeks a full-featured, state-of-the-art CMS that would reside in a state data
center, be available to all Indiana courts through the Internet or other high-speed network and
be connected through interfaces and other means to those who needs and use court
information such as government agency (including law enforcement and BMV) information
systems, other court case management and information systems, lawyers and the public. This
CMS would make court information available to court and non-court users on a real-time basis.
The Division seeks to have the CMS operating in a limited number of trial courts and clerks‟
offices within a period of six months following the date a contract with the successful vendor is
signed. The Division also seeks a timetable and budget for the installation of the CMS in all
Indiana courts and clerks‟ offices and the connection of the CMS with non-court users.

        The Division will evaluate, in addition to the current capability of a vendor‟s existing CMS
product, the extent to which the vendor‟s proposal meets the Division‟s requirements expressed
in the preceding paragraph and in this PNCO. When applicable, vendors should feel free to
identify why they believe their proposal, while not meeting such requirements, nevertheless
more efficiently and effectively meets the overall goals and objectives of the Supreme Court with
respect to trial court CMS. A vendor may submit a proposal covering less than the entire project
described in this PNCO. Vendors submitting proposals covering less than the entire project
must describe in detail how they envision the balance of the project being completed.

        The selection of a vendor and the award of any contract are within the judgment and
discretion of the Division. This announcement is intended to provide the Division with
information helpful to evaluate the proposals and qualifications of service providers in order to
advance the best interests of the state judiciary and the citizens of the State of Indiana. Neither
the Division nor any other person creates any obligation, expressed or implied, by issuance of
this announcement or by receipt and consideration of any responses.

        In its efforts to select a vendor, the Division is issuing a preliminary list of the required
functionality for a CMS product in this document. (This document is available on the Internet at
http://www.in.gov/judiciary/jtac/programs/cms.html). Additional functionality details may be
made available later in this proposal process. The Division requests that all persons or entities
with an interest in supplying the service described below submit a proposal and a statement of
qualifications in the manner described in Section C. Bidding Instructions.

       The Division anticipates that the statewide CMS will use the successful vendor‟s existing
case management products with the capacity for necessary customization. Program
management for the statewide CMS is the responsibility of the Division and JTAC, which will
operate with the assistance of its employees, various elected officials, consultants and local
governmental units. Other professional service providers may be engaged to provide such
services that the Division finds necessary for the project to succeed. The list of functional
requirements below is for ease of reference and should not be considered a definition or specific


                                           Page 5                                  6/25/2011
assignment of responsibilities. The precise scope of work will be defined during the selection
and negotiation processes.

        The Division seeks a full-featured CMS with training, deployment and support services,
and the successful vendor will work closely with the Division to customize and plan
implementation of the statewide CMS. The elements of a statewide CMS implementation will
include the ability to integrate and/or interface with other state agencies including but not limited
to the BMV, the State Police, Department of Correction, the Family and Social Services
Administration, and entities under the Supreme Court‟s jurisdiction. The statewide CMS must
also meet the functional requirements established by the Division (listed in Section M) and have
the ability to comply with the State Board of Accounts‟ requirements (which are available at
www.in.gov/sboa/publications/). Furthermore, the statewide CMS must have the ability to
interact and exchange data with other case management systems currently used in Indiana
courts (identified in Section H. Interfaces) and ProsLink, a data management system developed
by the Indiana Prosecuting Attorneys Council and used by most Indiana county prosecutors.

        Although the Supreme Court has not required all courts to adopt a statewide CMS and is
unlikely to do so in the near future, if at all, vendor proposals should include cost estimates that
assume the installation of the CMS in approximately 300 courts of record in 92 Indiana counties
and approximately 47 city, 27 town, and nine small claims courts. Costs for hardware, if
provided by the vendor, should be separate from the overall CMS estimate. Submissions must
also include a proposed deployment schedule that specifically describes the timeline, rationale,
costs and other resources expected to be contributed by the Division, JTAC and/or local courts
and clerks. The successful vendor will be required to adhere strictly to the negotiated budgetary
levels and deployment schedule.




                                           Page 6                                  6/25/2011
A. Indiana Judicial System
        The Constitution of Indiana provides that the judicial power of the State of Indiana is
vested in a Supreme Court, a Court of Appeals, Circuit Courts, and such other courts as the
Legislature may establish. The Supreme Court and the Court of Appeals are appellate-level
courts, while the Circuit Courts are the county level courts of general jurisdiction. There is also
a single Tax Court, created by the Legislature with statewide jurisdiction over tax appeals.

        Traditionally, Indiana‟s trial court system has been organized on a county basis through
enabling legislation establishing courts in specific counties. As provided in the Constitution, the
state has been divided into circuits, and the Legislature has predominantly chosen to base
these circuits on county lines. As local needs have grown and more trial courts have become
necessary, the Legislature has created “Superior,” “Probate,” and “County” courts. Superior
courts have general jurisdiction similar to the Circuit courts. Over the years, most Probate and
County Courts have been converted into Superior Courts. Only one Probate court remains,
handling probate and juvenile cases; four County courts remain, handling misdemeanors, D-
felonies, small claims, traffic cases, and selected civil matters. For the most part, individual
counties bear the expenses of court operations including information technology, except for
judges‟ salaries which are paid by the State.

       The Legislature has also authorized the establishment of city and town courts, which
generally handle traffic matters and local ordinance violations, and township courts in Marion
County (Indianapolis) handling only small claims cases. For the most part, the individual cities,
towns, or townships bear the expenses of these courts‟ operations including information
technology and judges‟ salaries.

        There is limited uniformity in many of the administrative operations in the courts due to
the autonomous nature of the trial courts. Local courts handle many aspects of court
operations, including court personnel, in addition to funding. However, the Supreme Court has
implemented significant, unified administrative and record keeping procedures in recent years.
As a result, Indiana now has a uniform case numbering system for every case filed in the state,
a uniform schedule of retention for court records, uniform microfilming standards, a uniform
record keeping process, a uniform process for local rules, and a number of other standardized
practices.

        As noted above, the creation of Indiana courts has taken place in the Legislature over
time as the need has arisen. As such, separate acts of the Legislature exist authorizing
individual courts; there is no single provision of law describing the jurisdiction of all courts or
even all “Circuit Courts” or all “Superior Courts.” The following description is, therefore, general
in nature and the reader is referred to the Indiana Code for specific information on particular
courts.

1. Circuit Courts. Eighty-eight of a total of 92 counties constitute 88 circuits, while the
remaining four counties are in two “joint” circuits of two counties each. Some circuit courts have
more than one circuit court judge, and there were 100 circuit court judges as of December 31,
2005. The judges of the circuit courts are elected in partisan elections every six years by the
voters of each respective circuit, except for Vanderburgh County where the election is non-
partisan.




                                           Page 7                                 6/25/2011
         The circuit courts are vested with unlimited trial jurisdiction in all cases, except when
exclusive or concurrent jurisdiction is conferred upon other courts. They also have appellate
jurisdiction over appeals from city and town courts. Generally, the circuit courts in counties
without superior or county courts maintain small claims and minor offenses divisions. Civil
actions, in which the amount sought to be recovered is less than $6,000, and landlord and
tenant actions, in which the rent due at the time of the action does not exceed $6,000, may be
filed on the small claims docket. Class D felonies, all misdemeanors, infractions, and ordinance
violations are heard on the minor offenses dockets. Cases on the small claims docket are
heard in a more informal atmosphere and without a jury. In the remaining counties, the small
claims docket and minor offenses docket have been established within either the superior or
county.

2. Superior Courts. As of December 31, 2005, Indiana had 197 superior courts with 196
judges. Though their organization and jurisdiction may vary from county to county, they are
typically courts of general jurisdiction. Superior courts have the same appellate jurisdiction as
circuit courts over appeals from city and town courts. In some counties, statutory language sets
up one unified superior court with two or more judges, while others, through internal rules,
operate their courts as unified county systems.

       In counties that have superior courts but no county courts, the small claims and minor
offenses divisions are generally established in the superior courts. These divisions have the
same small claims and minor offenses dockets as the circuit courts. Except for Lake and St.
Joseph Counties, the superior court judges are elected at a general election for six-year terms.

3. Probate and County Courts. County courts began operating on January 1, 1976, when the
Justice of the Peace courts were abolished. Since their establishment, there has been a steady
movement toward restructuring county courts into superior courts with small claims and
misdemeanor divisions. The majority of the county courts have been converted to superior
courts over time, and as of December 31, 2005, only four county courts were still in operation.

         The county courts have original and concurrent jurisdiction in all civil cases founded in
contract or tort where the damages do not exceed $10,000, possessory actions between
landlord and tenant, and all actions for the possession of property where the value of the
property sought to be recovered does not exceed $10,000, Class D felonies, misdemeanor and
infraction cases, and violations of local ordinances. The county courts also have small claims
dockets similar to those of the circuit courts. Civil cases of up to $6,000 and possessory actions
between landlord and tenant, in which the rent due does not exceed $6,000, are filed on the
small claims dockets.

        The county courts are specifically precluded from exercising any jurisdiction over cases
involving injunctive relief, partition of or liens on real estate, paternity, juvenile, probate,
receivership or dissolution of marriage matters. The county courts may conduct preliminary
hearings in felony cases. Appeals from the county courts, including their small claims dockets,
go to the Indiana Court of Appeals in the same manner as appeals from the circuit and superior
courts. The county court judges are elected by the voters of the county to six-year terms.

       A “Probate Court” continues to exist in St. Joseph County. Its jurisdiction is limited to
probate and juvenile cases. The Probate court judge is elected by the voters of the county for a
six-year term.




                                          Page 8                                6/25/2011
4. Local Courts. City and town courts may be created by local ordinance. A city or town that
establishes or abolishes its court must give notice to the Division. As of December 2004, there
were 47 city courts and 28 town courts. Jurisdiction of city courts varies depending upon the
size of the city, but all city courts have jurisdiction over city ordinance violations, misdemeanors,
and infractions. The city courts also have civil jurisdiction over cases where the amount in
controversy does not exceed $500. They have no jurisdiction in actions for libel, slander, real
estate foreclosure, where title to real estate is at issue, matters relating to decedents‟ estates,
actions in equity and actions involving the appointment of guardians. City and town courts are
not courts of record, and appeals are tried de novo in the circuit or superior court of the county.
Town courts have exclusive jurisdiction over all violations of town ordinances and jurisdiction
over all misdemeanors and infractions. Appeals from judgments of a town court are also taken
to the circuit or superior court of the county.

         Marion County (Indianapolis) has a small claims court located in every one of the nine
townships that make up the city and county (more detailed information can be found at
http://www.indygov.org/eGov/Courts/smallclaims.htm.) Small Claims Courts are not a part of
the Marion County Superior or Circuit Courts, although the Circuit Court Judge is to lend aid and
assistance when requested by the Small Claims Courts. Except for cases between a landlord
and tenant, which must be filed in the township where the property is located, a case may be
filed in any township small claims court within the county. The voters of the township where the
court exists elect judges for a term of four years.




                                           Page 9                                  6/25/2011
B. Indiana Clerks of the Circuit Court
         In Indiana, the State Constitution creates the office of "clerk of the circuit court" as the
official name of the officer who keeps the records of courts of the counties. In addition to a
number of non-court related duties, the clerk of the circuit court is a ministerial officer and
serves as custodian of the courts‟ record and seal. The clerk also issues process, accepts
filings of commencement of actions in litigation, enters judgments and orders of the court,
receives money, makes certified copies of record, issues many miscellaneous licenses and
licenses to practice various professions, and must keep a record of all wills and matters of trust
in probate proceedings. In general, the clerk is required to perform all official duties imposed by
statute or by lawful authority of the court.

         The constitution of Indiana and Indiana statutes provide for the election of clerk of the
circuit court in each county of the state at the time of the holding of a general election. The term
of office is fixed at four years and no person is eligible to serve as clerk more than eight years in
any period of twelve. To qualify for election, a person must be a voter of the county for at least
one year prior to the election and continue to reside within the respective county. Before an
elected clerk can take office, he or she is required to give a bond in the amount set by the
county council conditioned for the faithful discharge and performance of the clerk's duty.

         It is impossible to outline or enumerate in detail each particular duty of clerks of the
circuit court, but some of the most important include filing, recording, and indexing all pleadings
to begin any court action. The issuance of letters in probate matters and trusts and the giving of
legal notices when required by law are part of the clerk's duties. The clerk must also record all
bonds required by law and prepare the official record in cases venued from the county or in
cases being appealed to a higher court. The clerk is required to handle all applications for
admissions to the state owned or operated psychiatric hospitals and applications for marriage
licenses.

         The clerk is also charged with the duty of making an honest effort to collect all court
costs, including but not limited to judgments, traffic tickets, probation fees, court fees, fines,
restitution, and interest. Consequently, the “financials” portion of the CMS may be the most
critical and complex aspect of the CMS for the clerks. Although the specific functions are
articulated within Section M. Functional Requirements, the financial functions must interact with
all other functions with minimal or preferably no manual intervention except when the user
executes an override. The financial functions, in particular, should work within the CMS so the
clerks and their staff do not perform the same function several times and/or enter the same data
more than once.

       The city, town and township small claims courts have individuals performing a role
analogous to the clerk of the circuit court, although the specific duties and title are based on
relevant local ordinance and vary between different city and town courts. Clerks of the city,
town, and township small claims courts may attain their office either through election or
appointment based on the local ordinances establishing that court.




                                           Page 10                                 6/25/2011
C. Bidding Instructions
1. Division’s obligations. The Division accepts no obligations for costs incurred by
respondents in anticipation of being awarded a contract. The Division creates no obligation,
expressed or implied, by issuing this PNCO or by receipt of any responses submitted in
response to this PNCO.

2. Confidential information. Respondents are advised that materials contained in any
proposals responsive to this announcement are subject to Indiana Supreme Court
Administrative Rule 9 and may be subject to the Indiana Public Records Act, Indiana Code § 5-
14-3, et. seq. Respondents claiming a statutory exception to disclosure of information under the
Act must place all such information in a separate sealed envelope, clearly marked
“Confidential,” and must indicate on the outside of the envelope that confidential materials are
included and specify the statutory and/or rule exception provision that applies. The Division
reserves the right to make its own determinations of confidentiality. If the Division does not
agree that the information designated as confidential should be withheld from public access
under the act, it will so advise the respondents prior to release. The Division expects that
submissions in response to this announcement will contain sufficient non-restricted data to
permit the review to proceed without delay for consideration of extensive claims of
confidentiality. Overly burdensome claims for exemptions from public access may cause the
Division to view the proposal with disfavor.

3. Submission Information. Interested firms are invited to respond to this notice through the
submission of written materials providing:
      a. A statement of the firm‟s qualifications, including a summarization of the financial
      viability of the firm (Section D);
      b. A description of the products and services for which they have an interest in providing
      (Sections E, G, H, I and J);
      c. Proposed deployment schedule (Section F); and
      d. Contract terms (Section K).

Respondents must fill out the Pricing Table in Section L and compare their existing CMS
product to the requirements in Section M of this notice as well as respond to any questions in
Sections D through L. Please respond to formatted tables in Sections L and M within this
document. The questions and requests for information contained in Sections D through L
should be completed external to this document, but responses must be formatted using the
section and subsection organization within this document. Proposal submissions that do not
include a completed response to Sections D through M may be disfavored.

        Any person interested in the contracting opportunities identified above should make a
written submission as described above. Each submission should consist of one original, six
copies, and one electronic version on CD in a format usable with Microsoft Office Word version
2000 or higher. Due to the anticipated size of submissions, which should include completed
Sections L and M, facsimile submissions will not be accepted. Electronic submissions should
not have document protection that prevents emailing or printing of the document or that
prevents copying sections from the document for inclusion in evaluation templates using the MS
Windows clipboard. Hard copy submissions should be presented as 8 ½ x 11 inch documents,
printed on normal 20 – 24 lb paper, contained in loose leaf, three-ring binders. Oversize
documents, presentation boards and elaborate bindings are disfavored. Each submission




                                        Page 11                                6/25/2011
should clearly identify the entity making the submission and the firm‟s point of contact, including
email, fax number, telephone number, and mailing address.

       Submissions should be mailed or delivered to:

               Mary L. DePrez,
               Director and Counsel for Trial Court Technology
               Indiana Supreme Court Division of State Court Administration
               Judicial Technology and Automation Committee
               115 West Washington Street, Suite 1080
               Indianapolis, Indiana 46204
               E-mail: mdeprez@jtac.in.gov
               Phone: 317-234-2710

      Written questions concerning this announcement may be submitted via email to
mdeprez@jtac.in.gov. Questions received after Wednesday, March 1, 2006 may not receive a
response. Such questions with the answers provided will be posted on the Division‟s web site.

         Ms. DePrez is the single point of contact regarding questions during this process. Do
not contact any other Division personnel regarding this contracting opportunity while responding
to this announcement. Failure to adhere to this restriction may result in your submission being
disfavored.

      Paragraph “4. Schedule” has been amended effective February 24, 2006

4. Schedule. Submissions are due no later than 4:00 p.m. on Wednesday, March 15, 2006.
The Division reserves the right to extend or modify this deadline in its sole discretion, however;
it does not anticipate doing so. Submissions which are late or do not conform to the submission
requirements stated above may be disfavored.

       Following receipt and review of the submissions, the Division may invite more detailed
proposals from one or more respondents. The Division may make a selection based solely
upon the initial submission or the responses to requests for more detailed proposals. Following
review of the responses to more detailed proposals, the Division may seek supplemental
information, conduct a “best and final” solicitation, or conduct interviews. The Division may also
request a site visit to a respondent‟s working support center and/or to a location where the
application is running to assist in the evaluation of the respondent‟s initial or supplemental
proposal. The schedule for selection and the request for more detailed proposals will vary
based upon the nature of and need for the service and the magnitude of the responses to this
announcement.

        The Division anticipates concluding its review of all responses on or about May 10,
2006, unless extended by a decision of the Division, in its sole discretion. Selected firms may
then be invited to continue through an additional evaluation process at the discretion of the
Division. A schedule for any further activities may be established by the Division as necessary.

5. Modifications to this Notice. In the event that it is necessary to make changes to this
notice after it has been issued, addendums will be made available on the JTAC web site where
this notice is published (www.in.gov/judiciary/jtac/programs/cms.html). Respondents should
periodically check the web site for addendums modifying this notice. The Division is not



                                          Page 12                                6/25/2011
responsible for notifying respondents of addendums to this notice. If a link for an addendum is
not present on this site, then no addendums have been issued.




                                        Page 13                                6/25/2011
D. Qualifications and Registration
1. Firm’s qualifications. Please provide a statement of your firm‟s qualifications, including a
summarization of your financial viability. The statement should include concise yet thorough
information describing the firm, its relevant skills, experience and any other relevant
qualifications. The submission for this section may include any other information that your firm
believes is relevant to the selection process.

        The statement related to experience should focus specifically on the type of services that
the firm proposes to provide to the Division. The statement should also specifically address the
firm‟s experience with:
        a. Providing the identified services to trial courts on a statewide basis, or in combinations
        of other large and small jurisdictions;
        b. Projects of the magnitude and complexity of the Division‟s proposed Statewide
        Judicial Case Management System;
        c. Working in a collaborative environment; and
        d. Compliance with budget and schedule constraints.

A vendor may submit a proposal covering less than the entire project described in this PNCO.
Vendors submitted proposals covering less than the entire project must describe in detail how
they envision the balance of the project being completed.

         The submission may include a brief discussion concerning the firm‟s anticipated
approach to this project, competitive advantages the firm believes it has over competitors, and
opportunities for competitive or bundled pricing. Firms should also highlight, including the cost
or value, any additional products or services that it would consider offering as part of this project
that would have the effect of adding additional value to the project but that may not be traditional
CMS products or services. Please state if there are current commitments that would affect your
ability to participate with JTAC beginning in the third or fourth quarter of 2006.

2. Subcontractors. The respondent is responsible for the performance of any obligations that
may result from the PNCO and shall not be relieved by the non-performance of any
subcontractor. Any proposal must identify all subcontractors and describe the contractual
relationship between the respondent and each subcontractor. Either a copy of the executed
subcontract or a letter of agreement over the official signature of the firms involved must
accompany each proposal. All subcontracts held by the respondent must be made available
upon request for inspection and examination by appropriate Division officials, and such
relationships must meet with the approval of the Division.

        Any subcontracts entered into by the respondent must be in compliance with all Indiana
statutes and will be subject to the provisions thereof. For each portion of the proposed products
and services to be provided by a subcontractor, the technical proposal must identify the
functions to be performed by the subcontractor and the subcontractor‟s related experience and
qualifications for guaranteeing performance. The combined qualifications and experience of the
respondent and any or all subcontractors will be considered in the Division‟s evaluation. The
respondent must furnish any other data related to subcontractors that may be required by the
Division.

3. Registration to do business. Selected out-of-state respondents and, if applicable,
subcontractors providing the products and/or services required by this PNCO must be



                                          Page 14                                 6/25/2011
registered to do business within the state by the Indiana Secretary of State. This office may be
contacted at Secretary of State, Corporations Division, 302 West Washington, Room E-018,
Indianapolis, IN 46204 or www.in.gov/sos. This process must be concluded prior to contract
negotiations with the Division. It is the successful respondent‟s responsibility to complete the
required registration with the Secretary of State. The respondent must indicate the status of
registration, if applicable, in this section of the proposal.

4. National Center for State Courts (NCSC) standards. Please review the documents found
at http://www.ncsconline.org/d_tech/standards/#v2, which contain the National Consortium on
State Court Automation Standards. For each standard, please provide a brief description on
how your product or service complies. Please identify any specific experience your firm has had
with such compliance and provide reference contact information. Also, if your firm or employees
have had any involvement with the creation of these standards, please specifically identify such
involvement in this section.

5. Other services. The Division is not seeking separate proposals for the services listed below
at this time. The Division, however, will consider any proposal for such services appended to a
CMS product and services submission. The Division will not review any stand-alone response
for these services. The inclusion or exclusion of such proposal[s] will not impact the Division‟s
review of any submission for the CMS product and services. If your firm can provide any of
these services, please identify and briefly describe the services with a cost estimate in this
section. Regardless of the Division‟s position on these services at this time, the selected CMS
must have the capability to interact with programs and/or products that perform the following
services:
         a. data warehouse;
         b. document imaging;
         c. jury management;
         d. e-filing;
         e. document redaction;
         f. digital signatures;
         g. electronic scheduling requests;
         h. document indexing and full-text search;
         i. interface and synchronization with personal information manager devices such as
         Palm, Blackberry, and Windows CE; and
         j. appellate court case management and interface with trial court CMS.

   Paragraph “6. Indiana Resources” has been added by an amendment to this
                        PNCO effective February 24, 2006




                                        Page 15                                6/25/2011
E. Technology
        The purpose of this section is to determine the vendor‟s available technological
resources. The application will be hosted in the Data Center maintained and managed by the
Indiana Office of Technology (IOT). Therefore, all server hardware and operating system
licenses, and database management system (DBMS) will be purchased or leased through IOT
and should not be included in pricing. The Division anticipates that trial courts and clerks‟
offices will connect to the IOT Data Center through various methods including the State‟s
Indiana Telecommunications Network (ITN), DSL and cable.

1. Application. Please describe your application architecture by focusing on the
implementation details for your presentation, business and data layers. You are encouraged to
provide diagrams within the constraints of the bidding instructions.

2. Client/Presentation Layer Requirements
        a. Hardware/Software
               i. What is the minimum hardware configuration for a client machine?
               ii. What is the recommended hardware configuration for a client machine?
               iii. Please list any third party hardware or software that is required for a client
               machine. If the hardware or software is only needed on some client machines,
               please indicate the criterion that determines the number, for example: one per
               office, two for every ten users, etc.
               iv. How are client software updates distributed? Do all clients have to be running
               the most recent software or can a rollout be phased, for example, by county,
               county agency or office?
               v. What is the minimum screen resolution to run the application?
               vi. What is the recommended screen resolution to run the application that
               minimizes the use of scrolling?
               vii. Please describe any recommended hardware or software that is needed for
               cash drawer functions, including but not limited to: cash drawer, receipt printer,
               credit card processing, debit card processing, check scanning, etc.
               viii. What network protocols are necessary for the client to successfully run the
               application?
               ix. Is your application browser-based? If yes, does it support Mozilla Firefox,
               Safari and Internet Explorer? Will it run on Windows, Linux, Mac and Unix?
               x. Does your application support commercial word-processing programs such as
               Microsoft Word and WordPerfect and open source word-processing programs
               such as Open Office and Star Office?
               xi. Does your application support multi-core/multi-chip hardware and operating
               systems?
        b. Security
               i. Does the application contain a workstation timeout function that will prohibit the
               client from accessing data after a specified amount of activity?
               ii. If yes, what happens to any data that may have not been saved at the point the
               timeout occurs?
               iii. Does the client use any external security devices, e.g., biometric, card
               readers, etc., to validate the identity of the user? If so, can multiple users share
               the same client machine, and how many users can share it?
               iv. Are the communication and data between the client and servers encrypted?
               v. Are logins or other user activities logged in an audit table?


