ATTACHMENT 8 – SUMMARY SCOPE OFWORK

1.0 A.Purpose

This Request for Proposal (RFP) invites written proposals for a judicialcourtcase managementsystem (CMS), document management system (DMS,) and associated services in support of an eighteen-month implementation plan for the Superior Court of California, County of Ventura (Court.) The associatedservicesinclude system configuration, datamigration,deployment,training,maintenance,andsupport.The purpose of the projectistoprovideone state-of- the-art, web-based, and open framework CMS/DMS to replace two existing legacyCMSwhich are used to manage civil, small claims, probate, mental health, juvenile dependency, and family law case information at the Court. The Court’s preference is for a locally-hosted installation; however, an off-site vendor hosted option could be considered if all other Court needs are met.

1.1B.Goal

Theprimary goaloftheRFPisto replacetheCourt’sexistingV3 and ICMS (Genesis) systemswitha full-featured,web-based,openframeworkCMS/DMSsolution.ThisRFPseeksan experienced vendorcapableofimplementinga major project of this size and complexity in theallocatedeighteen-month timeframe and withinbudget.

2.0 Scope

ThescopeofthisRFPistoobtainaweb-based,openframeworkCMS/DMSfor the management of all civil, small claims, probate, mental health, juvenile dependency, and family law case information at the Court. The selected CMS/DMS and associated services should be accessible by any proven and reliable web browser, and must be capable of ongoing enhancements and upgrades for end-of-life longevity. The DMS component of the selected solution must provide utility for both initial bulk-scanning and on-going daily scanning of case documents, and support a gradual paper-on-demand migration path to enable the Court to make a smooth transition from paper-based to electronic workflows. The selected solution will include a robust and integrated eFiling capability and utility to offer controlled and secure case information access to the public, justicepartners, and other publicagencies. The preferred licensingplatformwill be one that is structuredforcostefficiencyandaffordability.

Proposals should include datamigration orconversion services, implementation and training services,network and infrastructure recommendations, locally hostedimplementation solution, (anda vendor-hosted solution if offered as an availableoption.)Thelocally hosted solutionshouldincludedetailed description of theserver, storage, personal computer, network, andother infrastructurerequirements attheCourt, which would be necessary to support and uphold theproposed CMS/DMS solution.

Component / Essential TechnologyorService
Case Management and
Document Management
Systems /
  • Compliant with functional requirements (Attachments9-14)
  • Currentwithstatelaws,federalregulations,rulesofcourt,calculationsof fees & fines distribution, and administrative requirements(Attachment1)
  • Responsivetochangesinstatelaws,federalregulations,rulesofcourt,andadministrativerequirements
  • Scalablesystemtoaccommodatecourtsize,courtusers,datavolume,andpublic webusers
  • Data security andconfidentiality
  • DatabaseMicrosoft SQL Server compatibility
  • Included and integrated document management system
  • Integrated E-filingfunctionality
  • Web-based public-facingportal
  • Standard desktop configuration requirements (Attachment11)
  • State and local dataexchangecompliant
  • Configurableworkflows to activelyprocesscases
  • System reliability and accessibility for dailyoperation

DeploymentServices /
  • Deployment plan with scheduled timeline andapproach
  • Project management work breakdown by resources, resource planloading, Project managementtools
  • CMS/DMS environments design, acquisition specifications, and buildinstructions providing technical assistance to Court ITstaff
  • Functional Requirements GapAnalysis
  • Data migration Plan for high degree of accuracy, data validation,data integrity, security andconfidentiality
  • Deployment Plan
  • TrainingPlan
  • Integration Plan
  • CutoverPlan
  • Vendorresourcesforimplementation,testing,trainingandcutoveractivities
  • EnvironmentSpecifications
  • Infrastructure Specifications, CMS/DMS software load, global configuration setup services
  • ImplementationServices
  • BaselineConfiguration
  • Setup and Administration
  • Documentation
  • Testing of Business Functionality and Validation using valid businesscases with known and expectedresults
  • Integrationtesting
  • End-User Training / KnowledgeTransfer
  • User Acceptance planning, coordination, and testing, including end to endintegration testing and Courtacceptance
  • Go-LiveSupport
  • Post-implementation support and projectcloseout