                                          Page 16                                6/25/2011
               vi. What other security features are provided?

3. Business Layer/Application Server Hardware/Software
       a. If the business layer is implemented on an application server, what software (OS,
       application server, etc) is required?
       b. What is the minimum hardware configuration for an application server?
       c. What is the recommended hardware configuration for an application server?
       d. Are multiple application servers supported?
       e. Is any additional hardware or software, such as load balancers, transaction
       coordination, messaging, etc., needed for a deployment of this size?
       f. Specify the number of such servers required in the IT Infrastructure for the number of
       counties being deployed in the Proposed Deployment Schedule.

4. Data Layer
       a. Hardware/Software
              i. What DBMS are you recommending for a statewide implementation of 6,500
              court and clerk users and 2,500 inquiry-only users with a maximum of 700
              concurrent transactions?
              ii. Based on the DBMS selected, please describe your approach to scalability in
              both processing power and storage.
              iii. What is the minimum hardware configuration for an application server?
              iv. What is the recommended hardware configuration for an application server?
              v. Are multiple application servers supported?
              vi. Specify the number of such servers required in the IT Infrastructure for the
              number of counties being deployed in the Proposed Deployment Schedule.
              vii. Specify the amount of disk space required in the IT Infrastructure for the
              number of counties being deployed in the Proposed Deployment Schedule.
              viii. Does the system have a data archiving function?
       b. Security
              i. What security measures are taken to ensure that authenticated users can only
              see information that they would normally see within the application when
              connecting to the data layer using third party tools?
              ii. At what levels, i.e., statewide administration, statewide administration plus
              county administration functions, etc., can security be administered?

5. Requirements.
      a. Describe the hardware requirements, connectivity requirements, and network
      bandwidth requirements at the statewide and local levels.
      b. Describe how your system and deployment approach meets the minimum information
      security standards established by the Indiana Office of Technology. See
      http://www.in.gov/iot/pdfs/security/IOT_Security_Policies.pdf for more information.

6. Strategies. Please describe your backup and business continuity strategies.




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F. Proposed Deployment Schedule

    The Division‟s long-term goal is to have a structure in place that will permit integration of all
of Indiana‟s courts, clerks and state agencies utilizing court information. Within six to eight
months after a contract or letter of intent is signed, however, it is the short-term goal of the
Division to complete delivery of a functioning CMS to at least three counties – one small, one
medium and one large. For this purpose, county sizes are defined as follows:
     Small – one to two courts;
     Medium – three to five courts; and
     Large – six or more courts (See Appendix C for more details).

   Based upon these goals and the capacity of your company, please prepare a deployment
schedule by showing the number of small, medium and large county deployments for each
quarter up to and including deployment in all 92 Indiana counties. This deployment schedule will
be used in the Pricing Table (Section L) to compute cash flow over the duration of the project.
The table allows for payments to be directly tied to the number of counties deployed.

    The Division, however, does not intend to dictate either the pricing structure or deployment
schedule. The Division will consider up to three deployment schedules, all of which must meet
the minimum deployment as described above, and related pricing structures. Pricing may be
spread over as many or as few time periods as desired.




                                           Page 18                                  6/25/2011
G. Deployment, Training and Support
         The purpose of this section is to determine the vendor‟s experience, methods and
abilities for deploying large projects, such as a statewide case management system.

1. Experience. Provide information regarding any projects in which you have deployed your
system and trained and supported users in a project that linked multiple courts and external
agencies using court information, including:
       a. Whether the application was statewide, and if not, describe the scope of the
       deployment.
       b. Number of courts involved.
       c. Number of users involved.
       d. Number of agencies and users external to the courts, accessing court information.
       e. Date(s) of deployment.
       f. Length of deployment, from contract date to user acceptance.
       g. If the deployment is still underway, what portion of the deployment is completed?
       h. Please provide at least five references with contact information.
2. Methods.
       a. Deployment
                i. Generally describe your implementation planning process.
                ii. Generally describe your recommendation for the roles your company
                personnel will assume and the roles JTAC staff should assume in the
                implementation process.
                iii. Please respond to the following questions that relate to county-specific issues:
                         (1) Describe how you would facilitate any required local interfaces or
                         electronic tools that have been locally purchased and installed and may
                         be copyrighted. Examples of local interfaces include jail management
                         systems, booking systems, juvenile detention management systems, and
                         probation systems. An example of copyrighted electronic tools is a risk
                         assessment program.
                         (2) Describe the process involved in implementing any required local
                         configurations, e.g., local ordinances, local terms of probation and pretrial
                         release, creation of standard local documents, including any JTAC and/or
                         local personnel required to accomplish the task.
                iv. What is your process for managing user acceptance?
                v. Would your plan for initial deployment entail an alpha, beta or pilot approach?
                Please explain.
                vi. Describe the process employed to track and report progress in system
                deployment.
                vii. Describe the process and standards employed in determining when phases of
                deployment are satisfactorily completed.
                viii. Describe the process involved in implementing any required state-level
                configurations, e.g., implementation of state statutes and rules, creation of
                standard state documents, state calendars, including any JTAC personnel
                required to accomplish the task.
                ix. Describe the JTAC personnel and system resources required to develop, test,
                and support any changes that require access to systems that are only available
                on the internal state network.
       b. Training. Describe your training plan, both initial and continual, for users, super users,
       system administrators, technical staff, operational staff and development staff.


                                          Page 19                                  6/25/2011
                i. Is your training process standardized? Explain.
                ii. Does your process utilize direct user-training, train-the-trainer, a combination
                of the two or other means? Explain.
                iii. Does your process entail development of Indiana-specific training materials?
                If yes, how are those materials developed?
                iv. Provide reference contact information for persons who have been trained in
                the use of your system.
        c. Support. Describe your support plan, including anticipated response time. If not
        previously covered, does your support plan focus upon direct support to the user as well
        as county and statewide support services and/or is your system flexible to the point
        where responses occur at various levels depending upon the complexity of the inquiry?
3. Abilities.
        a. Deployment
                i. Describe the respective functions and credentials of the members of your
                deployment team and the anticipated durational need for each. Specify the
                number of such personnel required to service the number of counties being
                deployed in the Proposed Deployment Schedule.
                ii. Describe the respective functions and credentials of members of a team to be
                assembled by JTAC to assist in deployment and the anticipated durational need
                for each. Specify the number of such personnel required to service the number of
                counties being deployed in the Proposed Deployment Schedule.
                iii. Describe the respective functions and credentials of personnel required on a
                local (county or agency) level to assist in deployment and anticipated durational
                need for each. Specify the number of such personnel required to service the
                number of counties being deployed in the Proposed Deployment Schedule.
        b. Training
                i. Describe the respective functions and credentials of the members of your
                training team and the anticipated durational need for each. Specify the number of
                such personnel required to service the number of counties being deployed in the
                Proposed Deployment Schedule.
                ii. Describe the respective functions and credentials of members of a team to be
                assembled by JTAC to assist in training and the anticipated durational need for
                each. Specify the number of such personnel required to service the number of
                counties being deployed in the Proposed Deployment Schedule.
                iii. Describe the respective functions and credentials of personnel required on a
                local (county or agency) level to assist in training and anticipated durational need
                for each. Specify the number of such personnel required to service the number
                of counties being deployed in the Proposed Deployment Schedule.
        c. Support.
                i. Describe the respective functions and credentials of the members of your
                support team and the anticipated durational need for each.
                ii. Describe the respective functions and credentials of members of a team to be
                assembled by JTAC to assist in support and the anticipated durational need for
                each. Specify the number of such personnel required to service the number of
                counties being deployed in the Proposed Deployment Schedule.
                iii. Describe the respective functions and credentials of personnel required on a
                local (county or agency) level to assist in support and anticipated durational need
                for each. Specify the number of such personnel required to service the number of
                counties being deployed in the Proposed Deployment Schedule.




                                          Page 20                                 6/25/2011
H. Interfaces
        The purpose of this section is to determine the vendor‟s methods, abilities and
experience in designing and developing interfaces. The required interfaces with state agencies
and other external entities, including existing case management systems, are identified below
with brief descriptions. At this time, specifications adequate to provide accurate cost estimates
for these interfaces are not available. Specific cost estimates for these interfaces will be
discussed in later stages of the proposal process.

       In your response, please answer the following questions related to your approach for
constructing interfaces with the entities identified below:

1. Describe any existing framework your product may include to facilitate interfacing with other
systems.

2. Is the existing framework available to third parties to use for development, i.e., could the
State use the framework to develop the interfaces independently?

3. Would your system require any third party products such as WebSphere, MQ, Microsoft
Message Queuing or BizTalk? If so, please include licensing cost estimates in your proposal.

4. What method does your system use to ensure data is successfully delivered to other
systems?

5. Please identify any relevant experience including reference contact information.

● Department of Correction (DOC).
      a. Commitment Package Interface. The commitment package is sent to DOC any time
      an adult or juvenile case contains a component of the sentence that is a DOC
      commitment. The complete commitment package contains the following items: Abstract
      of Judgment; personal descriptors and identification numbers of defendant, including
      photograph; education level; and list of victims and victim addresses.
               i. Target System. The current DOC system will serve as the target. This system
               currently operates under a CA-IDMS (Computer Associates Integrated Database
               Management System) database.
               ii. Interface Volume. The interface is expected to send 20,000 DOC
               commitments/year.
      b. Public Custody Data Interface (also referred to as Public Access). A file is produced
      daily in Case Number order for offenders currently at a DOC facility. Offenders may be
      duplicated in this file if they have more than one active commitment running. Elements
      included on this file are County of Commitment, Case number, Commitment name, DOC
      number, Earliest Possible Release Date and Facility Location. This file will update the
      defendant‟s facility location and possible release date.
               i. Source System. The current DOC system will serve as the source. This
               system currently operates under a CA-IDMS database.
               ii. Interface Frequency. The interface will run once daily to send custody data for
               individuals in a DOC facility.
      c. Release Date Interface. The Release Date Interface is used to retrieve the release
      date information for an individual held at a DOC facility. This release date will not




                                          Page 21                                 6/25/2011
       determine where the individual will be released (probation, community corrections, or
       regular discharge) but determines when they may leave the DOC facility.
               i. Source System. The current DOC system will serve as the source. This
               system currently operates under a CA-IDMS database.
               ii. Interface Frequency. The interface will run once daily to send release dates
               for individuals in a DOC facility.
       d. Hearing Package. The Hearing Package is sent to DOC when an offender goes to a
       scheduled hearing that results in a sentence modification. Elements in this package
       include: Abstract of Judgment; and Personal Descriptors and identification numbers of
       defendant, including photograph.
               i. Target System. The current DOC system will serve as the target. This system
               currently operates under a CA-IDMS database.
               ii. Interface Frequency. The interface will run once daily to send sentence
               modification data for individuals in a DOC facility.

● Indiana State Police (ISP).
       a. Warrant Interface. The Warrant Interface is used to notify the Indiana Data and
       Communications System (IDACS) of issuance, recall, and cancellation of warrants
       issued by the courts.
               i. Target System. IDACS will serve as the target.
               ii. Interface Frequency. The interface is expected to receive a transaction each
               time a warrant is issued, modified, cleared, or cancelled. The interface will run in
               near real-time as warrants are processed by the courts.
       b. Protective Order Interface. The Protective Order Interface is used to notify IDACS of
       issuance, recall, and cancellation of protective orders issued by the courts.
               i. Target System. IDACS will serve as the target.
               ii. Interface Frequency. The interface is expected to receive a transaction each
               time a protective order is issued, modified, cleared, or cancelled. The interface
               will run in near real-time as protective orders are processed by the courts.
       c. Disposition Interface. The Disposition Interface is used to transmit records of cases
       that have been fully disposed to the Criminal History Records of Indiana System
       (CHRIS). The records will be transmitted and associated with a Case Number. The
       Dispositions will be then made available to other statewide repositories.
               i. Target System. CHRIS will serve as the target.
               ii. Interface Frequency. The interface will be run once daily to send a file
               containing multiple records per final disposition of each case.
       d. Arrest Interface. The arrest interface is used to send arrest records to the CMS in
       order to facilitate case initiation and notification to appropriate parties, e.g., probation
       officers or public defenders, of individuals who have been arrested, some of whom are
       currently on conditional release. There are between 550 and 700 arrest records
       entered each day. Approximately 350 arrest records are received in real-time from
       Livescan devices, the remainder are manually entered to support counties without
       Livescan devices.
               i. Source System. CHRIS will serve as the source.
               ii. Interface Frequency. The interface will be run once daily.
       e. Case Open Interface. This purpose of this interface is to report to the statewide
       criminal history system when a criminal court case has been opened for an individual.
               i. Target System. CHRIS will serve as the target.
               ii. Interface Frequency. The interface will be run once daily to create an entry per
               each new criminal case that is opened.
       f. CHRIS Ident Interface. The purpose of this interface is to receive positive identification


                                          Page 22                                6/25/2011
       information for individuals who have been arrested. One record will be sent for each
       arrest received on the arrest interface (see item d above) and may be received
       contemporaneously with the arrest record or at a later date, depending on the amount of
       time needed to positively identify the offender. In addition, for counties who do not
       report arrests through ISP, the associated arrest record may come from the ProsLink
       case initiation interface and can be associated by a Tenprint Card Number (TCN).
                i. Source System. CHRIS will serve as the source.
                ii. Interface Frequency. This interface will be run once daily.
       g. CHRIS Offender Classification Interface. The purpose of this interface is to report to
       the statewide criminal history system when the court has ordered or removed a personal
       classification of an individual. Examples of ordered classifications include sexual
       offender, sexual predator, violent offender, and habitual offender.
                i. Target System. CHRIS will serve as the source.
                ii. Interface Frequency. This interface will be run in near real-time to send one
                record for each classification ordered or rescinded by the courts.

● ProsLink. ProsLink, Inc. is a database system used by 82 of the 90 Indiana Prosecuting
Attorneys to monitor cases. Information about offenders and their charges are entered daily by
county prosecutor staff members and then shared statewide with other prosecutors.
       a. CCS Event Interface. A subset of CCS Event entries will be sent to ProsLink. The
       Event information will include: The complete Event Record; Event Case Number;
       Judicial Officer present, if applicable; Court Reporter present, if applicable; Person that
       requested the event, if applicable; and any other people relating to the case that were
       present (Event Attendees).
                i. Target System. The current ProsLink system will serve as the target.
                ii. Interface Frequency. To accommodate the expected volume, the interface will
                run in batch periodically throughout the day.
       b. Case Disposition Interface. The Case Disposition will be sent to ProsLink any time a
       case or charge is disposed.
                i. Target System. The current ProsLink system will serve as the target.
                ii. Interface Frequency. The interface will run once a day.
       c. Case Number Interface. Once a case has been created in CMS using the ProsLink
       Case Interface (see item d below), CMS will generate a Case Number. The purpose of
       this interface is to send the CMS Case Number and internal Case ID to ProsLink once it
       has been created.
                i. Target System. The current ProsLink system will serve as the target.
                ii. Interface Frequency. The Case Number Interface is needed in near real-time
                when a new case number is generated or when a case number is changed for a
                case received from the ProsLink case interface.
       d. ProsLink Case Interface. ProsLink will send new case information into the CMS using
       the ProsLink Case Interface. The CMS System will use this information to open a court
       case and generate a new Case Number. In some counties, the interface will
       automatically create a new case; in other counties, this interface will place new case
       creation requests into a work queue for review and acceptance by county clerk
       personnel. In the circumstance where the work queue method is used, the CMS must
       use the information received from the interface to minimize data entry when creating the
       new case in the court CMS.
                i. Source System. The current ProsLink system will provide the needed source
                information.
                ii. Interface Frequency. This interface will run in near real-time when a new case
                is filed or when a filed case is amended in the ProsLink system.


                                         Page 23                                6/25/2011
       e. ProsLink Participant Interface. ProsLink will send new Participant information using
       the ProsLink Participant Interface. The target system will use this information to
       associate a new participant with a case, or locate an existing person record and
       associate it with a case.
              i. Source System. The current ProsLink system will provide the needed source
              information.
              ii. Interface Frequency. This interface will run in near real-time as changes are
              made to participants in ProsLink.

● Bureau of Motor Vehicles (BMV).
      a. SR16 Interface. An SR16 is used as an abstract of the disposition of a case in which
      a citation was issued to a person. The SR16 provides the BMV with a summary of the
      outcome of the offense. An SR16 is generated for each charge on a case that relates
      back to a citation. The process will use the current specification for sending SR16‟s to
      the Court Abstract Transmission System (CATS).
               i. Target System. All source information will be sent to the BMV CATS system.
               ii. Interface Frequency. The interface will run in near real-time as case
               dispositions occur.
      b. SR17 Interface. An SR17 is used to grant a probationary license to an individual that
      has had their license suspended. This form tells the BMV the duration of the license and
      any limits on the motorist‟s driving privileges. This information will be generated each
      time a driver‟s license has been suspended and the court has ordered a Conditional
      Driver‟s License.
               i. Target System. All source information will be sent to the BMV as a fax.
               ii. Interface Frequency. The interface will run in near real-time as dispositions
               occur. The interface must ensure the “transmission OK” message is received
               from the BMV fax and attempt resends until a positive response is received.
      c. BMV Demographic Data Interface. This interface provides the ability to display BMV
      demographic and driving record data within the CMS.
               i. Source System. The BMV system will supply the needed demographic and
               driving record data.
               ii. Interface Frequency. The interface will run in real-time as CMS users navigate
               to the BMV record screens in the CMS. The CMS must provide appropriate error
               handling when the BMV interface is not available.

● Department of Revenue (DOR).
      a. Clerk Tax Warrant Interface. For a given county, a clerk tax warrant record is
      received from DOR when new tax warrant activity is required. The warrant file contains
      the Warrant Detail Record(s) and the Warrant Trailer Record. Warrant records can be
      original or renewal. Renewals are generated when a warrant approaches 10 years of
      age. Renewals are triggered to maintain the precedence in filing date.
              i. Source System. DOR will source all information needed for the warrant
              interface file.
              ii. Volume. The interface is expected to receive 500,000 DOR warrants a year.
      b. Clerk Voucher Interface. A Clerk Voucher Interface accompanies each Clerk Warrant
      Interface. This file contains financial information that allows the clerk‟s office to receive
      payment for filing the warrant. The file contains Detail Record(s) and a Trailer Record.
              i. Source System. DOR will source all information needed for the voucher
              interface file.
              ii. Volume. The interface is expected to receive 500,000 DOR vouchers/year.



                                          Page 24                                6/25/2011
        c. Clerk Return Interface. A clerk return record is sent back to DOR once a warrant has
        been opened within the case management system. This file contains tracking
        information used by DOR. The return file contains Detail Record(s) and a Trailer
        Record.
                i. Target System. The DOR system will serve as the target.
                ii. Volume. The interface is expected to generate 500,000 DOR return
                records/year.
        d. Clerk Lien Status Interface. A clerk lien status record is received from DOR when a
        warrant has been updated. The file contains Detail Record(s) and a Trailer Record.
                i. Source System. The DOR system will source for all information needed for the
                Clerk Lien Status interface file.
                ii. Volume. The interface is expected to receive 300,000 DOR Lien Status
                records/year.
        e. Refund Offset Candidates Interface. A Refund Offset Candidates file is generated by
        the case management system and sent to DOR when individuals have outstanding
        balances. The DOR system does not support collection from businesses. The file
        contains a Detail Record. The DOR system will serve as the target.
        f. Refund Offset Match & No Match Interface. A Refund Offset Match & No Match file is
        generated by DOR in response to receipt of a Refund Offset Candidate. There are
        actually two types of responses sent back, both using the same record format. The first
        contains the individuals that matched on both name and social security number. The
        second contains records that had social security number matches only. The DOR
        systems will provide all information needed for the Refund Offset Match & No Match
        interface file.
        g. Refund Offset Approval Interface. A Refund Offset Approval file is used to send final
        approval to DOR to withhold funds from a DOR payee. Two responses are actually sent
        to DOR, one for Matches and one for Non-Matches (partial matches which are on SSN
        only).
                i. Target System. The target system will be the DOR system.
                ii. Interface Frequency. The interface will run in response to match files received
                from the DOR and prepared for return by the county. The file MUST be returned
                to DOR within 60 days of receipt.
        h. Refund Offset Notification Interface. A Refund Offset Notification is generated by
        DOR to notify the Court of the interception of funds.
                i. Source System. The DOR systems will source all information needed for the
                Refund Offset Notification interface file.
                ii. Interface Frequency. The interface will run weekly, but can run more often if
                necessary.

● Family and Social Services Administration (FSSA).
      a. Court Orders Interface. The Court Orders Interface includes New/Changed/Vacated
      (or Abated) Child support orders. The case management system will send this
      information to Indiana Support Enforcement Tracking System (ISETS) on a daily basis.
      This happens when a new case is disposed, an existing case disposition is changed, or
      previous court Order is Vacated or Rescinded.
              i. Target System. All source information will be sent to ISETS.
              ii. Interface Frequency. Once daily.
      b. ISETS Delinquency Refresh Interface. ISETS will send a file of delinquent
      participants. This file will be a fresh file each month (will not be an incremental file). It will
      contain data about each participant, and three “delinquency” flags. There are



                                           Page 25                                   6/25/2011
approximately 400,000 records that are tracked in the system in a given month. This
ranges from several thousand to 100,000 per county.
         i. Source System. ISETS will source all information needed for the
         delinquencies.
         ii. Interface Frequency. Once monthly. Before a county is enabled for this
         interface, this “start-up” dataset which represents all active ISETS cases for that
         county will be transferred.
c. ISETS Delinquency Status Interface-Daily Update. This interface is analogous to the
ISETS Delinquency Refresh interface described in item b above. The difference is that
while the Delinquency Refresh Interface is a complete dump of current activity, this
interface will only include updates since the last execution of the ISETS Delinquency
Daily Update Interface. There will be approximately 40,000 records/day, when all
counties are enabled.
         i. Source System. ISETS will source all information needed for the
         delinquencies.
         ii. Interface Frequency. Once daily.
d. Indiana Child Welfare Information System (ICWIS) Case Initiation/Update Records
Interface (from ICWIS). This interface is used to initiate a court case from ICWIS or to
update record from an existing court case from ICWIS. Once the case management
system has initiated the case, a link is established between the case and person[s] in
both systems. All subsequent ICWIS interfaces depend upon this exchange. If this
exchange does not occur, subsequent interface transactions will be rejected.
         i. Source System. ICWIS will source all information concerning the case initiation
         and person updates.
         ii. Interface Frequency. ICWIS records will be sent in near real-time.
e. Case Initiation/Update Records Interface (to ICWIS). This interface is used to send a
case initiation request to ICWIS when a CHINS (Child in Need of Service) case is
originated using the CMS. In addition, as information about persons related to the case
is updated in the CMS, this interface will send updates to ICWIS. When the case is
originated, ICWIS will return information to link the case and persons between the two
systems for ongoing updates.
         i. Target System. All source information will be sent to ICWIS.
         ii. Interface Frequency. The information will be sent in near real-time.
f. Child In Need of Service (CHINS) Related Hearing Request. A Hearing request record
is sent by ICWIS to the case management system whenever the removal of a child or
other hearing (e.g. hearing for order of parent education or counseling) is required by
ICWIS. A hearing record with updated scheduling information is returned by the case
management system and the ICWIS portion of the interface will update the ICWIS
system with the scheduling information. Both scenarios assume that the Demographic,
Relationship and Worker detail described in the Case Initiation/Update Records has
been transmitted. If those records have not been received the Hearing Request cannot
be processed and will generate an error.

The ICWIS application will be modified to generate a hearing referral request. Once the
case management system user receives the paperwork from the attorney, they would
link the case and person information to the ICWIS information that was referred to them.
The schedule information should be sent to the family case manager through the
interface.
        ii. Source System. ICWIS will source all information concerning the hearing
        request. The case management system will respond with an updated Hearing
        Scheduled record.


                                  Page 26                                 6/25/2011
                iii. Target System. ICWIS will source all information concerning the hearing
                request. The case management system will respond with an updated Hearing
                Scheduled record.
                iv. Interface Frequency. Near real-time.
       g. Hearing Terms of Disposition, Outcome or Continuance (ICWIS Hearing Type)
       Interface. Once a hearing is complete and the order information is entered into the case
       management system, FSSA‟s Division of Technical Services (DTS) would like to receive
       a copy of the data from the order. This only pertains to hearing associated with ICWIS
       hearing types. If the hearing involved a person associated with ICWIS, but is not one of
       the ICWIS hearing types then the same information is returned, but the triggering event
       is different.
                i. Target System. ICWIS will be the target for all information concerning the
                Hearing Disposition.
                ii. Interface Frequency. Near real-time as orders are issued.
       h. Hearing Terms of Disposition, Outcome, Continuance or Schedule (non-ICWIS
       Hearing Type Interface). Once a hearing is complete and the order information is
       entered into the case management system, DTS would like to receive a copy of the data
       from the order. The Hearing record and the Hearing Terms of Disposition records will be
       sent. If the hearing involved a person associated with ICWIS, but is not one of the
       ICWIS hearing types then the same information is returned, but the triggering event is
       different.
                i. Target System. All source information will be sent to ICWIS.
                ii. Interface Frequency. Near real-time as hearings are concluded.

● Existing case management systems.
       a. Scenarios. There are several scenarios regarding existing CMS systems that must be
       supported:
              i. Ongoing coexistence. In an ongoing coexistence scenario, both the statewide
              CMS system and an existing system will be used within the same county on a
              permanent basis. The division of the systems may be by court (e.g., one court
              uses the statewide CMS and the other uses an existing system) or by case type
              (e.g., a single court uses the statewide CMS for some case types and another
              CMS for other case types). In both circumstances, the following must be
              supported:
                       1. The statewide CMS must be able to receive and periodically update an
                       abstract record of all cases in the existing CMS. This abstract must be
                       searchable in the statewide CMS and make clear to the user that they
                       need to access the case in the existing system for updates. Ideally, this
                       search function will be incorporated into a single case or person search
                       function that searches both cases from the existing system and the
                       statewide system at the same time.
                       2. The statewide CMS must be able to receive assessments from the
                       source system and support all financial transactions for these
                       assessments (e.g., collections, vouchering, etc.). The statewide CMS
                       must be able to report all financial transactions that have occurred on an
                       assessment originated in the existing system to the existing system.
                       3. The statewide CMS must be able to send CCS updates to the existing
                       system.
                       4. In situations where one court will be using both CMS systems, the
                       statewide CMS and existing CMS must be able to maintain synchronized
                       court and personal calendars.


                                         Page 27                                6/25/2011
              ii. Transitional coexistence. In a transitional coexistence scenario, both the
              statewide CMS system and an existing system will be used contemporaneously
              for a transitional period of time. This scenario is used to support the incremental
              implementation of the statewide CMS in a county over an extended period of
              time. This scenario must support requirements (a) and (c) from the on-going
              coexistence scenario during the transition period.
              iii. External coexistence. In external coexistence, a county using an existing
              CMS must be able to interact with a county using the statewide CMS for the
              purpose of automating changes of venue. Either system may originate the
              change of venue process.
       b. Case Management Systems currently in use:
              i. CSI
              ii. JUSTIS.net, Marion County-Indianapolis
              iii. Maximus
              iv. Manatron
              v. MHI
              vi. Quest
              vii. Several “home grown” systems

● Integrated Justice Information System (IJIS). Planning for a statewide IJIS has begun, but
no details have been published to date. The CMS would require the capacity to exchange data
in the IJIS context.




                                        Page 28                                 6/25/2011
I. Data Conversion
       Data conversion is the process of moving data from an existing CMS (and related
systems) to a new CMS. This data can consist of information on cases currently in process at
the time of the switchover from one CMS to another or historical data. Case management
systems currently used in Indiana courts include: CSI; JUSTIS.net; Maximus; Manatron; MHI;
Quest; and several “home grown” systems. At this time we do not have adequate specifications
for converting data from all existing CMS‟s in use in Indiana. Therefore, responses should not
contain pricing information for data conversion. Specific cost estimates for data conversion will
be discussed in later stages of the proposal process.

       In your response, please answer the following questions related to your approach for
data conversion:

1. Do you have experience with data conversion from other CMS‟s to your system? If so, what
CMS systems have you converted? Please identify relevant experience including reference
contact information.

2. Describe any existing framework your product may include to facilitate converting data from
other systems.

3. If your product includes an existing framework that will facilitate data conversion, is the
framework available to third parties to use for development, i.e., could the Division use this
framework to convert data independently?




                                          Page 29                                6/25/2011
J. Project Management
        The submission should identify the key persons to be actually assigned to work on the
project and include a statement of the availability and commitment level for each person. It
should be expected that this availability and commitment of personnel would be included as a
requirement in the contracting document.

1. Project Management Methodology. Please detail your project management methodology
and how this methodology addresses Project:
              i. Integration Management;
              ii. Scope Management;
              iii. Time Management;
              iv. Cost Management;
              v. Quality Management;
              vi. Human Resources Management;
              vii. Communications Management;
              viii. Risk Management; and
              ix. Change Management.

2. Project Manager. Propose a project manager including a resume detailing his or her
experience on projects of similar type (e.g., court or judicial) size and scope.

3. Project Structure. Propose a project structure including vendor-provided staff and JTAC
staff. Discuss team organization and interaction with project management and project
governing bodies or steering committee.




                                        Page 30                               6/25/2011
K. Contract Terms
Below please find contract clauses that will be part of any future contract with the Division.
Respondents should review these clauses in detail. The respondent should either indicate that
the desired clause is acceptable as worded, suggest alternative wording to raise specific issues
raised by the specific clause, or indicate the desired clause is unacceptable and state why. The
respondent‟s suggested language will be considered by the Division during the contract
negotiation process. Please also provide a sample contract used by your company.

1. Amendments. This Contract may be amended at any time but only by written agreement of
both parties. Any such amendment shall become part of the Contract upon execution by both
parties.

2. Assignment. The Contractor shall not assign or subcontract the whole or any part of this
Contract without the Division‟s prior written consent. The Contractor may assign its right to
receive payments to such third parties as the Contractor may desire without the prior written
consent of the Division, provided that the Contractor gives written notice including evidence of
such assignment to the Division thirty days in advance of any payment so assigned. The
assignment shall cover all unpaid amounts under this Contract and shall not be made to more
than one party.

3. Change order procedure. The Contractor shall not commence any additional work or
change the scope of the work until authorized in writing by the Division. No claim for additional
compensation shall be made in the absence of a prior written approval executed by all
signatories hereto.

4. Compliance with laws. Contractor and the Division agree to comply with all applicable
federal, state and local laws, rules, regulations, or ordinances, and all provisions required
thereby to be included herein and are hereby incorporated by reference. The enactment of any
state or federal statute or the promulgation of regulations thereunder after execution of this
Contract shall be reviewed by the Division and Contractor to determine whether the provisions
of the Contract require formal modification.

5. Indemnity. The Contractor shall defend, indemnify and hold harmless the Division from and
against all damages to persons, or tangible property and any related costs and expenses,
including court costs and reasonable attorney fees, caused solely by the negligence of the
Contractor and from and against all claims and liability and related costs and expenses,
including court costs and reasonable attorney fees, resulting solely from a material breach of
this Contract by the Contractor. Contractor shall defend, indemnify, and hold harmless the
Division against any claim of a third person for infringement of patents, copyrights, trade secrets
or trademarks by any Work Product and Deliverables delivered to the Division under this
Contract or Work Product and Deliverables.

6. Force majeure. Neither party shall be responsible for any failure to comply with, or for any
delay in performance of, the terms of this Contract, including, but not limited to, delays in
completion of the services, where such failure or delay is directly or indirectly caused by or
results from events of force majeure beyond the reasonable control of such party.

7. Governing laws. This Contract shall be construed in accordance with and governed by the

                                         Page 31                                 6/25/2011
laws of the State of Indiana and suit, if any, must be brought in the State of Indiana.

8. Independent contractors. Both parties hereto, in the performance of this Contract, will be
acting in an individual capacity and not as agents, employees, partners, joint venturers or
associates of one another. The employees or agents of one party shall not be deemed or
construed to be the employees or agents of the other party for any purposes whatsoever.
Neither party will assume any liability for any injury including death to any persons, or any
damage to any property arising out of the acts or omissions of the agents, employees or
subcontractors of the other party. Nothing in this Contract is intended to establish a partnership,
joint venture, or agency relationship between the parties.

9. Insurance. Contractor shall maintain in full force and effect, and upon the written request of
the Division, shall furnish evidence, in the form of a certificate of insurance, of the following
insurance coverage:
        a. Comprehensive general liability insurance with minimum limits of $1,000,000 per
        occurrence and $3,000,000 aggregate that will cover any and all losses to the insured‟s
        property, the property of the Division, the property of third parties, or personal injuries
        caused by the insured party.
        b. Workers‟ compensation insurance in accordance with applicable law.
        c. Comprehensive Automobile Liability, covering the ownership, operation and
        maintenance of all owned, non-owned and hired automobiles used in connection with
        the performance of this Contract, with minimum limits of $1,000,000 combined single
        limit.

10. Maintaining a drug-free workplace. Contractor hereby covenants and agrees to make a
good faith effort to provide and maintain a drug-free workplace. False certification or violation of
the certification may result in sanctions including, but not limited to, suspension of Contract
payments, termination of the Contract or Contract and/or debarment of contracting opportunities
with Contractor for up to three years.

         In addition to the provisions of the above paragraphs, because the total Contract amount
set forth in this Contract is in excess of $25,000.00, Contractor hereby further agrees that this
Contract is expressly subject to the terms, conditions and representations of the following
certification:

       Contractor certifies and agrees that it will provide a drug-free workplace by:
       a. Publishing and providing to all of its employees a statement notifying their employees
       that the unlawful manufacture, distribution, dispensing, possession or use of a controlled
       substance is prohibited in Contractor's workplace and specifying the actions that will be
       taken against employees for violations of such prohibition; and
       b. Establishing a drug-free awareness program to inform its employees of (1) the
       dangers of drug abuse in the workplace; (2) Contractor's policy of maintaining a drug-
       free workplace; (3) any available drug counseling, rehabilitation, and employee
       assistance programs; and (4) the penalties that may be imposed upon an employee for
       drug abuse violations occurring in the workplace.
       c. Notifying all employees in the statement required by subparagraph (a) above that as
       a condition of continued employment the employee will (1) abide by the terms of the
       statement; and (2) notify Contractor of any criminal drug statute conviction for a violation
       occurring in the workplace no later than five days after such conviction;
       d. Notifying in writing the Division within ten days after receiving notice from an
                                          Page 32                                 6/25/2011
       employee under subdivision (c)(2) above, or otherwise receiving actual notice of such
       conviction;
       e. Within 30 days after receiving notice under subdivision (c)(2) above of a conviction,
       imposing the following sanctions or remedial measures on any employee who is
       convicted of drug abuse violations occurring in the workplace: (1) take appropriate
       personnel action against the employee, up to and including termination; or (2) require
       such employee to satisfactorily participate in a drug abuse assistance or rehabilitation
       program approved for such purposes by a federal, state or local health, law
       enforcement, or other appropriate agency; and
       f. Making a good faith effort to maintain a drug-free workplace through the
       implementation of subparagraphs (a) through (e) above.

11. Multi-term funding cancellation clause. When the Division makes a written determination
that if funds are not appropriated or otherwise available to support continuation of performance
of each applicable Statement of Work, such Statement of Work shall be canceled. A
determination by the Division that funds are not appropriated or otherwise available to support
continuation of performance shall be final and conclusive. The Division agrees that such clause
shall be invoked only if sufficient funds are not made available and that the Division will use its
best efforts to ensure that sufficient funding is made available to permit performance of the
applicable Statement of Work for its full Term. The Division represents that it is a government
agency or instrumentality, and that the Division has obtained all requisite approvals and
authority to enter into and perform its obligations hereunder, including, without limitation, the
obligation to make any initial payment or payments required to be made hereunder on the date
or dates upon which such initial payment or payments may become due during the Division's
current fiscal year.

12. Non-collusion statement. This is to certify that the signatory for Contractor, being duly
affirmed under oath says, that he or she is the agent of the contracting party; that he or she has
not, nor has any other employee of the company represented by him or her, directly or
indirectly, entered into or offered to enter into any combination, collusion or agreement to
receive or pay, and that he or she has not received or paid, any sum of money or other
consideration for the execution of the Contract other than that which appears upon the face of
the Contract.

13. Non-disclosure of confidential information. Contractor acknowledges that all confidential
information shall at all times remain the property of the Division and the Division shall have free
and unlimited access at all times to all materials containing confidential information and shall
have the right to claim and take possession of such materials on demand.

        Contractor will not, during the term of this Contract or thereafter, directly or indirectly
use, divulge, disseminate, disclose, lecture upon, or publish any confidential information without
having first obtained written permission from the Division to do so. Contractor will safeguard
and maintain secret all confidential information and all documents and things that include or
embody confidential information.

       In order to comply with its obligations under this Section, Contractor shall bind and
engage all of its officers, employees, agents, contractors and the like who might reasonably be
expected to perform or to assist in the performance of the services to an agreement having
terms the same as or equivalent to the terms of this Section of this Contract.

                                         Page 33                                 6/25/2011
       Upon termination of this Contract, for whatever reason, or upon request by the Division,
Contractor will deliver to the Division all notes, drawings, memoranda, correspondence,
documents, records, notebooks, printouts, disks, programs, electronic or magnetic storage
media, and similar repositories of confidential information, including all copies thereof, then in
Contractor‟s possession or under Contractor‟s control, whether prepared by Contractor or by
employees or agents of Contractor.

         This obligation to safeguard and maintain secret confidential information shall continue
for (i) a period of three years after the earlier of termination of this Contract or completion of all
work and services under all Statements of Work, or (ii) any longer period as required by statute
or court rule.

14. Non-discrimination. Pursuant to Indiana Code § 22-9-1-10 and the Civil Rights Act of
1964, Contractor and its agents, if any, shall not discriminate against any employee or applicant
for employment to be employed in the performance of this Contract, with respect to his hire,
tenure, terms, conditions or privileges of employment or any matter directly or indirectly related
to employment, because of his or her race, color, religion, sex, disability, national origin,
ancestry or status as a veteran. Contractor understands that the Division is a recipient of
federal funds. Pursuant to that understanding Contractor, and its subcontractors, if any, agree
that if Contractor employs 50 or more employees and does at least $50,000.00 worth of
business with the State of Indiana and is not exempt, Contractor will comply with the affirmative
action reporting requirements of 41 CFR 60-1.7. Breach of this covenant may be regarded as a
material breach of Contract. The Division shall comply with Section 202 of Executive Order
11246, as amended, 41 CFR 60-250, and 41 CFR 60-741, as amended, which are incorporated
herein by specific reference.

15. Non-solicitation of employees. For the duration of this Contract and for the period of one
year following termination hereof, neither party shall, directly or indirectly, recruit or attempt to
recruit any employee or agent of the other party or otherwise initiate any offer or promise of
employment with any employee or agent of the other party without the prior written consent of
the other party. The foregoing restriction shall not apply with respect to solicitation by, or hiring
in response to advertisements in newspapers of general circulation, job fairs or unsolicited
resumes or applications for employment.

16. Ownership of documents and materials. All documents, records, programs, data, film,
tape, articles memoranda, and other materials not developed or licensed by the Contractor prior
to execution of this Contract, but specifically developed under this Contract shall be considered
„Work Product‟ and the Contractor transfers any ownership claim to the Division and all such
materials will be the property of the Division. The Division shall own all rights, title and interests
in and to Work Product conceived, made or created either solely by Contractor or jointly with the
Division in the course of Contractor‟s performance of services under a Statement of Work
including but not limited to all intellectual property rights therein. Contractor hereby assigns to
the Division all rights, title and interests in and to Work Product. Upon the Division‟s request,
Contractor will promptly execute any documents required to evidence transfer of ownership of
such Work Product and the intellectual property rights therein to the Division.

17. Taxes. The Division does not agree to pay and will not be responsible for any taxes levied
as a result of each applicable Statement of Work. The invoices submitted for payment shall not
include any taxes. The Division shall, upon request, furnish a copy of a tax exemption
certificate.
                                           Page 34                                  6/25/2011
18. Termination for breach. If the Division shall, at any time during this Contract, materially
breach any obligation hereunder, and such breach shall not be cured within 15 business days
after written notice from the Contractor to the Division specifying the nature of the breach,
Contractor may terminate this Contract. If Contractor shall, at any time during this Contract,
materially breach any obligation hereunder, and such breach shall not be cured within 15 days
after written notice from the Division to Contractor specifying the nature of the breach, the
Division may terminate this Contract.

19. Termination for convenience. This Contract may be terminated, in whole or in part, by the
Division whenever, for any reason, the Division determines that such termination is in its best
interest. Termination of services shall be effected by delivery to the Contractor of a Termination
Notice at least 30 days prior to the termination effective date, specifying the extent to which
performance of services under such termination becomes effective. The Contractor shall be
compensated for services properly rendered prior to the effective date of termination. The
Division will not be liable for services performed after the effective date of termination. The
Contractor shall be compensated for services herein provided but in no case shall total payment
made to the contractor exceed the original contract price or shall any price increase be allowed
on individual line items if canceled only in part prior to the original termination date.

20. Travel. No expenses for travel will be reimbursed unless specifically permitted under the
scope of services or consideration provisions. Expenditures made by the Contractor for travel
will be reimbursed at the current rate paid by the state and in accordance with State Travel
Policies and Procedures as specified in the current Financial Management Guide
http://www.in.gov/idoa/travel/. Out-of-state travel requests must be reviewed by the Division for
availability of funds and for appropriateness per Circular guidelines.

21. Waiver. No provision of this Contract shall be deemed waived, unless such waiver shall be
in writing and signed by the party against which the waiver is sought to be enforced. The waiver
by either of the parties hereto of any breach of any provision hereof by the other party shall not
be construed to be either a waiver of any succeeding breach of any such provision or a waiver
of the provision itself.

22. Work standards. The Contractor shall execute its responsibilities by following and applying
at all times the highest professional and technical guidelines and standards. If the Division
becomes dissatisfied with the work product of or the working relationship with those individuals
assigned to work on this Contract, the Division may request in writing the replacement of any
and all such individuals and the Contractor shall grant such request.




                                         Page 35                                6/25/2011
L. Pricing
1. Initial Costs. Please provide information on all initial costs to license and install the
application software being proposed, including but not limited to those identified below. Also,
please include costs for source code and object code as applicable. Include the costs for user
documentation not included in the base license fee, and indicate the modules included with
each product, if applicable. For each proposed product, provide the product item number,
product description, proposed quantity, unit cost and total cost. Additionally, please state the
following costs for:
         a. Custom Modifications. Provide complete information on costs to the Division to
         develop and test any modifications to the application software being proposed. In doing
         so, include every item identified in Section M. Functional Requirements as available but
         “included” in your product‟s cost. Assume that all such items will be integrated into your
         system at one time prior to full deployment of the CMS.
         b. Deployment and Training. List all costs of the plan detailed in response to Sections F.
         and G.
                 i. Include costs for training IT developers, network and operations staff, train-the-
                 trainer, and user training costs as applicable.
                 ii. If not bundled with the training costs, list costs for any documentation provided
                 to Division staff including user manuals.
                 iii. Provide costs to the Division for on-site deployment planning.
                 iv. Provide details used to arrive at the cost to the Division for these services,
                 including personnel, travel and software and/or hardware costs.
         c. Installation/Customization. Provide costs for your proposed installation approach.
                 i. Include costs for product customization that do not require programming
                 modifications (e.g., customizing tables).
                 ii. Provide your pricing structure for technical assistance with performance tuning
                 and system optimization.
         d. Source Code. The Division desires that the design, development and implementation
         of future Indiana-specific enhancements be handled in the in the most efficient and cost-
         effective manner. Please describe how your company would handle such matters
         including any options for source code licensing and co-ownership. To ensure continuity
         of operations, the selected vendor must enter into a three party software and
         documentation escrow agreement with the Division and an Escrow Agent. The selected
         vendor will be responsible for cost of the escrow agreement for the life of the contract.
         e. Assumptions and Additions. Please state all assumptions made in determining the
         one-time costs. If there are additional initial costs not specifically requested, provide a
         description of the costs, and the unit cost for each separate item.

2. Ongoing Costs. Please provide information on all ongoing costs to license and install the
application software being proposed, including but not limited to those identified below. All
server hardware, operating system licenses and DBMS will be purchased or leased through IOT
and should not be included in pricing. The identified ongoing costs should relate directly to the
proposed deployment schedule[s] requested under Sections F and G.
       a. Maintenance.
                i. Provide costs for all first-year maintenance for all products including report
                writer, query tools and any other products included in your proposal, including:
                (1) the name of the product; (2) the product description; (3) the fixed annual
                maintenance fee; and (4) when the first-year maintenance fee is initiated.




                                           Page 36                                 6/25/2011
               ii. Explain the basis for support increases, and state the maximum increases for
               the next three years.
               iii. Include a statement confirming that the fee as stated covers all maintenance
               and support as proposed in Sections F and G of your proposal.
               iv. State your pricing structure for any fees associated with on-site support,
               system upgrades, and bug fixes.
               v. Provide the applicable rates for “after hours” support services, i.e.
               support outside the normal business hours of 7:30 AM to 5:00 PM Central Time,
               including weekends, after hours, holidays, etc.
       b. Additional Services. Provide your pricing structure for any additional services such as
       programming fees for custom modifications, training fees, or other fees related to your
       proposal.
               i. Specify your hourly fee for design work, for programming, and for on-site
               training.
               ii. Please state your hourly rates for data conversion design and development
               personnel.
               iii. State your hourly rates for interface design and development.
       c. Training Costs. Provide ongoing costs for training associated with new releases.
       d. Support Costs. Provide your pricing structure for support costs not included in the
       annual maintenance fee.
       e. Assumptions and Additions. Please state all assumptions made in determining the
       ongoing costs including any additional ongoing costs associated with your solution that
       are not specifically requested herein. If applicable, provide the name of the product or
       service and the annual fee.

3. Pricing table. Please fill in the following table to compile and summarize all deployment,
cost, pricing, personnel and other resource information requested throughout the PNCO to
produce a cash/resource flow estimate tied directly to the proposed deployment schedule.
Vendors are not required to enter costs in every possible column. Vendors may, instead,
choose to spread costs over any timeframe so long as the minimum deployment schedule
identified in Section F. is satisfied.




                                         Page 37                                6/25/2011
Proposed Deployment Schedule
                                                Year One Time                 2007                                   2008                                   2009
                                              Quarter Costs     Q1       Q2          Q3       Q4       Q1       Q2          Q3       Q4       Q1       Q2          Q3       Q4
                                        Small County NA                       1
                                     Medium County NA                         1
                                       Large County NA                        1
                                    Total For Quarter                0        3           0        0        0        0           0        0        0        0           0        0
                     Total Counties Deployed to Date                 0        3           3        3        3        3           3        3        3        3           3        3
Pricing
  Project Initiation Fees
  License Fees (includes PM)
  Source Code Licensing
  Maintenance Fees
  Deployment
  Training
  Support
  Others (as needed)
                                      Total For Quarter
Other Resourses:
  Division Resourses (list as full time employees)
    Project / Program Management
    Project Administration
    Development
    Testing
    Quality Assuarance
    Subject Matter Expert
    Business Analyst
    Technical Analyst
    Trainer
    Deployment
    Others (as needed)
  Vendor Resourses (list as full time employees)
    Project / Program Management
    Project Administration
    Development
    Testing
    Quality Assuarance
    Subject Matter Expert
    Business Analyst
    Technical Analyst
    Trainer
    Deployment
    Others (as needed)
  County Resourses (list as full time employees)
    Project / Program Management
    Project Administration
    Development
    Testing
    Quality Assuarance
    Subject Matter Expert
    Business Analyst
    Technical Analyst
    Trainer
    Deployment
    Others (as needed)
IT Infrastructure
    Database Server
    Application Server
    Others (as needed)
    Disk Space
    3rd party software (e.g. MS Word)
    Others (as needed)
                                                                 Page 38                                                    6/25/2011
Proposed Deployment Schedule
                                                Year                     2010                                   2011                                   2012
                                              Quarter     Q1        Q2          Q3       Q4       Q1       Q2          Q3       Q4       Q1       Q2          Q3       Q4
                                        Small County                     1
                                     Medium County                       1
                                       Large County                      1
                                    Total For Quarter          0         3           0        0        0        0           0        0        0        0           0        0
                     Total Counties Deployed to Date           0         3           3        3        3        3           3        3        3        3           3        3
Pricing
  Project Initiation Fees
  License Fees (includes PM)
  Source Code Licensing
  Maintenance Fees
  Deployment
  Training
  Support
  Others (as needed)
                                      Total For Quarter
Other Resourses:
  Division Resourses (list as full time employees)
    Project / Program Management
    Project Administration
    Development
    Testing
    Quality Assuarance
    Subject Matter Expert
    Business Analyst
    Technical Analyst
    Trainer
    Deployment
    Others (as needed)
  Vendor Resourses (list as full time employees)
    Project / Program Management
    Project Administration
    Development
    Testing
    Quality Assuarance
    Subject Matter Expert
    Business Analyst
    Technical Analyst
    Trainer
    Deployment
    Others (as needed)
  County Resourses (list as full time employees)
    Project / Program Management
    Project Administration
    Development
    Testing
    Quality Assuarance
    Subject Matter Expert
    Business Analyst
    Technical Analyst
    Trainer
    Deployment
    Others (as needed)
IT Infrastructure
    Database Server
    Application Server
    Others (as needed)
    Disk Space
    3rd party software (e.g. MS Word)
    Others (as needed)
                                                                   Page 39                                                  6/25/2011
Proposed Deployment Schedule
                                                Year                     2013                                   2014                                   2015
                                              Quarter     Q1        Q2          Q3       Q4       Q1       Q2          Q3       Q4       Q1       Q2          Q3       Q4
                                        Small County                     1
                                     Medium County                       1
                                       Large County                      1
                                    Total For Quarter          0         3           0        0        0        0           0        0        0        0           0        0
                     Total Counties Deployed to Date           0         3           3        3        3        3           3        3        3        3           3        3
Pricing
  Project Initiation Fees
  License Fees (includes PM)
  Source Code Licensing
  Maintenance Fees
  Deployment
  Training
  Support
  Others (as needed)
                                      Total For Quarter
Other Resourses:
  Division Resourses (list as full time employees)
    Project / Program Management
    Project Administration
    Development
    Testing
    Quality Assuarance
    Subject Matter Expert
    Business Analyst
    Technical Analyst
    Trainer
    Deployment
    Others (as needed)
  Vendor Resourses (list as full time employees)
    Project / Program Management
    Project Administration
    Development
    Testing
    Quality Assuarance
    Subject Matter Expert
    Business Analyst
    Technical Analyst
    Trainer
    Deployment
    Others (as needed)
  County Resourses (list as full time employees)
    Project / Program Management
    Project Administration
    Development
    Testing
    Quality Assuarance
    Subject Matter Expert
    Business Analyst
    Technical Analyst
    Trainer
    Deployment
    Others (as needed)
IT Infrastructure
    Database Server
    Application Server
    Others (as needed)
    Disk Space
    3rd party software (e.g. MS Word)
    Others (as needed)

                                                                   Page 40                                                  6/25/2011
M. Functional Requirements

        Please complete the provided functional requirements sheets within this document
using the instructions provided below. The purpose of this section is to determine the capability
of a vendor‟s product[s] to provide the functionality for the CMS as defined by the Division.
Following is a list of the functional requirements for the CMS. For each category, there is a
narrative description with included sub-categories followed by a list of the requirements
assigned to that category.