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Component / Essential Technologyor Service
Local HostingSolution /
  • Proposed CMS/DMS application, all sub-components, associated hardwareand software are in compliance with infrastructure, application, andsecurity requirements (Attachment14)
  • Hardware requirement specifications for efficiently handling theprocessing needs of Ventura County Superior Court, state and local Justice Partners,and thepublic
  • Third Party Software requirements (IVR /IWR) Network security and bandwidthspecifications
  • Systems management (administration, change management, security,datarecovery, disaster recovery and versionrollback)

Vendor-hostedSolution /
  • The Proposer shall describe if they offer a vendor-hosted solutionand how it will meet the requirements of thisRFP

MaintenanceandSupport /
  • Maintenance and support that complies with the Court’s Terms andConditions includingAttachment 2which shall include but not be limitedto:
  • Application SoftwareLicensing
  • Application Support and Technical Support for locally hostedsolution End-user and technicalsupport
  • Provision of periodic maintenance, legislative updates, and securityupgrades
  • per service level standards and supportagreements
  • Global configuration changes necessary to support businesschanges Emergency support for break-fixsituations

Warranty /
  • Service Warranty that complies withthe Court’s Terms and Conditions(Attachment 2)
  • Licensed Software Warranty that complies with theCourt’sTerms and Conditions (Attachment2)

2.1Theimplementation ofCMS/DMSincludes:

  • ProvidingCMS/DMSapplicationsoftwarethatmeetstheBusinessandFunctionalrequirements forthe Court(Attachments 9-14)
  • Analyzingtrial court operations to effectively implementtheCMS/DMS solution
  • Installing,configuring,andtestingtheCMS/DMS solution accordingtothebusinessrules of the Court
  • MaintainingtheCMS/DMSapplications for changes in regulatoryrequirements,application enhancements, common configuration changes, and fixingprogramdefects
  • TrainingtechnicalstaffontheadministrationandsupportofCMSapplicationandtheinfrastructure equipment to ensurereliableservice
  • Cutover and postgo-liveservices

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2.2Therecommendationforatrialcourtnetworkinfrastructureincludes:

  • Desktop assessment withhardware andsoftwarerecommendations Network assessment anddesignspecifications
  • Serverspecificationsanddesign,withbuildinstructionsprovidingtechnicalexpertiseto theCourt’sIT stafffortheCMS/DMSsolution
  • Integration support forthenetwork infrastructureto effectively support and uphold operation of the CMS/DMS
  • Integrationsupportensuringconnectivityforallrequiredstateandlocal JusticePartners.

2.3Local HostingSolutionincludes:

  • Providingthedesign specifications and acquisition detailsforlocallyhosted CMS/DMSapplication, includingproduction and non-production environmentstoruntheCMS/DMSapplication, usingmodern proven technologythat is incompliancewith theinfrastructure requirements(Attachment14)
  • Providinganetwork assessment with recommendations to adequatelyhandleanticipated networkingloads and access for the CMS/DMSproposedsolution
  • Providingadesktop workstation assessment andprovidingthenecessarysoftware, hardware and operatingsystemrequirements
  • Integratingrequired CMS/DMS equipmentwithinthenetworkinfrastructure, server, and personal computer environment
  • ProvidingCMS/DMSconfiguration

3.0Deployment Services

The objective of this Court is to select an experienced vendor capable of implementing a high-levelproject within the agreed-upon schedule and budget. Based on the goals detailed in section2.0, prepare a deployment approach and implementation plan that will meet the high-level tasks for this project. The deployment approach should include resource loadingnecessary for implementation activities.DeploymentServicesproposalsshouldconsultthefollowing projectmanagement,solution design and implementationplanning suggestions.