         The grouping of the individual requirements into categories and sub-categories is an
imprecise and subjective process because many – if not all – of the requirements involve more
than one discrete category and represent capabilities that apply to multiple categories and/or
call for interaction between several categories. In many situations, several functions would be
performed contemporaneously; that is, they would appear to be a single function. All of these
system functions should work as a single system with a consistent look and feel so users do not
perform the same function several times and/or enter the same data more than once.
Furthermore, the functions defined by the requirements below should interact with all other
functions with minimal or preferably no manual intervention except when the user executes an
override.




                                         Page 41                                6/25/2011
INSTRUCTIONS

In the Answer column, please select the applicable answer for each functional requirement listed in the tables below:
     “Y” if the functionality exists in an implemented CMS;
     “N” if the functionality is not incorporated in an implemented CMS;
     “F” if the functionality has been developed and is presently ready for release, but has not yet been implemented in
       any live CMS installations. Use the Comments column to explain when the functionality will be released to the
       field; or
     “P” if the functionality partially exists in an implemented CMS. Use the Comments column to explain how the
       functionality is partially implemented.

In the Included column, please select the applicable answer for each functional requirement listed in the tables below:
     “Y” if the cost of the functionality is included in your pricing in Section L.
     “N” if the cost of the functionality is not included in your pricing in Section L.

Use the Comments column as directed above and to explain any other relevant information about how your CMS
implements the specific functionality.

Example Answers:

Req ID   Requirement Description                         Answer   Included    Comments

1        Example Requirement 1                              Y         Y       A “Y” answer in the Answer column should always
                                                                              mean that the functionality is included in pricing.

2        Example Requirement 2                              N      Y or N     An “N” answer in the Answer column could mean that
                                                                              either the cost of the functionality is not included in
                                                                              pricing (N in included) or that you intend to include the
                                                                              functionality in your pricing (Y in included).

3        Example Requirement 3                              F         Y       An “F” answer in the Answer column should always
                                                                              mean that the functionality is included in pricing.

4        Example Requirement 4                              P         Y       A “P” answer in the Answer column should always
                                                                              mean that the partial functionality is included in pricing.
                                                                              Use the Comments column to explain how the
                                                                              functionality is partially implemented.

                                     Page 42                              6/25/2011
1. Search Functions. This category applies to functionality used for performing searches related to case participants, case
    information, and financials. Key data elements that must be available for locating information are provided. In general, features
    involved in this category aim to assist users in performing flexible, customizable searches using options such as wild cards,
    selectable criteria, and keywords.
Req ID    Requirement Description                                   Answer   Included   Comments

General and People Search Functions

1.1.1     Ability for searches to default to a user‟s
          county/counties, based on county association with
          their user ID.

1.1.2     Ability to search the system by name to determine
          whether a family jacket exists.

1.1.3     Ability to find participant information from person
          identifier, name, DOB, person aliases, last name,
          business name, business aliases and “dba‟s” (“doing
          business as”), driver‟s license number, and SSN.

1.1.4     Ability to review data within returned search results.

1.1.5     Ability for phonetic (soundex) and wild card search
          capability.

1.1.6     Ability to display search results based on user defined
          criteria for an individual, case type, or event.


                                            Page 43                                6/25/2011
Req ID   Requirement Description                                    Answer   Included   Comments

1.1.7    Ability to create, save and delete search criteria for
         later execution by the current user.

1.1.8    Ability to search within search results.

1.1.9    Ability to order commonly used search fields at the
         local level.

1.1.10   Ability to search for batch entries/updates that were
         made too many cases at one time.

1.1.11   Ability to grant search capability of data based upon
         user-group profiles.

Case Search Functions

1.2.1    Ability search for a case by the following criteria:
         • Directory
         • Family Jacket
         • Vouchers
         • Voucher Adjustments
         • Disbursements
         • Assessments/Judgments
         • Receipts

1.2.2    Ability to quickly navigate to details of the case
         (events, charges, complaints, etc.) from the list of
         cases returned from a search.

1.2.3    Ability to perform searches at a statewide level.

1.2.4    Ability to track and count the role[s] of a person in a
         case.

1.2.5    Ability to define criterion that will be used in finding
         possible duplicate entries in the directory. The

                                             Page 44                               6/25/2011
Req ID   Requirement Description                                    Answer   Included   Comments

         criterion will be applied prior to saving an entry into
         the directory and provide a list of possible matching
         individuals or entities.

1.2.6    Ability to define case numbers using format and
         categories defined in Administrative Rule 8, which
         includes County, Court, Year and Month of Filing,
         Case Type and Filing sequence.

1.2.7    Ability to locate case documents by type of document,
         date range, subject, parties, or keywords and
         phrases.

Financial Search Functions

1.3.1    Ability to search for individuals and entities that have
         outstanding vouchers (disbursements being held).

1.3.2    Ability to search for assessments, ledger accounts,
         journal entries, receipts, vouchers, checks, banks,
         bank accounts, cash drawer‟s batches, and cash
         drawer caddies and the financial transactions that
         affect balances associated with them.

1.3.3    Ability to quickly navigate to details of a selected
         transaction, including assessments, ledger accounts,
         journal entries, receipts, vouchers, checks, banks,
         bank accounts, cash drawer‟s batches, and cash
         drawer caddies from the list returned from a financial
         search.

1.3.4    Ability to limit cashier searches to only those
         transactions that the current cashier created.




                                            Page 45                                6/25/2011
2. Demographics Functions. This category includes functionality used to enter and maintain all case participants. It involves
    functionality used to build and maintain a directory of all involved persons and entities, including but not limited to parties, judicial
    officers, witnesses, victims, and attorneys. In addition, this data must be able to be combined with information from cases to
    generate reports and assist both the clerks and the courts in identifying individuals.
Req ID     Requirement Description                                     Answer   Included   Comments

Demographics Functions

2.1.1      Ability to add or modify addresses and phone
           numbers in the directory for judicial officers,
           attorneys, business entities, law enforcement officers,
           and governmental agencies.

2.1.2      Ability to indicate that an address and phone number
           maintained in the directory for judicial officers,
           attorneys, business entities, law enforcement officers,
           and governmental agencies is no longer active.

2.1.3      Ability for users at the state level to update system-
           wide demographic information for individuals and
           entities, while maintaining proper audit trail.

2.1.4      Ability to add or modify at the directory level multiple
           addresses, phone numbers, and contact information
           for attorneys, judicial officers, law enforcement
           officers, business entities, and governmental
           agencies, and the ability to select how each different
           piece of contact information is to be used (e.g., use
           one address for sending checks and another address
           for serving notice).

2.1.5      Ability to capture multiple effective dates of each
           address based upon time of the year ("snowbird"
           functionality).

2.1.6      Ability to interface with a postal service to assist with
           the validation of addresses.

                                               Page 46                                6/25/2011
Req ID   Requirement Description                                      Answer   Included   Comments

2.1.7    Ability to enter individual or entity demographic
         information on a case initiation screen and to
         automatically trigger the addition of a new individual
         or entity, when that individual or entity does not
         already exist on the system.

2.1.8    Ability to enter detailed information on a family jacket
         configurable at the state and local level.

2.1.9    Ability to support acceptance of a common person
         identifiers carried over from other agencies or legacy
         systems.

2.1.10   Ability to show verification of directory personal
         information with ability to enter the means by which
         the verification was made, the date of verification, and
         the user who verified the information.

2.1.11   Ability to assign a unique person ID number to an
         individual upon entry into the court system. This
         number would be used to track/link personal
         information and involvement with a case.

2.1.12   Ability to identify individuals who meet legal criteria to
         be considered a violent offender configurable at the
         state level.

2.1.13   Ability to assign one or more group ID numbers to an
         individual, based upon criteria set by statute or
         Supreme Court Rule configurable at the state level,
         e.g., violent sexual offender.

2.1.14   Ability to assign a unique case identifier that allows
         the case to be identified across the entire system.
         The identifier should remain unchanged even though
         a case is transferred or venued from one court to
         another.

                                             Page 47                                 6/25/2011
Req ID   Requirement Description                                   Answer   Included   Comments

2.1.15   Ability to vary the case information collected based on
         a specific case type configurable at the state and/or
         local level.

2.1.16   Ability to vary the individual information collected
         based on the directory roles configurable at the state
         and/or local level.

2.1.17   Ability to use a combination or single source of
         “higher matching criteria” of:
         photo ID,
         social security number,
         date of birth,
         last name (first four characters),
         first name (first character),
         fingerprints,
         State Identification Number (SID), etc., for possible
         matching of individuals in the directory.

Person Functions

2.2.1    Ability to add and modify information concerning the
         education and income levels of individuals, and
         information pertaining to employment.

2.2.2    Ability to add, modify, or delete in the directory an
         individual‟s need for an interpreter in a particular
         language.

2.2.3    Ability to assign and schedule an interpreter at the
         case level.

2.2.4    Ability to add, delete, and modify the need for and the
         assignment of an interpreter to appear.

2.2.5    Ability to capture race and ethnicity data for all


                                            Page 48                               6/25/2011
Req ID   Requirement Description                                      Answer   Included   Comments

         parties, utilizing the race and ethnicity categories
         defined by the NCIC, and indicate whether it was by
         observation or self-reported.

2.2.6    Ability to indicate that an individual in the directory is
         deceased and to record the date of death, if available.

2.2.7    Ability to store multiple email addresses for
         individuals and entities listed in the directory.

2.2.8    Ability to track citizenship of an individual.

2.2.9    Ability to enter the name, date of birth and social
         security number of child[ren] related to a case with
         appropriate security measures.

2.2.10   Ability to add or modify information concerning
         interpreters, e.g., languages, certifications,
         geographical restrictions, references, contact
         information, addresses, and phone numbers.

2.2.11   Ability to add or modify multiple instances of
         PERSONAL DESCRIPTORS as defined in NCIC
         2000 Code Manual, at the directory level.

2.2.12   Ability to track and count current living status of case
         participants, as well as keeping historical data.

Other Entity Functions

2.3.1    Ability to store an effective date for inactive status for
         directory entries, such as an attorney‟s suspension or
         disbarment, or retirement of a law enforcement
         officer.



                                             Page 49                                 6/25/2011
Req ID    Requirement Description                                    Answer   Included   Comments

2.3.2     Ability to add or modify one or more contact name(s)
          in a business directory entry.

2.3.3     Ability to select an existing or enter a new contact
          name(s) at the time of relating a business directory
          entry to a case or cases.

3. Financial Functions. This category contains many – but not all – of the functions related to the collection, disbursement, and
    reporting of all fines, fees, judgments, and restitution ordered by the court. While most financial functions occur within a case, the
    Clerk‟s Office also requires the flexibility to accept payment and disburse funds outside of a single case or in a manner that affects
    multiple cases. The financial functions also encompass the responsibilities of the Clerk to comply with statutory reporting and
    disbursement requirements.
Req ID    Requirement Description                                    Answer   Included   Comments


General Financial

3.1.1     Ability to view, add or modify the formula for
          distribution of a single assessment across multiple
          fund centers, e.g. filing fee, with configuration at the
          state and local level.

3.1.2     Ability to handle financials properly in case type
          changes.

3.1.3     Ability to enter the property type and description for
          forfeiture cases.

3.1.4     Ability to store information regarding all attempts to
          contact and successful contacts with a defendant
          regarding the payment of assessments, including
          date and content of conversation, and ability to
          present such information in chronological order.

3.1.5     Ability to enter a property sale date and amount to
          account for recording the value of the property, which
          is only determinable through its sale.

                                              Page 50                               6/25/2011
Req ID   Requirement Description                                 Answer   Included   Comments

3.1.6    Ability to add an event date, event, event type or
         subtype to cases associated with a transaction.

3.1.7    Ability to define and maintain the court rules for
         applying receipts according to selected options and
         hierarchy and pro-rating methods at a local level.

3.1.8    Ability to display the amount of the assessment
         collection that has been moved to escrow.

3.1.9    Ability to display all assessments for a case.

3.1.10   Ability to track payments associated with individual
         case parties.

3.1.11   Ability to reapply a voided transaction.

3.1.12   Ability to select a party that has an associated
         assessment.

3.1.13   Ability to display the status of the assessment,
         including but not limited to: waived, cancelled or
         replaced.

3.1.14   Ability to enter and display multiple components of a
         child support order in the same case and subsequent
         modifications to these components.

3.1.15   Ability to record payments made towards an
         assessment that happened outside the control of the
         clerk‟s office. Note that these are debit and credit
         memos, and should not create vouchers.

3.1.16   Ability to indicate that an assessment has been
         satisfied.


                                           Page 51                              6/25/2011
Req ID   Requirement Description                                    Answer   Included   Comments

3.1.17   Ability to identify and process fee deferrals and/or
         waivers.

3.1.18   Ability to track, receipt, hold and disburse various
         types of obligations/payments associated with the
         case, e.g., witness fees/costs, public defender fees.

3.1.19   Ability to waive one or more or all assessments in a
         case.

3.1.20   Ability to enter an assessment satisfaction event
         related to a single case and related cases.

3.1.21   Ability to indicate that fee type[s] requires an "apply-
         to" field, and/or can have a lien attached.

3.1.22   Ability to configure and support all assessment
         calculations as defined in statute and to support
         changes to these statutes that occur from time to
         time. The system should be able to track these
         changes through effective dating (the effective date of
         the statute) and the assessment amount. These
         amounts must be configurable at both the state and
         local level. These calculations may be manually
         overridden.

3.1.23   Ability to add and label user-definable fields where
         additional financial information can be stored.

3.1.24   Ability to receive, maintain, track and account for
         monies in escrow.

3.1.25   Ability to generate a closing transmittal sheet when a
         cash drawer is closed for approval.

3.1.26   Ability to produce separate credit card transmittals for


                                            Page 52                                6/25/2011
Req ID   Requirement Description                                    Answer   Included   Comments

         each clerk location.

3.1.27   Ability to accept electronic payments.

3.1.28   Ability to track the success of the various collection
         procedures in collecting overdue assessments.

3.1.29   Ability to track and automatically deduct a collection
         fee/percentage when an overdue assessment is
         turned over to a collection company.

3.1.30   Ability to automatically produce delinquency notices
         for overdue assessments based on parameters set at
         the local level.

3.1.31   Ability to electronically apply lockbox payments from
         outside entities directly to assessments on a case.

3.1.32   Ability to electronically transfer funds.

3.1.33   Ability to identify at which stage of the aging process
         an assessment was paid per case type.

3.1.34   Ability to disburse funds allowing entry of ALL
         creditors as payee.

3.1.35   Ability to display the balance on the bank account
         associated with a banking institution, including current
         and cleared balances for the bank account.

3.1.36   Ability to enter deposits, fees, withdrawals, transfers,
         and adjustments for bank accounts.

3.1.37   Ability to balance a bank account by due date, by
         party, and by case.


                                             Page 53                               6/25/2011
Req ID   Requirement Description                                    Answer   Included   Comments

3.1.38   Ability to reconcile bank accounts.

3.1.39   Ability to indicate a selected banking transaction as
         having cleared the bank.

3.1.42   Ability to clearly identify negative dollar amounts
         when viewed online and in printed reports.

3.1.43   Ability to track costs associated with the case and
         participant with regards to various services provided
         e.g., interpreters, guardians ad litem, indigent defense
         expenses, etc.

3.1.45   Ability to periodically apply debits and credits to
         accounts and generate account statements for
         accounts maintained by court users such as
         attorneys, newspaper, abstracting companies, etc.

3.1.46   Ability to enter notes about financials transactions
         including but not limited to the cancellation of a
         voucher, the event causing the cancellation, the event
         causing a check void, a payment reversal, a refund, a
         bank account, a transaction linked to a case, a cash
         drawer.

3.1.47   Ability to provide edits and meaningful user messages
         that prevent or warn of financial error conditions.

3.1.48   Ability to see financial history of clerk/court
         transactions associated with individuals and entities.

Bail

3.2.1    Ability to view, add or modify the formula for
         distribution of a single assessment across multiple
         fund centers, e.g. filing fee, with configuration at the

                                             Page 54                               6/25/2011
Req ID   Requirement Description                                    Answer   Included   Comments

         state and local level.

3.2.2    Ability to allocate disbursements of a cash bond in a
         criminal case based on state law and local rules to
         such accounts as administrative fees, fines, costs,
         publicly paid costs of representation and restitution.

3.2.3    Ability to allocate bond refund based on previously
         defined court rule or order configured at the state or
         local level.

3.2.4    Ability to record the name of the individual who
         posted the bail.

3.2.5    Ability to record and monitor information about the
         ordering, receipt, forfeiture and return of bail
         throughout the duration of the case.

3.2.6    Ability to quickly disburse/apply bail.

3.2.7    Ability to transfer bail from one case to be applied to
         assessments on another case or multiple cases.

3.2.8    Ability to define and maintain the court rules for
         applying receipts according to selected options and
         hierarchy and pro-rating methods at a local level.

3.2.9    Ability to enter limits of a bonding authority of a
         bonding agent.

3.2.10   Ability to process (accept and payout) bail prior to a
         case being filed in court.

3.2.11   Ability to distribute forfeited bail and distribute cash
         deposited for forfeited bonds pursuant to
         configuration at the state and local level.

                                             Page 55                               6/25/2011
Req ID   Requirement Description                                    Answer   Included   Comments

3.2.12   Ability to record specific data about trust/escrow
         accounts including, but not limited to: type of
         investments, financial institution, account number,
         status.

3.2.13   Ability to process the payments received from
         forfeited bonds.

3.2.14   Ability to track and prompt the user of the release
         date of trust/escrow funds and reason for release.

3.2.15   Ability to manage joint and several restitution.

3.2.16   Ability to access status information by case, by
         defendant or by victim on joint and several restitution.

3.2.17   Ability to track and credit restitution payments in the
         following manners:
         • a single defendant paying
         • fair-share split
         • joint and several payments

3.2.18   Ability to allow payment of a percentage of restitution
         owed down to amounts under $1.00.

3.2.19   Ability to track filing due dates, annual and biannual
         accountings and generate notices.

3.2.20   Ability to transfer bail/bonds from one case to
         another.

3.2.21   Ability to reinstate bail and reinstate cash deposited
         for forfeited bonds that were forfeited but have not
         been distributed.

3.2.22   Ability to generate a statement regarding the

                                            Page 56                                6/25/2011
Req ID   Requirement Description                                      Answer   Included   Comments

         restitution for a victim including but not limited to the
         status of the restitution, the payments made, who
         made the payment, checks disbursed and balance
         owed.

3.2.23   Ability to generate notices regarding the status of bail
         (e.g., forfeiture letter).

3.2.24   Ability to assist the user in determining assessment
         amounts and associated accounts by incorporating
         local assessment amounts.

3.2.25   Ability to support late surrender process (bonds),
         ability to provide for late surrender fees, and ability to
         calculate a late surrender fee based on days between
         the notice of forfeiture and date of surrender.

3.2.26   Ability to automatically add late surrender fee[s] in
         either a flat amount or a percentage.

3.2.27   Ability to enter the date Bondsman service was
         terminated.

Disbursements

3.3.1    Ability to view, add or modify the formula for
         distribution of a single assessment across multiple
         fund centers, e.g. filing fee, with configuration at the
         state and local level.

3.3.2    Ability to refund filing fees.

3.3.3    Ability to process a refund and display:
         1. the receipt number from the receipt;
         2. the amount of refund;
         3. the date of refund;

                                             Page 57                                 6/25/2011
Req ID   Requirement Description                                    Answer   Included   Comments

         4. who the refund is issued to;
         5. the reason for the refund; and
         6. the mailing address.

3.3.4    Ability to allow a specified event to be added to all
         cases in which a refund occurs.

3.3.5    Ability to void a payment, enter an event code or
         other qualifier that indicates the cause of the void,
         and the date and time of the void with the current date
         and time as default.

3.3.6    Ability to allow a specified event to be added to all
         cases related to the selected voided checks.

3.3.7    Ability to define and maintain the court rules for
         applying receipts according to selected options and
         hierarchy and pro-rating methods at a local level.

3.3.8    Ability to generate a pre-check report, i.e., to display
         checks prior to printing.

3.3.9    Ability to produce a notice to the payer and the party
         obligated by the assessment when a non-sufficient
         fund adjustment is made.

3.3.10   Ability to enter and display the name and address to
         whom the check was mailed or delivered in person.

3.3.11   Ability to process disbursements in a way that will
         maximize data entry efficiency.

3.3.12   Ability to enter an unreleased status for a receipt in
         the CMS.

3.3.13   Ability to enter receipt total and summary.

                                             Page 58                               6/25/2011
Req ID   Requirement Description                                     Answer   Included   Comments

3.3.14   Ability to automatically prorate, configured at the local
         level, receipt of restitution amounts when there are
         multiple.

3.3.15   Ability to provide remote access for the public to pay
         assessments and receive verification of the
         transaction (e.g., Internet, kiosks).

Assessments

3.4.1    Ability to view, add or modify the formula for
         distribution of a single assessment across multiple
         fund centers, e.g. filing fee, with configuration at the
         state and local level.

3.4.2    Ability to track due dates for when assessments
         should be paid.

3.4.3    Ability to complete other case
         processing/management tasks for a particular case
         without requiring the full completion of the initiation
         screen, e.g., allow user to generate a receipt without
         having to first fully complete the initiation screen.

3.4.4    Ability to accept a single receipt for multiple cases
         with the capability to process separately for each
         case.

3.4.5    Ability to display the name, address and/or telephone
         number of a person who made a payment and on
         whose behalf the payment was made.

3.4.6    Ability to record receipt information prior to a case
         being filed in court.

3.4.7    Ability to define and maintain the court rules for

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         applying receipts according to selected options and
         hierarchy and pro-rating methods at a local level.

3.4.8    Ability to accept various types of tender for a receipt
         including but not limited to:
         • cash
         • check
         • credit card
         • debit card
         • money order
         • wire transfers
         • electronic payments
         • check payment by phone
         • automatic bank deduction

3.4.9    Ability to modify an assessment while keeping all
         accounting in conformity with the modification.

3.4.10   Ability to add or remove case[s] from a receipt.

3.4.11   Ability to reapply a receipt to a different case or
         cases.

3.4.12   Ability to capture and maintain information regarding
         installment assessments including, but not limited to:
         • ordered installment schedule
         • history of all receipts
         • balance due on either single or multiple cases

3.4.13   Ability to record receipts which constitute a partial
         payment on an assessment.

3.4.14   Ability to enter additional assessments to unpaid
         assessments by case or party (e.g., late payment fee,
         warrant fee).

3.4.15   Ability to calculate installment assessments by a set

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         schedule (e.g., weekly, biweekly, monthly) based on
         the total assessment and date due.

3.4.16   Ability to track accounts receivable data for non-case
         related items (e.g. copying, document certification,
         exemplified copies etc.).

3.4.17   Ability to produce billing statements and track when
         receipts are applied.

3.4.18   Ability to produce a locally customizable bank deposit
         slip including but not limited to cash and check totals
         and an itemized listing of the checks from the current
         periods cash drawer(s) transactions.

3.4.19   Ability to flag an assessment as uncollectible.

3.4.20   Ability to generate line item records for assessments.

3.4.21   Ability to void an entire receipt including all associated
         transactions and refunds, and indicate that the
         payment was voided.

3.4.22   Ability to see assessment history for any assessment,
         with the ability to delineate who made the payments
         on a joint and several obligation.

3.4.23   Ability to calculate interest on money judgments to
         determine payoff amount based on variable
         information, such as principal amount(s), beginning
         and ending date(s), and interest rate, and type of
         interest (simple or compound).

3.4.24   Ability to change the statutory interest rate for money
         judgments with an effective date of the change,
         applying the new rate to all subsequently entered


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         judgments.

3.4.25   Ability to suspend the calculation of interest on a
         money judgment for a specified period of time.

3.4.26   Ability to calculate pre-judgment interest on ordered
         money judgments, and include additional fields that
         do not accrue interest (e.g., court awarded costs,
         attorney fees and pre-judgment interest).

3.4.27   Ability to track one or more joint and several debts or
         obligations of parties created in one court judgment.

3.4.28   Ability to provide a link between an order imposing
         restitution in a criminal or a juvenile case and any
         subsequent civil judgment.

3.4.29   Provide the outstanding balance of money judgments.

3.4.30   Ability to compute and enter net judgment (“off-set”
         judgments) (e.g., plaintiff recovers from defendant on
         original claim; defendant recovers from plaintiff on
         counterclaim for an “off-set” judgment).


Receipt Verification

3.5.1    Ability to view, add or modify the formula for
         distribution of a single assessment across multiple
         fund centers, e.g. filing fee, with configuration at the
         state and local level.

3.5.2    Ability to track details for a selected receipt including
         but not limited to the receipt amount entered as
         amount paid, the pertinent case number, receipt
         instrument type and number, cashier receiving the
         monies, party paying the monies, and the date/time

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         receipt was entered.

3.5.3    Ability to reverse all of the transactions associated
         with a receipt when doing reversals or voids.

3.5.4    Ability to create a receipt verification and record key
         pieces of data including but not limited to total amount
         outstanding by case, any amount held in trust/escrow,
         user id, case number, and payer name.

3.5.5    Ability to display the assessment invoice number on
         the receipt verification.

3.5.6    Ability to reproduce a copy of a receipt verification.

3.5.7    Ability to define and maintain the court rules for
         applying receipts according to selected options and
         hierarchy and pro-rating methods at a local level.

3.5.8    Ability to create one receipt verification for multiple
         cases without having to access each individual case.

3.5.9    Ability to provide receipt verification templates with
         pre-defined information including but not limited to:
         • case number(s)
         • assessments
         • detailed assessment descriptions
         • account splits for commonly receipted assessments
         based on statute and configured at the state or local
         level.

3.5.10   Ability to generate and print assessment invoices for
         the collection of particular assessments (e.g. clerk‟s
         support fees).

3.5.11   Ability to have the receipting process perform real-


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         time updating of the case financial history and the
         ledger accounts.

3.5.12   Ability to record receipts in a suspense account (trust
         account) pending identification of the correct case or
         account (e.g., bond posted before the case is filed).

3.5.13   Ability to apply money in a suspense account to an
         assessment.

3.5.14   Ability to display the routing number, transit number,
         bank account number, and check number on a
         received check or money order.

3.5.15   Ability to alert the clerk when receiving payment by
         check from individuals and entities with a history of
         non-sufficient funds (NSF) checks.

3.5.16   Ability to display directory information about the
         person that made any type of payment to the clerk.

Ledger Accounts

3.6.1    Ability to view, add or modify the formula for
         distribution of a single assessment across multiple
         fund centers, e.g. filing fee, with configuration at the
         state and local level.

3.6.2    Ability to run a G/L posting.

3.6.3    Ability to reverse a miscellaneous receipt and the
         corresponding assessment created for the receipt.

3.6.4    Ability to display the case number if the bank account
         was opened specifically for a case.


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3.6.5    Ability to select the bank account from which a refund
         will be paid.

3.6.6    Ability to generate line item financial transactions for
         receipting of assessments.

3.6.7    Ability to define and maintain the court rules for
         applying receipts according to selected options and
         hierarchy and pro-rating methods at a local level.

3.6.8    Ability to differentiate interest from principal in a bank
         account.

3.6.9    Ability to maintain a state-wide chart of accounts and
         allow for additional ledger accounts to be added at a
         local level.

3.6.10   Ability to display financial institution information
         associated with a bank account listing and ability to
         display information on the bank that is associated with
         a bank account.

3.6.11   Ability to display the bank account identifier supplied
         by the financial institution, the date that a bank
         account was opened, the date a bank account was
         closed, and indicate the type of bank account (e.g.,
         checking, savings).

3.6.12   Ability to display bank account types and ledger
         accounts associated with a banking institution.

3.6.13   Ability to enter a short description of a bank account.

3.6.14   Ability to display the originating account when funds
         are transferred between bank accounts.



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3.6.15   Ability to track balances of ledger accounts that will
         be paid to parties/participants/other fund centers.

3.6.16   Ability to track the date on which the individual check
         or banking transaction cleared the bank account.

3.6.17   Ability to electronically authorize and/or transfer
         collected assessments to parties/participants/other
         fund centers.

3.6.18   Ability to create ledger account transactions for
         checks generated.

3.6.19   Ability to track an early disbursement, normal
         disbursement, and trust/escrow deposits by tender
         type collected in a cash drawer.

3.6.20   Ability to view and confirm any adjustments made to
         the journal before the entry is made final.

3.6.21   Ability to require all financial transactions to be
         recorded in the ledger accounts.

3.6.22   Ability to post all journal transactions in real-time and
         make them available for immediate viewing with
         proper authorization.

3.6.23   Ability to mark a ledger account as inactive when it is
         no longer needed but maintain all historical data
         associated with the account.

Checks and Vouchers

3.7.1    Ability to view, add or modify the formula for
         distribution of a single assessment across multiple
         fund centers, e.g. filing fee, with configuration at the

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         state and local level.

3.7.2    Ability to list all the vouchers that are satisfied by a
         check and display the vouchers used to generate the
         check.

3.7.3    Ability to add an event indicating the date, time and
         reason for cancellation to all related cases at the time
         a voucher is canceled.

3.7.4    Ability to divert vouchers to satisfy a lien. Vouchers
         may only be diverted to satisfy a lien for assessments
         that allow liens to be placed on them. (e.g. attorney
         lien against a judgment)

3.7.5    Ability to have 'check hold' parameters that allow for
         processing of disbursements at intervals established
         by rules of the various fund centers.

3.7.6    Ability to determine at the local level the tender types
         subject to the hold and the duration of each hold.

3.7.7    Ability to define and maintain the court rules for
         applying receipts according to selected options and
         hierarchy and pro-rating methods at a local level.

3.7.8    Ability to print checks immediately or through a
         normal check run.

3.7.9    Ability to process a check run immediately, including
         ability to:
         ▪ select an existing voucher to be added to the
         selected immediate check,
         ▪ remove a selected voucher from the selected
         immediate check,
         ▪ allow a new voucher to be created and added to the
         selected immediate check,

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         ▪ display the entire list of vouchers currently selected
         to be paid on an immediate check.

3.7.10   Ability to optionally print “validation” information on
         checks and other case documents including but not
         limited to:
         • endorsement on checks
         • case number
         • date paid
         • register ID
         • transaction number

3.7.11   Ability to add information to the memo line of a check,
         enter additional information in the check memo field
         at disposition, display the memo line text that
         appeared on the check, and auto-enter default text on
         the memo line of an immediate check (the default text
         would come from the first non-blank memo line on a
         voucher in a group of checks and from the memo line
         on a voucher for individual checks).

3.7.12   Ability to indicate that a check should be written so
         that all payees must endorse the check to cash it.

3.7.13   Ability to indicate that a check will be made payable to
         the heirs of the person listed in the pay-to box.

3.7.14   Ability to search for and display disbursement checks
         including but not limited to check number, check date,
         cleared status, and amount. The system should allow
         for the saving of the search criteria.

3.7.15   Ability to maintain an electronic checkbook including
         but not limited to:
         • the automated issuance/printing of checks;
         • maintenance of the check register; and
         • reconciling to the bank statement.


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3.7.16   Ability to generate, print and disburse sequentially
         numbered checks.

3.7.17   Ability to hold a check for payment based on voucher
         payment date.

3.7.18   Ability to auto-generate a voucher number for new
         voucher entries.

3.7.19   Ability to automatically create a disbursement voucher
         when a receipt is taken to disburse the payment to a
         known payee.

3.7.20   Ability to search for and display vouchers associated
         with a receipt.

3.7.21   Ability to display check details, including the check
         number, the status of the check as either open,
         cleared, or voided, the bank from which the check
         was issued, the description of the bank account
         associated with a check, the date that appeared on
         the check, the date a check was generated, and to
         whom - the person[s] - the check was issued.

3.7.22   Ability to enter either present or future dates to
         appear on the checks for both normal and immediate
         check runs.

3.7.23   Ability to enter either present or future date that a
         check run should occur.

3.7.24   Ability to select the vouchers to be paid during the
         next check run.

3.7.25   Ability to define, display, select and execute a check
         run at the local level.


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3.7.26   Ability to enter checks on a check register.

3.7.27   Ability to put a hold on a voucher from any future
         check runs, except for immediate checks, and enter
         the reason for the hold.

3.7.28   Ability to display the current status of the selected
         voucher and indicate the reason if it is not being
         disbursed.

3.7.29   Ability to cancel one or more vouchers including the
         ability to display the number of vouchers selected to
         be canceled, the total value of those vouchers, the
         reason for cancellation, and the date of the
         cancellation.

3.7.30   Ability to stop payment on checks.

3.7.31   Ability to void checks, indicating the date the check
         was voided, the reason for the void, and any
         additional comments.

3.7.32   Ability to hold vouchers, based on receipt tender type,
         for a period of time as designated by the tender type,
         e.g., hold vouchers based on a check receipt pending
         the clearing of the check.

3.7.33   Ability to expedite payments to jurors.

3.7.34   Ability to hold disbursements to a specific payee.

3.7.35   Ability to indicate that a payee will personally receive
         the check. This will allow the check to be produced
         without an address.

3.7.36   Ability to link a refund voucher to the original receipt

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         that is being refunded in whole or in part.

3.7.37   Ability to void a check and, at the discretion of the
         user, to void or not void the corresponding
         voucher(s).

3.7.38   Ability to automatically clear a voided check.

3.7.39   Ability to indicate that a voucher will be reported on a
         1099.

3.7.42   Ability to correct errors made during bank
         reconciliation.

3.7.43   Ability to display receipt information, disbursement
         history and pending vouchers for a case, party or
         participant.

Calculations

3.8.1    Ability to view, add or modify the formula for
         distribution of a single assessment across multiple
         fund centers, e.g. filing fee, with configuration at the
         state and local level.

3.8.2    Ability to calculate assessments based on the
         corresponding statute number in the Statute table
         with the flexibility to manually override the amounts
         applied.

3.8.3    Ability for the calculation and collection of a service
         fee for a requested document based on a pre-defined
         fee schedule.

3.8.4    Ability to utilize the postmark date as the effective
         date for the receipt of money received in the mail.

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3.8.5     Ability to automatically age an assessment and apply
          late fees, if applicable, at a local level.

3.8.6     Ability to have the system calculate and assess a
          "convenience fee” for costs incurred by customers
          using credit cards.

3.8.7     Ability to define and maintain the court rules for
          applying receipts according to selected options and
          hierarchy and pro-rating methods at a local level.

3.8.8     Ability to support the creation of calculated data fields
          for reports including percent, mean, mode, median,
          addition and subtraction, and ranking or sorting by
          frequency.

3.8.9     Ability to automatically apply and calculate current
          balances in money and time (assessments and jail
          time).

Banking

3.9.1     Ability to view, add or modify the formula for
          distribution of a single assessment across multiple
          fund centers, e.g. filing fee, with configuration at the
          state and local level.

3.9.2     Ability to record interest for interest-bearing bank
          accounts.

3.9.3     Ability to have escrow sums associated with individual
          bank accounts, which may be interest-bearing.

3.9.4     Ability to enter keywords for banking and other
          transactions that are linked to a case for future
          reference and retrieval.

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User Prompts

3.10.1   Ability to view, add or modify the formula for
         distribution of a single assessment across multiple
         fund centers, e.g. filing fee, with configuration at the
         state and local level.

3.10.2   Ability to automatically make an entry on the CCS
         when the refund is made, recording the amount, date
         and time, reason, and to whom the refund was
         issued.

3.10.3   Ability to ensure refunds issued to 1099 recipients are
         not included in their 1099 income.

3.10.4   Ability to ensure that a refund amount of a receipt
         cannot be:
         1. larger than the receipt amount minus the amount of
         any outstanding vouchers; or
         2. larger than the receipt amount; and
         3. issued on a voided receipt.

3.10.5   Ability to provide prompts to assist users in
         processing receipts and updating cases with
         outstanding assessments.

3.10.6   Ability to prompt the user to move the case/account to
         the next step/action in the collection process based
         upon a set of user-defined rules at a local level.

3.10.7   Ability to define and maintain the court rules for
         applying receipts according to selected options and
         hierarchy and pro-rating methods at a local level.

3.10.8   Ability to notify a cashier if the counted cash drawer
         batch total does not equal the calculated batch total


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          and prompt them to process overage or shortage.

3.10.9    Ability to add a reversal assessment, when
          applicable.

3.10.10   Ability to alert the user when a scheduled assessment
          is not paid so that the user can take proper action
          (e.g., generate a payment notice, schedule a show
          cause hearing or request the issuance of a warrant).

3.10.11   Ability to alert a financial user of any condition that
          might affect period-end balancing being successfully
          completed (e.g., negative account balance, missed
          bank deposits).

Financial Reporting

3.11.1    Ability to view, add or modify the formula for
          distribution of a single assessment across multiple
          fund centers, e.g. filing fee, with configuration at the
          state and local level.

3.11.2    Ability to create Internal Revenue Service 1099
          Notices.

3.11.3    Ability to produce a notice or report indicating that a
          bond can be released to the person posting the bond
          when a case is resolved.

3.11.4    Ability to allow separation and integration of financial
          reporting and/or viewing of data for multiple levels
          including but not limited to:
          • cash register
          • department
          • division
          • county


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          • state

3.11.5    Ability to split financial reports detailing restitution and
          fines assessed and collected by county, satellite
          and/or statewide.

3.11.6    Ability to split reports detailing revenue amounts by
          county, satellite and/or statewide.

3.11.7    Ability to define and maintain the court rules for
          applying receipts according to selected options and
          hierarchy and pro-rating methods at a local level.

3.11.8    Ability to generate reports detailing fines assessed
          and collected by case type.

3.11.9    Ability to identify the receipt and disbursement of
          escrowed sums.

3.11.10   Ability to monitor and payout unclaimed funds
          including but not limited to:
          • automatically generate one check for all cases and
          update all cases and their financial information
          indicating that the unclaimed funds has been
          disbursed;
          • automatically prompt the user that funds have been
          held too long (e.g., bail, trust, restitution and un-
          cashed checks); and
          • automatically report to the Attorney General.

3.11.11   Ability to update financial transactions in one step and
          provide a clear audit trail including but not limited to:
          • adjustments
          • voids
          • NSF checks
          • bail forfeitures



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3.11.12   Ability to view month-end financial reports online with
          proper authorization.

3.11.13   Ability to generate the appropriate tracking activities
          and documentation for NSFs when a user supplies a
          receipt number.

3.11.14   Ability to generate reports to assist in monitoring
          outstanding receivables with flexibility to customize
          and print the report in various ways (e.g., by action
          taken, by account manager, by defendant).

3.11.15   Ability to report unpaid obligations to the court, receipt
          and apply payments and monitor the unpaid balance
          (e.g., fines, fees and community service).

3.11.16   Ability to generate reports to assist in monitoring
          payments (e.g., current bail and restitution).

3.11.17   Ability to manually or automatically enter the checks
          that have cleared the bank and produce a
          discrepancy report.

3.11.18   Ability to provide the same reporting functionality for
          producing financial reports as it does for all other
          reports.

3.11.19   Ability to export data to county and state accounting
          systems on a daily, monthly, quarterly or yearly basis.

3.11.20   Ability to provide online retention of financial reports
          so that paper copies do not need to be retained.

3.11.21   Ability to identify all cases with past due amounts,
          sorted various ways, with results either viewed online
          or printed (e.g., by number of days past due).


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3.11.22   Ability to automatically generate financial reports
          including but not limited to:
          • automated month-end processing
          • agency specific reports
          • reports for local municipalities and law-enforcement
          agencies

3.11.23   Ability to compile monthly financial information to
          provide cumulative totals for use in making
          comparisons to prior months and years (e.g., monthly,
          quarterly, yearly).

3.11.24   Ability to provide online information for the completion
          of the daily balancing procedure including but not
          limited to:
          • deposit transactions (cash, check and credit card
          totals)
          • prompt the user to complete the system bank
          deposit process.

3.11.25   Ability to produce a balance report on demand for
          cases and/or persons with results either viewed
          online or printed.

3.11.26   Ability to automatically generate all month-end
          financial reports.

3.11.27   Ability to generate Remittance Reports that will be
          sent to the County Auditor or State Board of Accounts
          (SBOA).

3.11.28   The ability for all month-end financial reports to be
          available online the first working day of the following
          month.

3.11.29   Ability to generate reports detailing revenue amounts
          by case type.

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3.11.30   Ability to break down financial reports by day, month,
          quarter, half-year, calendar year, and a fiscal year
          different from a calendar year.

3.11.31   Ability to generate and print a cash requirements
          report for selected vouchers on a specified date and
          time and display that date and time.

3.11.32   Ability to generate a report identifying fees and other
          amounts owed or waived and any associated
          payments by person and organization.

3.11.33   Ability to generate reports showing allocation of
          moneys distributed to other local and state units over
          specific period.

3.11.34   Ability for a state-level user to sign in and roll up all
          county payables into a single consolidated report,
          even though vendors are maintained at the county
          level.

3.11.35   Ability to generate a list of items that remain open for
          accounts that carry a balance.

3.11.36   Ability to generate a subsidiary ledger report
          automatically using data from other parts of system.

3.11.37   Ability to provide a daily, monthly and year-to-date
          summary of ledger account activity and balances.

3.11.38   Ability to produce a voucher aging report that displays
          how many days a voucher has been open past its
          planned disbursement date.

3.11.39   Ability for a participant to pay court ordered
          assessments in one clerk/county location for a case in


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         another court/clerk/county location.

Financial Security

3.12.1   Ability to view, add or modify the formula for
         distribution of a single assessment across multiple
         fund centers, e.g. filing fee, with configuration at the
         state and local level.

3.12.2   Ability to identify the cashier that created a
         transaction.

3.12.3   Ability to create cash drawer batches, including but
         not limited to, batch ids, opening and closing totals,
         opening, closing and approved date/times.

3.12.4   Ability to store credit card and authorization numbers
         in a secure manner and restrict access.

3.12.5   Ability to suspend cashier operations multiple times
         during the day.

3.12.6   Ability to auto-populate the cashier field based on the
         current user logged into the system without allowing
         this information to be overwritten.

3.12.7   Ability to define and maintain the court rules for
         applying receipts according to selected options and
         hierarchy and pro-rating methods at a local level.

3.12.8   Ability to enter the name of the user approving a cash
         drawer batch and timestamp the approval of a cash
         drawer batch.

3.12.9   Ability to track the name of the user counting the
         initial cash for a cash drawer batch.

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3.12.10   Ability to allow a supervisor or bookkeeper to open a
          drawer for a cashier.

3.12.11   Ability to receipt bonds and record various information
          including but not limited to:
          • the date
          • amount
          • person making the payments
          • the case number
          • the type of payment
          • the reason for payments
          • other notes

3.12.12   Ability to enter the date and time that a payment was
          reversed.

3.12.13   Ability to display front counter, limited bookkeeping
          information on disbursements with proper security
          provisions.

3.12.14   Ability to change the assessment balance to $0.00
          when receiving a satisfaction of judgment without
          money. This should record a satisfaction event for
          the case(s).

Collection of Assessments

3.13.1    Ability to view, add or modify the formula for
          distribution of a single assessment across multiple
          fund centers, e.g. filing fee, with configuration at the
          state and local level.

3.13.2    Ability to apply any receipt in a criminal case to a civil
          judgment that has been entered in that case and/or to
          any outstanding criminal law assessment not
          represented by the civil judgment in that case.


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3.13.3    Ability to automatically recall a warrant when an
          assessment is paid in full and notify the appropriate
          agency.

3.13.4    Ability to link assessments where restitution is owed
          jointly and severally so that all involved defendants,
          victims, amounts owing and amounts paid can be
          accurately maintained.

3.13.5    Ability to enter arrearages.

3.13.6    Ability to collect monies to register a foreign order.

3.13.7    Ability to define and maintain the court rules for
          applying receipts according to selected options and
          hierarchy and pro-rating methods at a local level.

3.13.8    Ability to automatically transfer full or partial payments
          received for collection accounts to the collection
          company.

3.13.9    Ability to automatically recall a case sent to a
          collection company.

3.13.10   Ability to automatically transfer payments from a
          collection company to the court.

3.13.11   Ability to automatically transfer returned debt from a
          collection company to the court.

Cash Drawer

3.14.1    Ability to view, add or modify the formula for
          distribution of a single assessment across multiple
          fund centers, e.g. filing fee, with configuration at the
          state and local level.

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3.14.2    Ability to allow normal financial processing when a
          cash drawer batch is open.

3.14.3    Ability to create a batch number to be associated with
          all transactions for a cash drawer.

3.14.4    Ability to open a new cash drawer batch and indicate
          the amount of cash that is in a new drawer when the
          batch is opened, and record who performed the
          drawer count.

3.14.5    Ability to balance the current day‟s financial
          transactions while permitting subsequent payments to
          be applied to the next business day based on court
          designated business hours (bankers hours).

3.14.6    Ability to prevent additional financial activity to be
          posted against a closed batch and the ability to
          reopen a closed batch for corrective processing prior
          to final approval.

3.14.7    Ability to define and maintain the court rules for
          applying receipts according to selected options and
          hierarchy and pro-rating methods at a local level.

3.14.8    Ability to void and re-enter receipts before daily
          balancing with proper security provisions.

3.14.9    Ability to support reversals at a payment level for
          SBOA compliance.

3.14.10   Ability to display an assortment of balances for the
          period, including opening, closing and approved
          totals.

3.14.11   Ability to show the status of the cash drawer‟s batch,


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          e.g., open, reopened, or closed.

3.14.12   Ability to display the details for one or more cash
          drawer batches including but not limited to: status,
          monies by tender type, escrow/trust totals, etc.

3.14.13   Ability to compute the balance for each cash drawer
          batch, register, and cashier.

3.14.14   Ability to allow cash register validations for each case
          filed when many cases are paid by one check.

3.14.15   Ability to automatically add a CCS entry when
          receiving money, indicating who made the payment,
          total amount of payment, date and time, and how
          much was applied to each assessment.

3.14.16   Ability to change the status of a cash drawer‟s batch
          to a final approval status.

3.14.17   Ability to provide feedback to the user that the cash
          drawer‟s batch is approved.

3.14.18   Ability to allow disbursements from a cash drawer‟s
          batch once it is approved.

3.14.19   Ability to prevent the reopening of a cash drawer‟s
          batch with the status of final approval.

3.14.20   Ability to prevent disbursements from receipts until a
          cash drawer has been approved.

3.14.21   Ability to default all tender type totals to $0.00 when a
          cash drawer batch is opened.



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3.14.22   Ability to void receipts and maintain proper totals
          within the cash drawer‟s batch.

3.14.23   Ability to calculate and display: (i) the dollar amount
          and the number of items collected for each tender
          type in a cash drawer; and (ii) the total dollar amount
          and the total number of items collected in a cash
          drawer.