3.1DeploymentApproach:

Project Management

The vendor willdevelopacomprehensive projectmanagementplan.The proposedplanwillbe usedto track andcontrolprojectprogressaswellasprovide weeklyupdates.Additionalprojectmanagement tasks will include but may not be limitedto:

  • Schedule project kick-off and weekly statusmeetings Developing and presenting a project plan andschedule
  • Manage, monitor and control project activities andprogress
  • Break down workby resources
  • Resource Planloading
  • Use of project managementtools
  • Use of projectchangerequests,issueandriskdocumentation,andstatusreportingforproject trackingpurposes
  • Prepare and distribute weekly status reports to designatedstakeholders

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CMS/DMS EnvironmentsDesign

Vendor will provide a formal design, acquisition inventory list, and build instruction of whatwill become the CMS/DMS solution implementation environment. When describing your approachto designing the solution environment keep in mind that the Court andvendor should eventually have jointvalidationworksessionstoplanthe installations,including identificationof the requirements for hardware andnetwork provisioning.

Functional Requirements GapAnalysis

Vendor willreviewconfigurationsanddevelopbusinessprocessesthattakeadvantage of the newavailable functionality of the CMS/DMS solution and document the functional requirements including, but not limitedto, requirements foreachcase typeand role.Whendescribing how youwilldetermine and dealwithfunctional gaps,the descriptionshouldincluderequirementsvalidationand gap-analysisworksessionswithCourt subject matter experts. This phase should include forms, notices, and reports requirements.Thisphase should also include reviews of any required additional modules such as financials,automation, minutes, notes, andpublic portal.

ImplementationPlan

Provide a detailedimplementationplanthatincludesnecessary Courtstaff,andrequired skillsets:

  • Implementation timeline not to exceed 18months
  • Infrastructure design, hardware and software inventory list, and buildinstructions
  • Data migration orconversion
  • Software loads
  • Base system ready date
  • Resourcesand responsibilities
  • Base and local systemsetup
  • Business processchange strategy
  • Testing strategy
  • Training strategy
  • Planned communication tostakeholders
  • Go-Live support approach andplanning
  • Risk analysis andcontingency planning
  • Post-implementation approach and supportplanning

3.2Vendor Resourcesand Implementation

Activities:ImplementationServices

Vendor and the Court will implement the user acceptance test and production environmentssolution. Vendor and the Court will execute the implementation plan defined—that includes an emphasison implementation, cutover, risk and contingency planning, post-implementation supportplanning, and knowledge transfer and transitionstrategy.

Set-Up andAdministration

The vendor will work with the Court to have the appropriate hardware requiredfor the CMS/DMS solution installed. Vendor will install and configure the CMS/DMS solution intothe Court environment.Vendor willtrainthe Courtstaff intheinstallation,administration,system updating, tuning, and troubleshootingprocedures.

ApplicationConfiguration

Withguidance fromdesignatedCourtstaff,vendor willworkwiththe Courtto buildtheapplication configuration that will serve as the foundation of theCMS/DMS.

Reports andForms

The vendor will work with the Court to identify reports and forms required as well as codified values that should beincluded in thenewCMS/DMSconfiguration.

Documentation

Thevendoris responsible forcreatingthestandard operational documentation.The vendorworkingwith the Court will createuser and system administrationmanualsthat arerequiredbytheCourt.

TestingofBusinessFunctionalityandValidation

TheVendorand theCourt will train severalgroupsofCourt testers in theuseofthesystem usingthe approved configuration and documentation. TheCourt testers withvendorbusinessleads will then conduct system testingand validation ofthe configuration. Theywilldrawfrom their experience andalso usethetest cases created bythevendor, workingwith Courtsubject matterexperts.Configurationandapplicationfixeswillberegressiontestedandreexamined byCourt testers with the assistanceofvendorbusiness leads until testingresultsmeet theagreedupon exitcriteria.