3.14.24   Ability to enter closing totals by tender type for a cash
          drawer batch.

3.14.25   Ability to enter a reason for shortages/overages when
          finalizing a cash drawer batch.

3.14.26   Ability to list transactions in any cash drawer batch.

3.14.27   Ability to display a physical cash drawer caddy ID and
          link a physical cash drawer caddy to a cashier.

3.14.28   Ability to reopen a drawer for normal processing that
          was previously in a temporarily closed status.

3.14.29   Ability to automatically provide the account numbers
          and dollar amounts to be reversed on a void
          transaction based on the original financial transaction.

3.14.30   Ability to display the date and time the cash drawer
          batch was opened, closed, and approved and the
          number of items in the batch.

3.14.31   Ability to define cash change thresholds for a financial
          office.

3.14.32   Ability to integrate with cash register system with
          features including but not limited to:

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          • card swipe technology
          • ability to print validation information on checks and
          court documents
          • print endorsement on check

3.14.33   Ability to track individuals and entities with a history of
          NSF checks.

Liens Processing

3.15.1    Ability to view, add or modify the formula for
          distribution of a single assessment across multiple
          fund centers, e.g. filing fee, with configuration at the
          state and local level.

3.15.2    Ability to record NSF covered by State Auditor and
          automatically post a "priority 1" lien.

3.15.3    Ability to add, modify, and delete a lien, capturing the
          following information: amount, type, date lien is
          approved, date lien is effective, the current balance,
          who filed the lien, who approved the lien, who the lien
          is against, and if lien is satisfied.

3.15.4    Ability to add, modify, and delete information received
          regarding direct payments made to the lien holder
          and adjust lien balance accordingly.

3.15.5    Ability to view and print the payment history of a lien
          including all direct payments made to the lien holder,
          receipt of sums paid on a lien, disbursement of said
          sums by the clerk, the current balance, and if the lien
          has been satisfied and/or released.

3.15.6    Ability to define and maintain the court rules for
          applying receipts according to selected options and


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          hierarchy and pro-rating methods at a local level.

4. Case Processing Functions. The typical or “normal” functions of the court are contained in this category and cover both criminal
    and civil cases that generally are public records, but may be confidential or sealed. Functions related to entering data into the
    system to generate and maintain the CCS and the ability of users to create notes are also identified here, as well as functions
    necessary to schedule hearings and maintain court calendars. Also provided are features related to proactive case management
    and ticklers.
Req ID    Requirement Description                                    Answer   Included   Comments


General Case Processing

4.1.1     Ability to generate a case number filing sequence for
          each case type either singularly or in combination
          with other case types. The starting number for the
          filing sequence must be set by the administrator

4.1.2     Ability to record participants in a case at any time.

4.1.3     Ability to transfer information from one case to
          another.

4.1.4     Ability to prompt the user to enter a statistical
          disposition from a list of dispositions configurable at
          the state level, only the first time a status of dormant
          or decided is affixed to a case.

4.1.5     Ability to handle expungements according to the
          procedures outlined in IC 35-38-5-1 for criminal
          records and IC 31-39-8-1 for juvenile records.

4.1.6     Ability to capture and track the party responsible for
          implementing the conditions of a court order and
          record when compliance has occurred (e.g., a
          receiver directed to file a report, probation office
          required to file a pre-sentence report, a doctor
          appointed to examine a criminal defendant for

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         competency, to file a report.)

4.1.7    Ability to calculate and report on the age of pending
         cases individually and by groups of cases, configured
         at the state and local level.

4.1.8    Ability to view a listing of all motions in a case, the
         respective assigned status of each motion, and the
         due dates for various actions related to the motions,
         including responses, briefing schedules and ruling
         due dates.

4.1.9    Ability to link a document to one or more parties,
         attorneys and participants and/or cases.

4.1.10   Ability to link a document to a CCS event.

4.1.11   Ability to accommodate amendments to the criminal
         law. The law (statute) effective on the date of the
         offense is the one to be applied and not necessarily
         the statute in existence at the time the case is
         initiated.

4.1.12   Ability to comply with provisions of Trial Rule 77 in
         regard to CCS (chronological case summary),
         electronic creation of RJO (record of judgments and
         orders) and the ability for the state or local court to
         designate documents to be placed in the RJO.

4.1.13   Ability to calculate and/or enter an anticipated start
         date for the probation component of a legal
         disposition in a criminal case.

4.1.14   Ability to add, modify, delete, and view notes, in one
         or more cases, with ability for authorized users to
         select the classification of note type, e.g., personal,
         intra-office, and inter-office/system-wide notes,

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         pursuant to configurable security measures at the
         state and local level.

4.1.15   Ability to flag a case as 'dormant' with ability to
         automatically remove that designation when any
         event is later entered in that case.

4.1.16   Ability to update case information using data entered
         on system-produced orders or other forms to
         eliminate duplicate data entry, OR ability to produce
         orders or other forms using data entered into the
         system.

4.1.17   Ability to modify (but not delete) the case caption.

4.1.18   Ability to allow for entry of more than one statute per
         count in a criminal case, e.g., a criminal defendant is
         charged with attempted murder, which would require
         the entry of the "attempt" statute and the "murder"
         statute.

4.1.19   Ability to add, delete, modify and view filed counts
         while retaining history of all filed counts in a criminal
         case.

4.1.20   Ability to do data entry “in volume” for certain types of
         judicial activities, e.g., entry of judgments.

4.1.21   Ability to use a wizard-like process to enter all
         information pertinent to initiation of a case for all case
         types.

4.1.22   Ability to use a barcode scanner to read ticket and
         case numbers when performing data entry and
         processing payments.



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4.1.23   Ability to prevent the entry of the same person with
         the same role in the same case.

4.1.24   Ability to copy information from one case to another.

4.1.25   Ability to maintain information about the request for
         an investigation, evaluation, or assessment report
         including, but not limited to:
         • the type of request;
         • the name of the person making the request;
         • the name of the agency and/or person receiving the
         request;
         • the date and time of the request;
         • the due date of the report requested;
         • whether the report or request is confidential;
         • filing date of the report requested.

4.1.26   Ability to record and correct the tender type (e.g.,
         cash, check, credit card etc.).

4.1.27   Ability to transfer information from one case to
         another.

4.1.28   Ability to configure at the state level a time period
         within which erroneous case numbers and other
         entries can be modified.

4.1.29   Provide workflow navigation for:
         - recording judgments
         - recording full and partial satisfaction judgments
         - issuing writs
         - recording return of writs

4.1.30   Ability to provide workflow navigation to alert users to
         the proper sequence of actions and any timing
         requirements that apply.



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4.1.31   Ability to provide workflow navigation to alert users to
         the proper sequence of actions and any timing
         requirements that apply.

4.1.32   Ability to provide workflow navigation for:
         - recording judgments
         - recording full and partial satisfaction judgments
         - issuing writs
         - recording return of writs


Case Initiation

4.2.1    Ability to initiate a case at any clerk location within a
         county or court jurisdiction and assign the proper
         jurisdictional identifiers.

4.2.2    Ability to auto-generate case title or style from party
         names and other case information.

4.2.3    Ability to implement rules regarding the assignment of
         cases configurable at the local level, including the
         ability to disallow the assignment of a judicial officer
         to a particular case or cases, e.g. in instances of
         conflict of interest.

4.2.4    Ability to prompt the user to enter a statistical
         disposition from a list of dispositions configurable at
         the state level, only the first time a status of dormant
         or decided is affixed to a case.

4.2.5    Ability to disallow the scheduling of judicial officers to
         a case or court event based on known conflicts of
         interest with a party on a case, allowing different rules
         for various circumstances, such as recusal or former
         law firm.



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4.2.6    Ability to designate a case as a "handle as" case type
         with the option to change to a different case type
         when required by the court.

4.2.7    Ability to calculate and report on the age of pending
         cases individually and by groups of cases, configured
         at the state and local level.

Roles and Participants

4.3.1    Ability to clearly identify and track the role of each
         party on a case.

4.3.2    Ability to be organized by individual or entities
         (concept of directory), not cases.

4.3.3    Ability to enter a new financial address to a directory
         entry for check delivery.

4.3.4    Ability to prompt the user to enter a statistical
         disposition from a list of dispositions configurable at
         the state level, only the first time a status of dormant
         or decided is affixed to a case.

4.3.5    Ability to ensure that financial addresses cannot be
         deleted once created and saved.

4.3.6    Ability to indicate whether disbursements should be
         held for this individual or entity and reasons why it
         should be held.

4.3.7    Ability to calculate and report on the age of pending
         cases individually and by groups of cases, configured
         at the state and local level.

4.3.8    Ability to indicate whether an individual or entity is not

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         allowed to collect interest on judgments.

4.3.9    Ability to update information in the directory at any
         time, if authorized.

4.3.10   Ability to maintain an approved bail bondspersons,
         sureties and bonding entities list, including
         information about the counties in which they are
         authorized to write and the maximum dollar amount,
         and ability to limit acceptance of bonds as defined in
         the authorization but allow overrides with the proper
         security.

4.3.11   Ability to merge and sever individuals or entities upon
         identification of true and alias names.

4.3.12   Ability to comply with provisions of Trial Rule 77 in
         regard to CCS (chronological case summary),
         electronic creation of RJO (record of judgments and
         orders) and the ability for the state or local court to
         designate documents to be placed in the RJO.

4.3.13   Ability to have more than one family jacket per
         individual.

4.3.14   Ability to enter multiple instances of a qualifying
         relationship (e.g., married, living together, separated).

4.3.15   Ability to enter/track attorney numbers and attorney‟s
         current practicing status, e.g. in good standing,
         suspended, disbarred, pro hac vice.

4.3.16   Ability to support multiple roles for individuals as roles
         may change over time.

4.3.17   Ability to maintain lists of certified and non-certified


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         interpreters, searchable by personal name, company
         name and language.

4.3.18   Ability to copy a subset of the roles/participants from
         one case to another.

4.3.19   Ability to indicate that a party is pro se, representing
         self, to provide certain functionality generally reserved
         for attorneys.

4.3.20   Ability to add a new attorney or replace an existing
         attorney for a case, group of cases, party or group of
         parties, capturing the active and inactive dates for the
         attorney‟s appearance, including temporary attorney
         appearances.

4.3.21   Ability to differentiate between a role and a participant
         on a case.

4.3.22   Ability to vary participant information depending on
         other variables such as type of case and county.

4.3.23   Ability to file a case by a representative participant
         while capturing the represented party, e.g. on behalf
         of and next of friend cases.

4.3.24   Ability to enter a legal agent, e.g., resident agent for
         out-of-state business or secretary of state by default.

4.3.25   Ability to track and indicate an out-of-state personal
         representative for estate cases.

4.3.26   Ability to distinguish among attorney roles (e.g.,
         prosecutor, defense attorney, local counsel, etc.) and
         maintain information tailored to different roles.



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4.3.27   Ability to identify participants by relationship to case
         (as witness, interpreter, Guardian Ad Litem, victim,
         etc.).

4.3.28   Ability to manage and correct case relationships due
         to data entry/human error and identity fraud.

4.3.29   Ability to support multiple concurrent case
         relationships for participants.

4.3.30   Ability to define a valid combination of types of
         individuals or entities in the directory based on the
         roles and the relationships on a case.

4.3.33   Ability to enter the name of the court reporter present
         at a trial, hearing, or other proceeding that was
         recorded.

4.3.34   Ability to record which parties, attorneys, judge, and
         participants were involved in a specific judicial
         activity, i.e., who was present at a particular hearing.

4.3.35   Ability to maintain pools of court human resources at
         the local level (court appointed attorneys, guardian ad
         litem, CASA, interpreters, etc.).

4.3.36   Ability to configure rules to facilitate the assignment of
         court resources from the pool.

4.3.37   Ability to add, delete, and modify attorney firm
         affiliations.

4.3.38   Ability to recognize and link a cross claim, counter
         claim or third party claim to the initial claim.

4.3.39   Ability to recognize and link one or more parties to

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         one or more specific claims and include description of
         the claim, e.g., original claim, counterclaim, cross-
         claim, third party claim.

4.3.40   Ability to allow multiple parties to request the same
         event and produce one CCS entry.

4.3.41   Ability to provide the user with a list of all attorneys,
         parties and participants related to a case, and a
         mechanism for selecting one or more from the list for
         a specific purpose, such as giving notice of an event.

4.3.42   Ability to maintain a complete history of all
         participation by individuals and entities in all cases.

4.3.43   Ability to designate a participant such as an
         interpreter for an entire case.

4.3.44   Ability to designate an interpreter for a specific party,
         attorney, judge, or participant on a case.

4.3.45   Ability to flag parties and participants addresses
         excluded from public access pursuant to law (AR9).

4.3.46   Ability to flag a party and participant identifying
         information as excluded from public access pursuant
         to law (AR9).

4.3.47   Ability to track pro bono assignment[s] of mediators or
         lawyers

4.3.48   Ability to add or modify addresses at the case level
         for individuals who are NOT judicial officers,
         attorneys, business entities, law enforcement officers,
         or governmental agencies.



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4.3.49   Ability to add or modify at the case level multiple
         addresses, phone numbers, and contact information
         for attorneys, parties, participants, business entities,
         and governmental agencies, and the ability to select
         how each different piece of contact information is to
         be used (e.g., use one address for sending checks
         and another address for serving notice).

4.3.50   Ability to add or modify an address, phone number,
         and other contact information for any participant,
         party, attorney, and judicial officer at any time.

4.3.51   Ability to designate a case specific address, phone
         number, and other contact information for a
         participant, party, attorney, and judicial officer.

4.3.52   Ability to default at the case level to the address,
         phone number, and contact information in the
         directory for attorneys, judicial officers, law
         enforcement officers, governmental entities and
         businesses, with ability to override.

4.3.53   Ability to alert a user when a party, judicial officer,
         attorney, or participant is already related to the case.

CCS and Case Events

4.4.1    Ability to add one or more CCS events for one or
         more cases.

4.4.2    Ability for the system to add a CCS entry at the time a
         financial transaction is performed (e.g., partial
         payment, full payment, assessments, and
         disbursement).

4.4.3    Ability to add events where the event effective date is


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         prior to the event entry date.

4.4.4    Ability to prompt the user to enter a statistical
         disposition from a list of dispositions configurable at
         the state level, only the first time a status of dormant
         or decided is affixed to a case.

4.4.5    Ability to use a combination of pre-defined text and
         existing data to create event entries with the ability to
         view and/or change modified text prior to adding to
         the CCS.

4.4.6    Ability to set and reset a trial date and calculate the
         time for a permissible continuance automatically,
         based upon Criminal Rule 4 deadlines and reasons
         for granting a continuance.

4.4.7    Ability to calculate and report on the age of pending
         cases individually and by groups of cases, configured
         at the state and local level.

4.4.8    Ability to sever a case from a list of consolidated
         cases, copy all events to a severed case, add an
         event/CCS entry to the severed case noting that it
         was severed, and add an event entry to the cases
         that a severed case was previously consolidated with
         noting that it was severed.

4.4.9    Ability for the system to add an event to the event log
         based upon the occurrence of another case event.

4.4.10   Ability for the system to generate a CCS event each
         time service of process is issued and to generate a
         CCS event upon return of each attempted service.

4.4.11   Ability to add insertion points within standard text that
         will resolve to data extracted from the system (similar

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         to Microsoft Word's 'Mail Merge').

4.4.12   Ability to comply with provisions of Trial Rule 77 in
         regard to CCS (chronological case summary),
         electronic creation of RJO (record of judgments and
         orders) and the ability for the state or local court to
         designate documents to be placed in the RJO.

4.4.13   Ability to view one or more legal authorities (statute or
         rule) related to a CCS event at the time the event is
         entered.

4.4.14   Ability to attach a document with a listing of one or
         more assets to a case, e.g., legal description of real
         estate, inventory filed in an Estate case.

4.4.15   Ability to define, at the local level, hearing minute
         forms used to record hearing results.

4.4.16   Ability to prompt a user for specific input during entry
         of on-line, in court, high volume minute entries, and
         allow the user to edit such entries.

4.4.17   Ability to create a CCS entry, drawing from the
         hearing minute forms and data within the system.

4.4.18   Ability to create an Order following a hearing, drawing
         from the hearing minute forms and data within the
         system.

4.4.19   Ability for a user to select creation of a CCS entry or
         an Order following a hearing, or both.

Traffic Tickets

4.5.1    Ability to apply appropriate edits for ticket data based

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         on pre-defined criteria configurable at the state level
         with flexibility for local variances.

4.5.2    Ability to extend the payment due date on a ticket.

4.5.3    Ability to accept payments on a ticket that is not in the
         system yet.

4.5.4    Ability to prompt the user to enter a statistical
         disposition from a list of dispositions configurable at
         the state level, only the first time a status of dormant
         or decided is affixed to a case.

4.5.5    Ability to retrieve name and address information for
         tickets from neighboring states.

4.5.6    Ability to add events for a ticket.

4.5.7    Ability to calculate and report on the age of pending
         cases individually and by groups of cases, configured
         at the state and local level.

4.5.8    Ability to enter multiple citations with the same citation
         information, such as party, vehicle, make, model,
         license plate number, etc.).

4.5.9    Ability to reduce any portions of an assessment
         pursuant to court order.

4.5.10   Ability to refund a payment made on a ticket.

4.5.11   Ability to automatically age tickets and affix penalties
         for late payment including the ability to provide late
         and final demand payment notices.



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4.5.12   Ability to comply with provisions of Trial Rule 77 in
         regard to CCS (chronological case summary),
         electronic creation of RJO (record of judgments and
         orders) and the ability for the state or local court to
         designate documents to be placed in the RJO.

4.5.13   Ability to enter amended charges.

4.5.14   Ability to provide for the public to query tickets via the
         internet.

4.5.15   Ability to perform one or more re-activation of a
         previously closed ticket[s].

4.5.16   Provide the ability for an online data entry function for
         ticket data that will maximize data entry efficiency.

4.5.17   Ability to prevent the entry of duplicate tickets.

4.5.18   Ability to accept ticket data via a batch file from the
         ticket writer PC following appropriate prosecutor
         authorization.

4.5.19   Ability to accept ticket data via a batch file from off-
         site data entry following appropriate prosecutor
         authorization.

4.5.20   Ability to configure at the state and local level
         disposition alternatives available in each infraction,
         local ordinance, and traffic misdemeanor case in a
         manner that the information is readily available to a
         user at time of case initiation and throughout all
         stages of the proceeding.

Criminal Cases


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4.6.1    Ability to enter and modify charge codes which are
         based upon state statute/local ordinances level and
         degree and connect them to appropriate disposition
         and sentencing alternatives.

4.6.2    Ability to change party, attorney, judge, and
         participant information across all cases.

4.6.3    Ability to enter NCIC identification.

4.6.4    Ability to prompt the user to enter a statistical
         disposition from a list of dispositions configurable at
         the state level, only the first time a status of dormant
         or decided is affixed to a case.

4.6.5    Ability to enter officer ID number, which is different
         than badge number, that can be used to determine
         the Officer‟s agency within the directory.

4.6.6    Ability to support a directory of Law Enforcement
         officer information.

4.6.7    Ability to calculate and report on the age of pending
         cases individually and by groups of cases, configured
         at the state and local level.

4.6.8    Ability to configure at the state and local level
         disposition alternatives available in each criminal
         case (felonies and misdemeanors) in a manner that
         the information is readily available to a user at time of
         case initiation and throughout all stages of the
         proceeding.

4.6.9    Ability to alert the user upon the filing of a post-
         conviction relief motion in a criminal case that a
         separate civil post-conviction relief case should be
         initiated and to link the original criminal case and the

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         new separate civil post-conviction relief case.

4.6.10   Ability to relate an alleged local ordinance violation to
         the specific provision in the ordinance code,
         configurable at the local level.

4.6.11   Ability to add an habitual offender petition in a
         criminal case as an additional count.


Civil Cases

4.7.1    Ability to select one or more reliefs (i.e., request for
         relief the petitioner is making to the court) from an
         available list, with an ability to manually enter
         additional reliefs that are not on the list.

4.7.2    Ability to enter claim reason(s), date(s) of incident(s)
         and relief(s) sought.

4.7.3    Ability to support the entry of predefined events with
         specific results, free-text events, and a combination of
         predefined and free-text events.

4.7.4    Ability to prompt the user to enter a statistical
         disposition from a list of dispositions configurable at
         the state level, only the first time a status of dormant
         or decided is affixed to a case.

4.7.5    Ability to transfer a denied claim against an estate to
         a civil plenary case type.

4.7.6    Ability to link the related criminal case at the time a
         post-conviction relief case is initiated.

Warrants

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4.8.1    Ability to add, delete and modify information about all
         outstanding warrants for all individuals and entities in
         the directory.

4.8.2    Ability to add, delete and modify the following
         information:
         • The request for a warrant and the date the request
         is made,
         • Date of issuance or rejection,
         • Warrant type,
         • Warrant status,
         • Who will serve the warrant if the warrant is issued,
         • Return of service and the date service is returned.

4.8.3    Ability to query for outstanding warrants by various
         criteria (e.g., name, address, SSN, etc.) by county
         and statewide.

4.8.4    Ability to prompt the user to enter a statistical
         disposition from a list of dispositions configurable at
         the state level, only the first time a status of dormant
         or decided is affixed to a case.

4.8.5    Ability to manually assign a unique warrant tracking
         number.

4.8.6    Ability to link the warrant number to the related case
         number, in which the warrant request was filed.

4.8.7    Ability to calculate and report on the age of pending
         cases individually and by groups of cases, configured
         at the state and local level.

4.8.8    Ability to ensure that the cancellation of an arrest
         warrant is immediately reflected in the system.

4.8.9    Ability to designate requests for warrants and

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           issuance of warrants as confidential.

4.8.10     Ability to alert a user when an outstanding arrest
           warrant or a body attachment exists for an individual
           in this county or statewide.

Protective Orders

4.9.1      Ability to alert a user that related orders such as
           protective orders and no contact orders may need
           modification when a case is disposed.

4.9.2      Ability to collect the minimum data required by NCIC
           in order to initiate a Protective Order case, as defined
           in NCIC 2000 User Guide.

4.9.3      Ability to flag parties and participants addresses
           excluded from public access pursuant to law (AR9).

4.9.4      Ability to prompt the user to enter a statistical
           disposition from a list of dispositions configurable at
           the state level, only the first time a status of dormant
           or decided is affixed to a case.

4.9.5      Ability to track the initial protective order and the
           history of all modifications, maintaining an effective
           and expiration date for each initial order or
           modification.

4.9.6      Ability to assure that a copy of a protective order and
           any modification is provided to local law enforcement
           agencies at time of issuance.

Juvenile



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4.10.1   Ability for probation officers to designate high-risk
         behavior for criminal or juvenile persons (e.g., gang
         involvement, suicide, violence, pregnancy, weapon
         use, domestic abuse (as opposed to domestic
         assault), etc.)

4.10.2   Ability to track a child placed on an informal
         adjustment with the ability to track multiple informal
         adjustments.

4.10.3   Ability to track the following statewide practices
         regarding appointment of Guardian Ad Litem
         (GAL)/Court Appointed Special Advocate (CASA):
         • Cases which do and do not have GAL/CASA
         appointed,
         • Cost of appointing a GAL/CASA in all CHINS cases,
         • Out of home placement information.

4.10.4   Ability to prompt the user to enter a statistical
         disposition from a list of dispositions configurable at
         the state level, only the first time a status of dormant
         or decided is affixed to a case.

4.10.5   Ability to track when the parental rights for a parent(s)
         have been terminated.

4.10.6   Ability to track the procedural status of a juvenile
         case.

4.10.7   Ability to calculate and report on the age of pending
         cases individually and by groups of cases, configured
         at the state and local level.

4.10.8   Ability to enter an emancipation date for a juvenile
         associated with a case.

4.10.9   Ability to calculate the amount of time a child is in

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          placement outside the home and indicate the location
          of such placement. Time must be calculated for
          multiple out-of-home placements, even when such
          placements are not consecutive.

4.10.10   Ability to add and modify permanency timelines.

4.10.11   Ability to track temporary and permanent placements
          of CHINS in a manner that can be analyzed
          statistically.

4.10.12   Ability to comply with provisions of Trial Rule 77 in
          regard to CCS (chronological case summary),
          electronic creation of RJO (record of judgments and
          orders) and the ability for the state or local court to
          designate documents to be placed in the RJO.

4.10.13   Ability to track type of facility, reason for placement
          and costs associated with out-of-state placements.

Interstate Processing

4.11.1    Ability to handle extraditions to and from other states.

4.11.2    Ability to handle out-of-state protective orders.

4.11.3    Ability to handle subpoenaing out-of-state witnesses.

4.11.4    Ability to prompt the user to enter a statistical
          disposition from a list of dispositions configurable at
          the state level, only the first time a status of dormant
          or decided is affixed to a case.

4.11.5    Ability to handle exchange of case information under
          the Interstate Compact On Juveniles.


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Confidential Data and Sealed Cases

4.12.1    Ability to seal cases.

4.12.2    Ability to establish various security levels for sealed
          cases configurable at the state and local level.

4.12.3    Ability to add, delete, modify, or access a sealed
          case, with the proper level of security, configurable at
          the state and local level, while maintaining the sealed
          status.

4.12.4    Ability to prompt the user to enter a statistical
          disposition from a list of dispositions configurable at
          the state level, only the first time a status of dormant
          or decided is affixed to a case.

4.12.5    Ability to indicate which users can seal or unseal
          data.

4.12.6    Ability, when interfaces exist, to notify other agencies
          when a case is sealed.

4.12.7    Ability to calculate and report on the age of pending
          cases individually and by groups of cases, configured
          at the state and local level.

4.12.8    Ability to identify cases that have portions sealed.

4.12.9    Ability to generate alerts when displaying cases that
          are excluded from public access pursuant to statute
          and Court Rule, configurable at the state level.

4.12.10   Ability to designate a case type, a specific case, or
          specific information in a case as "not for public
          access" configurable at the state and local level, with

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          appropriate authorization.

4.12.11   Ability to indicate that case information a user is about
          to view has been designated as sealed, confidential,
          or 'not for public access' before showing the
          information.

4.12.12   Ability to comply with provisions of Trial Rule 77 in
          regard to CCS (chronological case summary),
          electronic creation of RJO (record of judgments and
          orders) and the ability for the state or local court to
          designate documents to be placed in the RJO.

4.12.13   Ability to generate notices of overdue activities on
          predefined periodic basis configurable at the local
          level.

4.12.14   Ability to maintain the highest information security
          level on a participant in a case, where an individual
          has two or more participant relationship on a case,
          e.g., a victim in a criminal case also being a witness.

Judge Assignment

4.13.1    Ability to assign one or more cases to a judicial
          officer.

4.13.2    Ability to assign or reassign a judicial officer to one or
          more cases manually and based upon pre-defined
          parameters.

4.13.3    Ability to assign, manually and automatically based
          upon pre-defined parameters, specific case types to
          judicial officers, e.g., Weighted Caseload Measures.

4.13.4    Ability to prompt the user to enter a statistical

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         disposition from a list of dispositions configurable at
         the state level, only the first time a status of dormant
         or decided is affixed to a case.

4.13.5   Ability to override the assignment of the judicial officer
         to a case at the case level, or within the case, at the
         activity level.

4.13.6   Ability to flag a judicial officer as a "special judge" in a
         case.

Calendar Functions

4.14.1   Ability to schedule, track, and assign resources to a
         court calendar or a time block calendar, or update
         resources assigned to a court calendar or a time
         block calendar (e.g., judicial officers, court reporters,
         bailiffs, equipment, etc.), indicate whether the
         resource is available or unavailable, and allow the
         event to be scheduled even if a resource is
         unavailable.

4.14.2   Ability to print state-wide calendars for an individual
         judicial officer with appropriate security configurable
         at the state level.

4.14.3   Ability to monitor and coordinate scheduling of
         appearances for individuals within family jacket in
         order to avoid scheduling conflicts.

4.14.4   Ability to prompt the user to enter a statistical
         disposition from a list of dispositions configurable at
         the state level, only the first time a status of dormant
         or decided is affixed to a case.

4.14.5   Ability to view court calendars in real-time across


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          court and county lines.

4.14.6    Ability to schedule the next available court date, time
          and court location for a type of hearing or trial for any
          judicial officer or a block schedule.

4.14.7    Ability to calculate and report on the age of pending
          cases individually and by groups of cases, configured
          at the state and local level.

4.14.8    Ability to track availability or unavailability for judicial
          officers, attorneys, parties and participants.

4.14.9    Ability to flag matters on the court's calendar which
          will be conducted by telephone conferencing.

4.14.10   Ability to track continuances on a case, including who
          requested the continuance.

4.14.11   Ability to schedule and prioritize scheduling of
          multiple hearings/trials on the same date, time, and
          court location, with an alert to the user that such is
          occurring.

4.14.12   Ability to comply with provisions of Trial Rule 77 in
          regard to CCS (chronological case summary),
          electronic creation of RJO (record of judgments and
          orders) and the ability for the state or local court to
          designate documents to be placed in the RJO.

4.14.13   Ability to enter the amount-of-time-reserved to a case
          within the hearing time block.

4.14.14   Ability to define standard working hours and
          designate non-working days, such as weekends and
          holidays, for the entire court or individuals and default


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          that information for all judicial officers and court staff,
          configurable at the local level.

4.14.15   Ability to send a generated court calendar report
          electronically.

4.14.16   Ability to add, modify, or delete court calendars at the
          local level.

4.14.17   Ability to automatically schedule future court events
          based on the entry of current event entries.

4.14.18   Ability at time of scheduling a case related to other
          cases, to alert the user of the existence of the other
          related cases.

4.14.19   Ability to alert the user, making an entry, when the
          status of a case is "decided."

4.14.20   Ability to require a user attempting to make an entry
          in a case with a status of "decided" to reopen the
          case prior to making an entry, other than for a
          financial transaction.

4.14.21   Ability to update the status of a hearing from "set",
          "held", "recessed", "continued", "vacated", or
          "concluded".

4.14.22   Ability to automatically vacate hearings/trials
          scheduled in the future when a case is disposed.

4.14.23   Ability to vacate hearings and trials on cases at the
          time of consolidation.

4.14.24   Ability to automatically update cases to indicate that a
          system generated notice, order or form has been

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          issued.

4.14.25   Ability to reschedule, modify, or vacate the scheduling
          of a case with ability to automatically make the
          appropriate CCS entry.

4.14.26   Ability to indicate when attendees required for a court
          proceeding are present for court.

4.14.27   Ability to designate a participant such as an
          interpreter for a specific case event.

Block Scheduling

4.15.1    Ability to assign resources to a block schedule or
          update resources assigned to a block schedule (e.g.,
          judicial officers, court reporters, bailiffs, equipment,
          etc.)

4.15.2    Ability to establish blocks of scheduling time and the
          related ability to set minimum and maximum number
          of cases to be assigned to that block of time, with
          appropriate authority to override.

4.15.3    Ability to alert user when the established minimum
          number of cases in a scheduling time block has not
          been reached.

4.15.4    Ability to prompt the user to enter a statistical
          disposition from a list of dispositions configurable at
          the state level, only the first time a status of dormant
          or decided is affixed to a case.

4.15.5    Ability to assign one or more cases to a unit of time
          within a scheduling time block.


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4.15.6    Ability to establish a block schedule with associated
          begin and end times, and then to further define
          smaller blocks of time within the larger block, with
          each smaller block having its own associated begin
          and end times.

4.15.7    Ability to calculate and report on the age of pending
          cases individually and by groups of cases, configured
          at the state and local level.

4.15.8    Ability to reassign a case(s) within a block or portions
          of a block to another judge, date, courtroom, etc.

4.15.9    Ability to reschedule a case from one hearing block to
          another, with ability to automatically make the
          appropriate CCS entry.

4.15.10   Ability to reschedule all cases set within a time block
          to another time block, to another judicial officer, or to
          another time block/judicial officer, with ability to
          automatically make the appropriate CCS entry.

4.15.11   Ability to schedule to a hearing block without being
          required to assign a judicial officer at the time of
          scheduling.


Notice/Order Generation

4.16.1    Ability to provide notice to judicial officers, attorneys,
          parties, and participants, of any event within a case
          by establishing in each case a default group to
          receive notices/orders, with the ability to override, and
          the additional capability of selecting non-default
          individuals or entities within a case to receive a
          particular notice/order at the time the notice is
          generated.


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4.16.2    Ability to add a victim in a criminal case as a
          participant to facilitate providing appropriate notice of
          proceedings to the victim.

4.16.3    Ability to produce, and when appropriate re-produce,
          any given notice for distribution.

4.16.4    Ability to prompt the user to enter a statistical
          disposition from a list of dispositions configurable at
          the state level, only the first time a status of dormant
          or decided is affixed to a case.

4.16.5    Ability to provide notice by e-mail, fax or postal mail to
          attorneys, parties, and participants, configurable at
          the state and local level.

4.16.6    Ability to auto-send an email to a participant or other
          individual/entity who has a legal basis for seeking
          notice, e.g., a person who requests and has the right
          to request the notice of proceedings in a supervised
          estate case.

4.16.7    Ability to calculate and report on the age of pending
          cases individually and by groups of cases, configured
          at the state and local level.

4.16.8    Ability to select the means of serving notice and/or
          orders, e.g., first class mail, certified mail return
          receipt, registered mail with receipt, attorney mailbox,
          sheriff, fax, e-mail, etc., configurable at the local level,
          with the ability to default to first class mail for
          attorneys who enter appearance on a case.

4.16.9    Ability to show on the notice all names of the
          individuals and entities to who notice was sent.

4.16.10   Ability to designate a participant such as an

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         interpreter for a specific case event.

Service Tracking

4.17.1   Ability to add, modify, and delete information including
         but not limited to whereabouts of a party to be served
         or any other information facilitating personal service,
         or information regarding any dangers inherent in
         personal service.

4.17.2   Ability to add, modify, and delete the tracking number
         when service is sent certified mail return receipt, with
         ability to correlate the tracking number to the return
         receipt.

4.17.3   Ability to enter the party that requested service, type
         of service requested, with ability to enter a free-text
         description of the item to be served.

4.17.4   Ability to quickly navigate to service tracking
         information for a case.

Exhibit Tracking

4.18.1   Ability to enter information regarding custody and/or
         ownership of an exhibit (evidence).

4.18.2   Ability to prompt that it is time for exhibits to be
         released under parameters configurable at the state
         and local level.

4.18.3   Ability to manage and track exhibit inventory
         associated with a case.

Charge and Claim Disposition

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4.19.1   Ability to provide a quick and easy method of locating
         appropriate offense statute/ordinance codes (e.g., key
         word search).

4.19.2   Ability to record the disposition of each specific
         charge (count) in a criminal case, infraction, or
         ordinance violation.

4.19.3   Ability to add and modify specific components of a
         legal disposition based on parameters periodically
         established and configurable at the state level.

4.19.4   Ability to prompt the user to enter a statistical
         disposition from a list of dispositions configurable at
         the state level, only the first time a status of dormant
         or decided is affixed to a case.

4.19.5   Ability to enter a sentence on a count after count has
         been disposed.

4.19.6    Ability to show an assessment in a criminal case
         satisfied at the time that assessment is reduced to a
         civil judgment.

4.19.7   Ability to calculate and report on the age of pending
         cases individually and by groups of cases, configured
         at the state and local level.

4.19.8   Ability to indicate that case information a user is about
         to view has been designated as confidential before
         showing the information.

4.19.9   Ability, with appropriate authority, to add, modify, and
         delete separate legal disposition of each charge in a
         criminal case.



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4.19.10   Ability to relate a Judgment or Order to a specific
          charge in a criminal case or a specific claim in a civil
          case to which it relates.

4.19.11   Ability to prompt the user of a stay on a judgment,
          including the effective date and the termination date.

Sentencing

4.20.1    Ability to add an habitual offender sentence as an
          enhancement to a sentence entered on a charge
          contained in a different count.

4.20.2    Ability to permit judicial officers to waive all or a
          portion of court costs and fees.

4.20.3    Ability to view information about waivers and options
          associated with an assessment including the
          assessment amount waived.

4.20.4    Ability to prompt the user to enter a statistical
          disposition from a list of dispositions configurable at
          the state level, only the first time a status of dormant
          or decided is affixed to a case.

4.20.5    Ability to add, modify, and delete the legal disposition
          for each count in a criminal case, including ability to
          track any modification of one or more component
          parts of that legal disposition.

4.20.6    Ability to capture the effective date of a stay of
          sentence and the date the stay was terminated.

4.20.7    Ability to calculate and report on the age of pending
          cases individually and by groups of cases, configured
          at the state and local level.

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4.20.8    Ability for the court reporter or judicial officer to enter
          full details of a sentence and to generate all
          necessary sentencing documentation.

4.20.9    Ability to provide prompts and/or edits for required
          information in a standardized format to ensure
          accurate and consistent entry of legal disposition for
          each count.

4.20.10   Ability to view minimum, standard, and maximum for
          each class of felony;
          mandatory minimum sentences under IC 35-50-2-
          2(b)(4); maximum sentences and fines for
          misdemeanors (see IC 35-50-2); and maximum
          judgments for infraction violations (see IC 34-28-5-4).

4.20.11   Ability to track, maintain, and view the history of a
          count in a criminal case from initiation through
          disposition and any post-disposition modification.

Judgment Tracking and Processing

4.21.1    Ability to open or close a foreign order in a single
          transaction.

4.21.2    Ability to record an assignment of judgment to a third
          party.

4.21.3    Ability to enter a judgment as released when a
          property bond is released.

4.21.4    Ability to prompt the user to enter a statistical
          disposition from a list of dispositions configurable at
          the state level, only the first time a status of dormant
          or decided is affixed to a case.



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4.21.5    Ability to record events related to requests for
          information from participants (e.g., defendant in
          criminal case files Notice of insanity. Court appoints
          experts to examine defendant and report to the court
          by a date certain. The physician (participant) is
          obligated to file a report with a court, containing his or
          her findings. The court should be able to track and
          view such events, i.e., the request, the appointment,
          the appointment date, the due date of the report, and
          the date the report was filed.)

4.21.6    Ability to capture information concerning custody,
          visitation, support and maintenance, including any
          modifications of one or more of those component
          parts of the court order, with ability to keep history of
          each version of a modified order and its components.

4.21.7    Ability to calculate and report on the age of pending
          cases individually and by groups of cases, configured
          at the state and local level.

4.21.8    Ability to enter that the assessment has been ordered
          to be paid through the Clerk.

4.21.9    Ability to renew a money judgment when a petition to
          renew is filed.

4.21.10   Ability after receiving a sum to equal to the balance
          due on a judgment to generate a notice to the
          judgment creditor that if no objection is made, the
          judgment will be show satisfied 30 days following the
          receipt of the balance due, and to automatically show
          satisfaction of judgment when no objection is filed.

4.21.11   Ability to link functionality for entry of a money
          judgment in those instances where a court may
          reduce a sum to civil judgment in a case type which
          would not normally result in civil judgment, e.g.,

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          reducing to civil judgment, child support arrearage in
          a CHINS case, restitution in a criminal or juvenile
          delinquency case, etc.

4.21.12   Ability to comply with provisions of Trial Rule 77 in
          regard to CCS (chronological case summary),
          electronic creation of RJO (record of judgments and
          orders) and the ability for the state or local court to
          designate documents to be placed in the RJO.

4.21.13   Ability to establish and maintain rules concerning the
          minimum amount of information necessary for issuing
          an order based on purpose of the order (e.g., issue
          date and issue expiration date are mandatory for
          misdemeanor warrants).

4.21.14   Ability to select and track one or more components of
          an order or legal disposition (i.e., preformatted
          statements containing the terms of the decision made
          by the judge or referee) from an available list
          configurable at the state and local level, e.g.,
          conditions of pre-trial release, probation, sentencing
          alternatives, juvenile disposition alternatives, and in a
          format that can be analyzed statistically.

4.21.15   Ability to enter only the information necessary for the
          disposition selected.

4.21.16   Ability to track bankruptcy proceedings, e.g., notice of
          bankruptcy received, flag case as "dormant,"
          reactivate "dormant" case, handle restrictions on
          setting for hearing, with ability to set for TR41(E),
          handling discharge, and handling removal of
          bankruptcy stay.

Case Close


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Req ID   Requirement Description                                    Answer   Included   Comments

4.22.1   Ability to designate the status of a case from a list of
         statuses such as pending, decided, dormant, or
         vacated.

4.22.2   Ability to add, modify or delete the date a case status
         was affixed.

4.22.3   Ability to correlate and readjust a decided case to a
         Supreme Court record retention schedule (AR7)
         based on the last date the case status is entered as
         decided. For more information related to retention
         scheduling, see the following link:
         http://www.in.gov/judiciary/rules/admin/#r7

4.22.4   Ability to prompt the user to enter a statistical
         disposition from a list of dispositions configurable at
         the state level, only the first time a status of dormant
         or decided is affixed to a case.

4.22.5   Ability to default to a pending case status unless a
         dormant or decided status is entered.

4.22.6   Ability to calculate and report the length of time
         between the affixing of case status designations on a
         case, i.e., between an original designation of pending
         and the subsequent designation of decided.

4.22.7   Ability to calculate and report on the age of pending
         cases individually and by groups of cases, configured
         at the state and local level.

4.22.8   Ability to alert the user, when affixing a decided case
         status, of the existence of any outstanding claims or
         motions.

4.22.9   Ability to automatically record a case as "dormant"
         when it is diverted or deferred.

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Ticklers and Reminders

4.23.1   Ability to provide notice to trial courts, court reporters
         and clerks of deadlines for transmitting the lower
         court record to a court on appeal.

4.23.2   Ability to provide notice to judicial officers of deadlines
         for ruling on motions and cases that are under
         advisement.

4.23.3   Ability to incorporate time requirements for selected
         case events and issue appropriate reminders
         configurable at the state and local level, with ability to
         distinguish between calendar and business days
         (e.g., hearings that need to be scheduled within 14
         days; or hearings requiring scheduling within a range
         of dates, such as not less than 5 or more than 10
         days).

4.23.4   Ability to prompt the user to enter a statistical
         disposition from a list of dispositions configurable at
         the state level, only the first time a status of dormant
         or decided is affixed to a case.

4.23.5   Ability to accommodate requests for notifications on
         events in a case(s), e.g., where probation seeks to be
         notified should an individual probationer be charged
         with a criminal offense in any court in the system
         state-wide.

4.23.6   Ability to support tickler events on simple events.

4.23.7   Ability to calculate and report on the age of pending
         cases individually and by groups of cases, configured
         at the state and local level.



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Req ID   Requirement Description                                    Answer   Included   Comments

Proactive Case Management

4.24.1   Ability to flag cases to exclude them from Trial Rule
         41E consideration and dismissal.

4.24.2   Ability to generate and save a list of cases (including
         flagged cases) that have had no activity with selection
         based on the following criteria:
         - Case type
         - Judicial officer
         - Case track
         - Number of days since last activity

4.24.3   Ability to recall a saved list of cases and schedule the
         selected cases to a specified block of time, including
         setting the hearing date and time.

4.24.4   Ability to prompt the user to enter a statistical
         disposition from a list of dispositions configurable at
         the state level, only the first time a status of dormant
         or decided is affixed to a case.

4.24.5   Ability to recall a saved list of cases set for a TR41E
         hearing to be used for issuance of TR41E dismissal
         orders.

4.24.6   Ability to configure, at the state and local level, a
         Differentiated Case Management System (DCMS)
         consisting of tracks. See the following link for more
         information:
         http://www.ncsconline.org/WC/FAQs/DiffCMFAQ.htm

4.24.7   Ability to calculate and report on the age of pending
         cases individually and by groups of cases, configured
         at the state and local level.



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Req ID    Requirement Description                                    Answer   Included   Comments

4.24.8    Ability in a DCMS track to add, modify or delete any
          additional dates required by local court practice or
          local rule at the local level.

4.24.9    Ability to associate one or more selected DCMS
          tracks to a case type, with the ability to indicate the
          default DCMS track for the case type.

4.24.10   Ability for a DCMS to default to a designated track at
          time of case initiation with the ability to assign or
          reassign a case to a different track at any time during
          the course of the case.

4.24.11   Ability in a DCMS track to calculate dates in the track
          based on statutes using various information within a
          case (e.g., date of filing, date of arrest, whether bond
          is posted, etc.)

4.24.12   Ability to comply with provisions of Trial Rule 77 in
          regard to CCS (chronological case summary),
          electronic creation of RJO (record of judgments and
          orders) and the ability for the state or local court to
          designate documents to be placed in the RJO.

4.24.13   Ability in a DCMS track to modify a calculated date,
          configured at the local level, without establishing a
          reason for modification.

4.24.14   Ability to automatically recalculate dates in a DCMS
          track, with the need for recalculation associated with
          particular predefined reasons for continuance, and
          adjust the track to reflect the recalculated date (e.g.,
          adjustment of trial date where the recalculation
          occurred as a result of a defendant's request for
          continuance) See CR4 for an example of the need
          for this requirement:
          http://www.in.gov/judiciary/rules/criminal/index.html#r
          4

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Req ID    Requirement Description                                     Answer   Included   Comments

4.24.15   Ability to enter a reminder to alert the judicial officer
          that a ruling is due on a motion or trial by a specific
          date.

4.24.16   Ability to calculate and view the number of days
          between any two events on a case.

4.24.17   Upon the filing of a document, provide a mechanism
          for the user to set a due date (based on an elapsed
          period of time), and allow the user to enter an action
          to be taken (that will automatically occur) when the
          due date has passed without appropriate response,
          e.g., no response filed within 10 days, motion is
          automatically granted.

4.24.18   Provide a mechanism to set up, in advance, actions
          or activities that will occur upon the filing of a
          particular document (e.g., The filing of document A
          will trigger activities X, Y, and Z.).

4.24.19   Ability to notify appropriate parties of overdue
          activities.

5. System Maintenance. The functions necessary to configure a court case management system to levels of expectation are
    identified here, including configuration of system codes and financials as defined by state statutes and local ordinances. In
    addition, features desired for ongoing system maintenance, such as archival, are provided.
Req ID    Requirement Description                                     Answer   Included   Comments

System Codes Configuration

5.1.1     Ability to configure the case type to include the
          required roles/participants on the case

5.1.2     Ability to add or modify ordinances at the local level.

5.1.3     Ability to associate charging, sentencing and other

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Req ID   Requirement Description                                       Answer   Included   Comments

         penalty statutes, configurable at the state and local
         level.

5.1.4    Ability to relate the use of minute sheets to CCS
         entries or documents.

5.1.5    Ability to define and configure rules at the state and
         local level for flagging case types, cases and
         documents as confidential, e.g., all mental health
         cases and reports are confidential, filings of plea
         agreement.

5.1.6    Ability to provide consistent values across many fields
         for consistent data entry using configurable lookup
         codes at the state and local level, e.g., events, case
         types, personal identifiers (hair color, eye color, scars,
         tattoos, etc.

5.1.7    Ability to track the kind of service that is required for
         each type of participant and case.

Financial Configuration

5.2.1    Ability to associate fee and fine assessments with
         charging and penalty statutes, and optionally default
         fee and fine amounts when an assessment is made.

5.2.2    Ability to record the effective start and end dates of
         changes made to assessments established by law.

5.2.3    Ability to add, delete, and modify bail schedules at the
         local level.

5.2.4    Ability, at the local level, for clerks to establish ledger
         accounts and to specify account splits.


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Req ID   Requirement Description                                   Answer   Included   Comments

Archiving and Dearchiving

5.3.1    Provide a facility to archive data on a user-defined
         schedule, e.g., the Supreme Court may want to retain
         certain cases for three years, some for five years
         while others may be retained indefinitely, etc.

5.3.2    Ability to identify and track court records (documents,
         portions of a case file, exhibits, exhibit inventories,
         and file inventories) maintained in either electronic,
         paper, or microfilm format and to relate them to a
         predefined retention schedule configurable at the
         state level.

5.3.3    Provide a facility to archive data on a user-defined
         schedule, e.g., the Supreme Court may want to retain
         certain cases for three years, some for five years
         while others may be retained indefinitely, etc.

5.3.4    Ability to maintain case retention time standards
         according to local and state rules related to archival,
         destruction, or transfer to storage facility and to
         process files under such standards.

5.3.5    Ability to prevent archiving of a case which has a
         pending or dormant status.

5.3.6    Ability to provide on-demand de-archiving of cases.

5.3.7    Ability to override the automatic archiving of a case.


6. Technical. This category contains desired features from a technical system perspective to ensure the system meets basic
    technological standards. Functions include document management and report generation, basic requirements related to a user‟s
    experience, as well as backend audit tracking and user access administration.



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Req ID   Requirement Description                                   Answer   Included   Comments

Case Initiation

6.1.1    Ability to view and analyze textual fields such as case
         notes. This should allow sufficient characters to avoid
         the problem of unique abbreviations used by different
         court clerks.

6.1.2    Ability to provide context-sensitive on-line help for
         required input fields (e.g., explicit edit messages and
         instructions).

Look and Feel

6.2.1    Ability to save a user-specific view of a screen.

6.2.2    Ability to easily and visually differentiate particular
         types of cases.

6.2.3    Ability to open screens for the same or different cases
         simultaneously.

6.2.4    Ability to have on screen help available for each
         screen, with content defined at the state level.

6.2.5    Ability to navigate throughout the application without
         the use of a mouse.

6.2.6    Provide the ability for the user to be notified when
         modifications have not been saved prior to closing the
         window or exiting the application.