EndUser Training/Knowledge Transfer

ThevendorwilltraintheCourttrainersthroughcourtacceptance.The Court trainers utilizingvendor-provided coredocumentation will create, with vendor’sassistance, thetrainingprogram, includingdocumentation as desired. Training programsshould includebut not belimitedto:

BaselineEnd-UserTraining

SpecificCaseProcessing byFunctionalArea SystemAdministratorTraining

Technical SupportOperationsKnowledgeTransfer

ThevendorwilltraintheCourttechnicalstaffandprovidethenecessarydocumentation and procedures. Trainingprogramsshould includebut not be limited toSystem Operations traininganddocumentation

UserAcceptanceActivities

Thevendorwill provideresources to coordinate and support all UATactivities utilizingtheCourt andvendorSMEs.

Go-LiveSupport

Thevendorwillprovideresourcesforgo-liveactivitiesensuringaseamlessbusinesstransition utilizingthenewCMSsolution.

PostImplementation Support and ProjectCloseout

Thevendorwill providebusiness and technical support oftheCMS solutionto ensureasuccessful implementation bytheuser community. The vendorwillprovideapplication support, trackandresolveissues that are uncovered,assist theCourtin performinganynecessarysystem tuningto maintainacceptablesystemperformance,finalizetechnical documentation, and finalizeknowledgetransferto theCourt. Thevendorwill perform project closeout tasks to transferproject roles to Courtforongoingoperational support ofthenew system and document lessonslearned.

4.0GuidelinesforDeploymentServicesDeliverables

TheultimateprojectgoalistohaveanewCMS/DMSinstalledandconfiguredwithin

Eighteen(18)monthsfrom project start date.Baseduponthesegoalsandthecapacityof yourcompany,prepareadeploymentschedule,projectplan,anddeploymentbudget.

•Describeyourimplementation planning(including projectmanagement)process.

•Describeyourrecommendationforrolesyourcompanypersonnelwillassumeandthe roles that Court staffshould assumein theimplementationprocess.

•Describeyourprocess forcoordinatinguseracceptance.

•Describeyourprocess forchangemanagement.

•Describeyourprocess for critical defectscenarios.

•Describeyourprocess for coordinatingsoftware upgrades and versionmanagement.

•Describetheprocess employed to track andreport progress in systemdeployment.

•Describetheprocess andstandards employed in determiningwhen phasesof deploymentaresatisfactorilycompleted.

•Describetheprocess involved in implementinganyrequired stateand local configurations,e.g.,implementationofstatestatutesandrules,creationofstandardstatedocuments,statecalendar, etc.Include anyCourt personnel required to accomplishthetask.

•Describetheprocess involved in assessing and recommendingtherequired hardwareandsoftwarethatwillensureimprovedperformancefortheend-usersisachieved,andthatitis scalableto meet the futureneedsoftheCourt.

5.0Roles & Responsibilities

5.1 VendorRoles andFunction

Role / Function
ProjectSponsor / TheProject Sponsorwill provide executiveoversight andthefollowing:
  • Leadership and resourcesto support projectsuccess
  • Participation in escalation discussions asappropriate

ProjectManager / TheProject Managerwill plan and managedeliveryoftasks asspecified.TheProject Manageris responsiblefor:
•Managingvendorresponsibilities and resources throughout thefullproject lifecycle
•Ensuring all activities arecoordinated with Courtresources
Architect /
  • TheArchitectwillprovidetechnicalleadershipaswellasberesponsibleforThedesign,hardwareandsoftwareacquisitionlist,buildinstructionsofthe CMS Solution and Associated Implementation Tasks

Business Resources(configuration) /
  • TheBusinessresourceswillprovidethebusinessexpertiseincasemanagement,as wellasbusinessanalysisexperiencewith“as-is”and“to-be”systems.
  • Theseresourceswillalsobringfieldexpertiseinimplementinginterfacesaswellas development ofbusiness rules, workflows and reports. Theseresourceswillbe responsible fortransitioningCMS/DMSknowledgeto Courtstaffoverthecourseofthe project.