6.2.7    Ability to provide a consistent 'look and feel' in the
         user interface for all functions of the CMS, e.g.
         navigation/menus, colors, required fields, etc.



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Req ID   Requirement Description                                      Answer   Included   Comments

User Prompts

6.3.1    Ability to provide notification to the user if a record in
         a current, open session, that the user has already
         modified but not saved, has been changed by another
         user since the user retrieved that particular record.

6.3.2    Ability to provide a prompt or message to the user
         when it is time to perform certain actions (e.g., issue
         notices or turn an account over to another entity)
         configurable at the state and local level.

6.3.3    Ability to prompt the user to fill in the appropriate
         fields on standardized forms and have the data stored
         in the appropriate tables in the CMS.

6.3.4    Ability to alert users when private notes or comments
         exist on a case, subject to the viewing privileges
         established.

System Maintenance

6.4.1    Provide electronic (e-mail, pager, etc.) notification to
         JTAC/IOT systems staff of process failures and
         abnormal system conditions.

6.4.2    Ability to provide point-in-time recovery of the
         database.

6.4.3    Ability to support multiple time zones within a state.

6.4.4    Ability to reduce data entry by capturing the data from
         the 2D barcode on a driver‟s license.

Document Management

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Req ID   Requirement Description                                      Answer   Included   Comments

6.5.1    Ability to view documents filed with the capacity to
         sort the information by date or name/type of
         document.

6.5.2    Provide the facility to retain a historical record of data
         as appropriate. As an example, a complete history of
         all charges on a case will be available from initiation
         through disposition.

6.5.3    Ability to support an integrated document
         management system.

6.5.4    Ability for court staff to “redact” any confidential data
         on any electronically stored documents prior to
         distributing those documents.

6.5.5    Ability to provide viewers with information about a
         document (e.g., the source of the document, and
         where the document is located at the moment).

6.5.6    Ability for the system to determine a status of a saved
         order (e.g., issued, expired, superseded, canceled,
         revoked).

6.5.7    Ability to save a draft of an order.

6.5.8    Ability to hold a partially entered order in draft status
         before an order is issued.

6.5.9    Ability to store, catalog, and view Court Orders
         electronically.

6.5.10   Ability to generate document labels for inventory
         purposes on hard copy files and allow the user to
         indicate what information the label will contain.



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Req ID    Requirement Description                                      Answer   Included   Comments

6.5.11    Ability to associate paper documents with scanned or
          summarized versions of those documents by means
          of bar coding the paper document.

6.5.12    Ability to assign a document an existing number (if
          the document is an extension of another document),
          and link the related documents to each other.

6.5.13    Ability to support document imaging, either internally,
          or by storing pointers to imaged documents in other
          imaging software, and including them as part of the
          court record.

6.5.14    Ability to electronically store and index all documents
          pertaining to a case.

6.5.15    Ability to allow a document to be opened directly from
          a case index listing of existing documents.

Reports

6.6.1     Ability to produce any report on demand.

6.6.2     Ability to schedule any report as a regular report (e.g.,
          weekly, monthly, etc.).

6.6.3     Ability to allow the user to generate, define and
          customize reports with respect to:
          • how reports are sorted;
          • the levels of summary, such as statewide or local;
          • the amount of detail.

6.6.4     Ability to route reports to external entities in a variety
          of standard formats, such as XML, PDF, RTF, CSV,
          MS Excel, etc.


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Req ID   Requirement Description                                    Answer   Included   Comments

6.6.5    Ability to add new reports to the system with
         appropriate security and without vendor assistance.

6.6.6    Ability to allow for data selection or query based on
         complex statements using Boolean logic including
         “and,” “greater than,” “less than,” “equal to,” and “not
         equal to.”

Miscellaneous

6.7.1    Ability to visually indicate required fields on any
         screen.

6.7.2    Ability to automatically capture the date that a record
         was added to the table. This date should be
         automatically generated based on current date and
         time of the database server, and cannot be changed
         by user.

6.7.3    Ability to configure a system-wide timeout
         configurable at the state level to logout idle users who
         exceed the time limit.

Audit Trail

6.8.1    Ability to provide a complete audit trail, including but
         not limited to:
         a. date and time additions, modifications, or deletions
         were made;
         b. the person making the additions, modifications, or
         deletions;
         c. the data element that was modified or deleted; and
         d. the value prior to the modification or deletion.

6.8.2    Ability to record receipt or transmittal of documents,
         including but not limited to:


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Req ID   Requirement Description                                 Answer   Included   Comments

         • the type of document;
         • the individual or entity who sent the document;
         • the date and time of the reception.

6.8.3    Ability to provide multi-layer security over query
         access to the audit trail.

6.8.4    Ability to generate audit trail reports.

6.8.5    Ability to conduct routine system inquiries based on
         established procedures that alert administrators to
         unusual or abnormal system activity.

6.8.6    Ability to display the location, e.g., cashier window
         where the payment was entered into the system.

6.8.7    Ability to display information on the cashier that
         received payment.

6.8.8    Ability to ensure on a county-wide basis that certain
         types of payments and certain directory entries will
         not be subject to check clearing hold.

6.8.9    Ability to provide an audit trail about the expunge
         requests/entries, including but not limited to the
         persons executing the expungement and the date of
         the expungement.


User Access

6.9.1    Ability to provide a secure login for each user based
         upon defined user-group profiles configurable at the
         state and local level.

6.9.2    Ability for a “public” view/access to the court data
         either through a publicly accessible computer or via

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Req ID    Requirement Description                                   Answer   Included   Comments

          the Internet.

6.9.3     Ability for named users to view/access court data
          either through a publicly accessible computer or via
          the Internet (enhanced access).

7. Other Court Functions. This category contains case management features that fall outside of typical court functions. Included is
    functionality intended to promote information sharing across county borders, throughout the state, and among key stakeholders.
    Also provided are features for users within law enforcement and probation, as well as document generation and court budget
    tracking features.
Req ID    Requirement Description                                   Answer   Included   Comments


Booking

7.1.1     Ability to enter the charges made by a law
          enforcement officer at the time of a criminal arrest,
          including non-Indiana charges for Interstate Compact
          supervision, and indicate whether a charge was an
          actual, attempted, conspiracy to commit, etc. offense.

7.1.2     Ability to enter the date, time and location of offense
          during criminal case initiation.

7.1.3     Ability to support multiple bookings for a single case
          so that statistics can be kept and arresting officer
          credit given for number of arrests, etc.

7.1.4     Ability to create a criminal miscellaneous case with no
          arrest charges.

Probation

7.2.1     Ability to calculate and/or enter an anticipated start
          date for the probation component of a legal
          disposition in a criminal case.


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7.2.2    Ability to add and modify probation/discharge
         information, while maintaining a history of
         probation/discharge information.

7.2.3    Ability to record information received from service
         providers regarding court ordered participation in
         programs including but not limited to participation in
         and results of treatment programs (e.g., substance
         abuse, parenting, anger management, counseling,
         etc.).

7.2.4    Ability to add, modify or delete the conditions of pre-
         trial release and probation, configurable at the state
         and local level.

7.2.5    Ability to track time components of a sentence or
         probation (e.g., monitor outstanding community
         service, retain history of credits, track compliance with
         an order to serve periodic installments of jail time,
         etc.) that are configurable at the local level.

7.2.6    Ability to configure at the state and local level:
         1. Ability to define supervision levels for each
         probationer with minimum and maximum risk
         assessment scores per level (e.g., low, medium, and
         high).
         2. Ability to add, modify or delete risk assessment
         factors to facilitate assignment of a probationer to a
         supervision level.
         3. Ability to perform a risk assessment, store the
         answers, and assign a probationer to a supervision
         level.

7.2.7    Ability to handle transfer of probationers under the
         interstate compact.

7.2.8    Ability to schedule and record information and results
         regarding field visits.

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7.2.9    Ability to track the occurrence of multiple violation
         allegations over time (i.e., nature of violation,
         condition violated, date of violation, date of contact
         with offender concerning the violation) and the ability
         to select allegations for filing of a court petition (e.g.,
         to revoke probation, to extend probation, etc.).

7.2.10   Ability to maintain history of court petitions to modify
         or revoke probation, the results of a petition and the
         violations alleged on a petition.

7.2.11   Ability to add or modify a probationer's employment
         information (e.g., work hours, place of employment,
         name of the supervisor, employment start and
         termination dates, route of travel, wages, etc.),
         including the ability to maintain history of employment
         over time.

7.2.12   Ability to create a schedule for a probationer's
         attendance at court ordered programs and to track
         such attendance.

7.2.13   Ability to add, modify or delete transitional release
         information, including date of notice, proposed
         transitional release date, any court action on notice
         and transitional release date.

7.2.14   Ability to add, modify or delete the medication[s] a
         person is taking to compare the results of drug
         screens.

7.2.15   Ability to provide templated text configurable at the
         local level for recording personal information on
         probationers, including the ability to add free text
         entries.

7.2.16   Ability to present the date and the results of the last

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Req ID   Requirement Description                                       Answer   Included   Comments

         interview of a probationer as the default for the
         current interview.

7.2.17   Ability to enter notes related to a specific situation that
         may be collected at an office visit and concatenate
         the notes into one note when viewed.

7.2.18   Ability to add or delete flags related to unresolved
         probation conditions.

7.2.19   Ability to add, modify or delete information related to
         court ordered assessment[s] including probation user
         fees, court costs, restitution, statutory fees, etc.

7.2.20   Ability to enter information from a probation interview
         in more than one session.

7.2.21   Ability to link one or more conditions of probation to
         one or more related court ordered programs.

7.2.22   Ability, at the local level with appropriate authority, to
         add, modify, or delete a listing of service providers
         related to court ordered programs / deferrals.

7.2.23   Ability to schedule appointments (e.g., risk
         assessments, drug assessments, etc.) for a
         probationer and ensure that it does not conflict with
         other appointments in the system such as other
         probation appointments, court appearances, program
         appearances, etc.

7.2.24   Ability to establish security levels for sharing
         probation information that are configurable at the
         state and local level.

7.2.25   Ability to add, modify or delete probation information


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Req ID   Requirement Description                                     Answer   Included   Comments

         necessary to generate statutory and Supreme Court
         Rule required probation reports. For more
         information, review the following link:
         http://www.in.gov/judiciary/admin/courtmgmt/forms/

7.2.26   Ability to schedule recurring probation appointments.

7.2.27   Ability to add a victim as a participant in a criminal or
         juvenile case to facilitate providing appropriate notice
         of proceedings to the victim.

7.2.28   Ability to monitor outstanding community service and
         retain a history of credits applied for hours and days
         of service completed.

7.2.29   Ability to record the outcomes of court decisions and
         major court events from applicable agencies (e.g.,
         participant was ordered to attend a specific program
         and the agency is notifying the court of the
         participant‟s completion of such program).

7.2.30   Ability to define a supervision level with a minimum
         and maximum score that is part of the range.

Information Sharing

7.3.1    Ability to receive, process and return case
         information/documents from and to a court on appeal.

7.3.2    Ability to transmit court records from a lower court to
         a state or federal appellate court electronically.

7.3.3    *Ability to calculate charges and bill abstract
         companies for electronic access to judgment and
         disposition data, configurable at the state and local
         level.

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7.3.4    Ability to notify a service provider/agency that an
         individual referred to the provider/agency will require
         an interpreter.

7.3.5    Ability to facilitate preparation of appellate transcripts,
         including the ability to designate which exhibits,
         documents and/or specific transcriptions of
         evidentiary court hearings are to be sent to the Court
         on appeal.

7.3.6    Ability to transfer case information by a variety of
         means, such as fax, e-mail or traditional mail.

7.3.7    *Ability to extract and transmit on a one-time or
         regular basis a variety of information to non-court
         entities, including but not limited to credit bureaus,
         abstract companies and research entities, subject to
         Supreme Court rule and configurable at the state
         level.

Document Generation and Processing

7.4.1    Ability to generate a Writ of Execution that lists one or
         more assets (money or property).

7.4.2    Ability to enter transfer of a file that has been reported
         to the Clerk.

7.4.3    Ability to specify a list of recipients as a document
         variable.

7.4.4    Ability to create and modify receipt templates that
         include data such as account numbers, dollar
         amounts, and account splits at the local level.

7.4.5    Ability to generate receipts, either as a hard copy or in

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         an electronic format.

7.4.6    Ability to track / inventory tangible items of personal
         property which may, from time to time, be deposited
         with the clerk pursuant to court order and are held by
         the clerk awaiting court disposition.

7.4.7    Ability to generate and modify contents of standard
         orders configurable at the state and local level.

7.4.8    Ability to generate and print in-court standardized
         orders and documents.

7.4.9    Ability to determine whether a requested document
         has been submitted on a case.

7.4.10   Ability to add, create or delete document templates
         that can be customized by the user using standard
         word processing features (e.g., fonts, logos, and
         formatting).

7.4.11   Ability to allow for multiple versions of the same
         document to be generated, depending upon the case
         information.

7.4.12   Ability to view generated documents prior to printing
         or transmitting.

7.4.13   Ability to print documents based on commonly
         accepted business standards for format and structure
         (e.g., windowed envelopes, letterhead, and paper
         size) at the local level.

7.4.14   Ability to accommodate development and generation
         of documents in languages other than English.



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Req ID   Requirement Description                                       Answer   Included   Comments

7.4.15   Ability to generate a particular document for more
         than one case.

7.4.16   Ability to allow users to choose what location to print
         documents to (e.g., selecting a different printer).

7.4.17   Ability to associate document templates with events
         and provide the user the option to produce templated
         document(s) when an event is added to a case.

7.4.18   Ability to re-print a copy of a computer generated
         document, e.g., a receipt verification document.

7.4.19   Ability to flag a request for a transcript to the attention
         of a court reporter.

7.4.20   Ability to generate and print documents for a group of
         cases as if group was a single case.

7.4.21   Ability to process and distribute documents in the
         traditional hard copy method and in the newer
         methods, such as scanned or other electronic
         formats.

7.4.22   Ability to substitute the phrase, “A Safe Place”, for a
         petitioner‟s confidential address when printing or
         viewing documents containing the address; and to
         limit the viewing of confidential addresses (and
         telephone numbers) to authorized personnel only.

7.4.23   Ability for the non-court entities to receive by e-mail or
         fax any electronically stored document, with the ability
         to open, read, print, and download such document.

7.4.24   Ability to affix costs, calculate, charge and produce
         invoices based on access and/or receipt of individual


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Req ID   Requirement Description                                     Answer   Included   Comments

         court documents.

Court Budget Tracking Tool

7.5.1    Ability to enter, calculate and view a detailed line-item
         budget request for a court, a probation department, a
         public defender‟s office, and any other court related
         offices, for submission to county legislative body, in a
         format configurable at the state and local level.
         http://www.in.gov/judiciary/admin/courtmgmt/forms/in
         dex.html

7.5.2    Ability to enter, calculate and view detailed, line-item,
         approved budget for a court, a probation department,
         a public defender office and any other court related
         office, in a format configurable at the state and local
         level.

7.5.3    Ability to enter, calculate and view additional line-item
         appropriations of funds, mandated funds, grant funds,
         or other additional funds, in the budget of a court,
         probation department, public defender, or any other
         court related office, in a format configurable at the
         state and local level.

7.5.4    Ability to enter, calculate and view all line-item
         expenditures on the operation of a court, a probation
         department, a public defender office, and any other
         court related office, including expenditures of
         appropriated, un-appropriated, mandated, grant and
         any other funds, regardless of the origin, in a format
         configurable at the state and local level.

7.5.5    Ability to maintain line-item balances.

7.5.6    Ability to enter, calculate and view line-item
         compensation for each personnel position in a court's

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Req ID   Requirement Description                                   Answer   Included   Comments

         budget, including probation, public defender and any
         other court related personnel, by requested amount,
         appropriated amount and expanded amount, in a
         format configurable at the state and local level.

7.5.7    Ability to enter, calculate and view all fees, costs,
         infraction and ordinance violation judgments
         (excluding private civil judgments) and the ultimate
         funds to which these fees, costs and judgments are
         dispersed, in a format configurable at the state and
         local level. Attached is the current list of such fees,
         costs, judgments, and their ultimate disbursement.
         http://www.in.gov/judiciary/admin/courtmgmt/forms/in
         dex.html

Reporting to State Agencies

7.6.1    Ability to produce any report required by STAD,
         SBOA, Probation, and Court Budgets
         http://www.in.gov/judiciary/admin/courtmgmt/forms/in
         dex.html




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Appendix A. Acronyms
AFIS - Automated Fingerprint Identification System
BMV - Bureau of Motor Vehicles
CA-IDMS – Computer Associates Integrated Database Management System
CASA – Court Appointed Special Advocate
CATS - Court Abstract Transmission System
CHINS - Child In Need of Service
CHRIS - Criminal History Records of Indiana System
CMS - Case Management System
DBMS - DataBase Management System
DCMS – Differentiated Case Management System
DOC - Department of Correction
DOR - Department of Revenue
DTS - FSSA‟s Division of Technical Services
FSSA - Family and Social Services Administration
GAL – Guardian Ad Litem
G/L – General Ledger
ICWIS - Indiana Child Welfare Information System
IDACS - Indiana Data and Communications System
IOT - Indiana Office of Technology
ISP - Indiana State Police
ISETS - Indiana Support Enforcement Tracking System
ITN - Indiana Telecommunications Network
IJIS - Integrated Justice Information System
JTAC - Judicial Technology and Automation Committee
NCIC – National Crime Information Center
NCSC - National Center for State Courts
PNCO - Public Notice of Contracting Opportunity
RJO – Records of Judgment
SBOA – State Board of Accounts
TCN - Tenprint Card Number
TPR – Termination of Parental Rights




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Appendix B. Definitions
Assessment is a monetary obligation for which a party on a case must pay. These obligations
may be required by statute and implemented by the clerk or ordered from the court.
Assessments may or may not be paid through the clerk‟s office. Examples of assessments
include judgments, fines, fees, restitution.

Batch is a set of data or jobs to be processed in a single program run.

Calendar Types include 1) court calendars that document the schedule of trials and hearings
and are generally available for public viewing, and 2) personal calendars that maintain a judicial
officer‟s schedule and are not generally available for public viewing.

Case Status Types for the QCSR [defined below] include: 1) Pending cases that have not been
decided; 2) Decided cases, which have been concluded by final judgment or other order of the
court; 3) Dormant cases that are not currently active but are not scheduled for a hearing for
dismissal; and 4) Vacated cases that have been made void or annulled.

Cash Drawer holds paper money and currency and can either be an integrated component of a
complete register or a separate peripheral device.

Cash Drawer Caddy is the physical tray that can be removed from the cash drawer.

CCS or Chronological Case Summary is the term used in Indiana for the document that
contains all events in a case and is synonymous with the docket-of-events.

Check Run is a process by which checks are processed and printed, based on a pre-defined
schedule, to be distributed to the appropriate parties.

Clerk Location is any physical location where personnel from the clerk‟s office have the ability
to enter assessments or to collect money on previous assessments.

Complex Civil Case is a civil case that involves multiple plaintiffs and defendants with counter-
claims, cross-claims, and third-party claims.

Consolidated Cases are several actual or potential lawsuits that can be joined in one suit and
one trial upon a judge‟s order.

Court Location is any physical location in which hearings and trials are heard.

Directory is a collection or repository of data of information on individuals, including but not
limited to demographics and identifying information.

Disbursements are monies collected by the clerk and sent, either electronically or via check, to
another individual or entity.

Disposition is an event that serves to conclude the court's jurisdiction or involvement in a case
and, while including judgments, also includes other events such as transfer out to another court,
and venue to another jurisdiction. ** Note: dispositions can be legal, which resolve a matter
between parties, or statistical.



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Distribution Formula is an algorithm that allows for the proper allocation of money collected to
the proper obligations on the case.

Distribution is the division of monies or assets from an estate or property among rightful
entities and/or individuals and can be disbursed either electronically or by paper.

Escrow is money, property, a deed, or a bond put into the custody of a third party for delivery to
a grantee only after the fulfillment of the conditions specified.

Event is any occurrence in the life of a case or prior to a case that must be documented.
Events can be public, viewable by any user, or private with viewing restricted by security
mechanisms. Examples include the filing of a document, issuance of an order, and appearance
by an attorney.

Family Jacket is a grouping of directory entries to form the logical concept of a family and may
include individuals that do not have a blood relationship, e.g., putative fathers.

Fund Center is a statutorily defined fund(s) to which clerk/court assessments are disbursed,
e.g. Judges Pension Fund, Court Technology Fund, and Marijuana Eradication Fund.

Journal is a book of original entry in a double-entry system listing all transactions and indicating
the accounts to which they belong.

Judgment is a legal adjudication of a claim upon its merits. Examples include judgment
following a trial, default judgment, summary judgment, and judgment on the evidence.

Ledger Account is an account of a customer kept in a business ledger of debits and credits,
i.e., charges and payments, which shows the amount due at any given time.

Local Level refers to a configuration that allows state administrators to delegate certain
configuration parameters to be set at the county, district, office or other levels as defined by the
state.

Media Accounts are accounts into which clerk assessments are assigned for distribution to
media entities, i.e., clerk collects fees for publication of notices and disburses those fees to the
newspaper that publishes the notices.

Miscellaneous Receipts refers to a clerk's account into which funds collected for non-case
related matters are placed for disbursement, e.g. photocopying or charges for certified copies of
court documents.

Navigation refers to the functionality related to usability and presentation of the CMS.

Offense is used only in the criminal context and means a violation of a specific statute, which
can be either a felony or misdemeanor.

Paper Receipt is the printed payment verification that is generated, via a printer or other
printing device, at the time that a payment is received.




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Participant is any person or entity involved in a case that is not a party, judicial officer or
attorney representing a party. Examples include a witness, guardian ad litem, and interpreter.

Payment Instrument means the specific manner in which a clerk's office receives or tenders
money and can be cash, cashier's check, personal check, money order, etc. Each type may be
subject to a clearing hold, and the duration of the hold may vary by the type of instrument.

Receipt Verification is a paper or electronic verification of a financial transaction.

Receipts are monies paid toward the assessments of a case.

Related Cases are two or more cases that have a characteristic in common and, although not
formally joined or consolidated, may be linked for scheduling and other purposes for the
convenience of the court or parties.

Records of Judgment (RJO) are the daily, verbatim, compilation of all judgments of the court
maintained by the clerk of the circuit court and required by statute. Trial Rule 81 also requires
the clerk to maintain all local rules and amendments in the RJO.

Role indicates a specific status within a case, such as a party, judicial officer or attorney
representing a party.

QCSR – Quarterly Case Status Report is a report that captures caseflow statistics, which
each trial court must submit to the Indiana Supreme Court. The report has four parts: 1) a listing
of the number of cases, per case type, that were pending at the end of the preceding quarter
and thus carried to the current quarter; 2) the number of cases, again by case type that were
filed or came into the court during the current quarter; 3) the disposition of cases during the
current quarter, broken into the means of disposition and case type; and 4) cases pending at the
end of the current quarter, which is a mathematical computation starting with the number of
cases pending from the preceding quarter to which the cases filed during the quarter is added
and the dispositions during the quarter is subtracted.

Sealed Cases are trial records and decisions that – based on a specific court order – cannot be
examined without express permission. ** Note: Different than “not public access” as defined in
Administrative Rule 9 (http://www.in.gov/judiciary/rules/admin/index.html#r9).

Service of Notice is the process by which a party or attorney is made aware of court activities
for which they must be informed. Service of notice is typically performed using first class mail to
an address provided by a party or attorney, but may use alternate methods when appropriate
including certified mail, fax, e-mail, etc. Service of notice may also be performed for participants
at the direction of the court.

Service of Process is the process by which a court acquires jurisdiction over a party by
producing a written notice to the party and verifying the delivery of this notice to the party.
Various methods made be employed to effect service of process, including personal service,
certified mail/return receipt, sheriff service, etc. Once service of process is completed for a
party, subsequent court notices for the party are delivered using the service of notice process.

Simple Civil Case is a civil case with one plaintiff and one defendant and not more than one
counter-claim.



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Tickler is a manual or automatic system for reminding users of scheduled events or tasks. A
“smart” tickler refers to a tickler that has the ability to analyze the context of what a user is doing
and can provide automatic references or reminders to users that could be contextually relevant.

Trust is a legal title to property held by one party for the benefit of another.

Tender Types is the type of instrument used to satisfy an obligation. Examples include cash,
cashiers check, credit card, and money order.

Voucher is a record of an encumbrance upon the clerk to disburse funds to a known person or
business entity, and is the primary means for controlling the timing of funds disbursement via
check or electronic funds transfer.




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Appendix C.




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