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TestingResources /
  • Execute functional testingofthecoreCMS/DMSapplicationagainst the functional requirements detailed in Attachment 9-14 (includingthat whichrepresents functionalityprovided bythe Court’s current CMSconfiguration—includingbut not limited to allextracts and interfaces—plus additional functionalityavailableto theCourt, except where explicitlyagreed to byboth Court and vendor)
  • Support testingoftheCourt-specificconfiguration
  • Work with Court SubjectMatterExperts byprovidingtest scripts and coordinatingeach test phase (includingunit testing, integration testing, and user acceptancetesting)
  • Validate expected results

Programming Resources /
  • Provide expertisein development oftheCoreCMSapplication, aswell assupport forconfiguration items and requiredinterfaces.

5.2CourtRoles andFunction

ProjectSponsor / TheProject Sponsorwill provide executiveoversight andthefollowing:
  • Leadership and resourcesto support projectsuccess
  • Participation in escalation discussions asappropriate

ProjectManager / TheProject Managerwill plan and managedeliveryoftasks asspecified:
  • TheProjectManagerisresponsibleformanagingCourtresponsibilitiesandresources throughout thefull projectlifecycle.

Business Resources /
  • TheBusinessresourceswillprovidethebusinessexpertiseintheCourt’sprocessing.These resources will be ableto providethevendorwith case typeandprocess-specificinformation for all phases oftheproject. Resources,includingtestingpersonnel, will be required specifictocase-typeprocessing,accountingprocessing, interfacerequirements, networkand environment, andreporting.

5.3 VendorProjectResponsibilities

The vendorwillmeetthefollowingresponsibilitiestosupportcompletionofprojecttasksanddeliveryschedule.ThevendorProjectManager,incollaborationwithvendorresources,will:

  • Work jointlywith theCourt to ensureprojectsuccess
  • DevelopandmaintainaCourtapprovedprojectplanandmanagenecessaryvendorandCourt resources withassistance from theCourt ProjectManager
  • Develop andensuretimelycompletion of all necessarytasks required to meetthe projectdeliveryschedule
  • ProvidenecessaryassistanceandsupporttotheCourtProjectManagerregardingissues requiringCMS/DMSimplementationdecisions
  • HaveknowledgeofCourt standards, proceduresand business processes,as generally implementedin theindustry, and be ableto designatevendorsupport personnel who maybe requiredto participateon projectteams
  • KeeptheCourtProjectManagerapprisedofbusiness,organizationalandtechnicalissuesthat mayhave an impact on theperformance and delivery ofthisproject
  • Work with theCourt Project Manageron issues and risks that maycausedelays inthe deliveryschedule
  • Maintain issue and resolution documentation and providestatusreports
  • Agreeto timelyresolution ofissues and completion oftasks withintheVendor’s scopeofresponsibilitythat arecausingdelaytothedeliveryschedule

5.4CourtProjectResponsibilities

  • TheCourt will meet thefollowingresponsibilities to support implementation tasksandthedeliveryschedule.TheCourtProjectManager,incollaborationwithBusinessresources,will:
  • DevelopaseparateprojectplandetailingallnecessaryCourttasksandresourcesrequiredtomeet theproject deliveryschedule
  • Work jointlywith vendorto ensureprojectsuccess
  • Collaboratewith thevendorto ensuretimelycompletion ofCourt responsibilities tosupport theprojectdeliveryschedule
  • ProvideassistanceandsupporttothevendorProjectManagerregardingissuesrequiringCourt- specificdecisions andactions
  • HaveknowledgeofCourtstandards,procedures,businessprocessesandstrategicgoals,andbe ableto designatesupport personnel who mayberequired toparticipate on projectteams
  • KeepthevendorProjectManagerapprisedofbusiness,organizationalandtechnicalissuesthat mayhave an impact on theperformance and deliveryofthisproject
  • Work with thevendorProject Manageron issuesand risks that maycausedelaysin thedeliveryschedule
  • TheCourt will providethevendoraccess (duringnormal business hours andothermutuallyagreed-upon times)toCourtfunctional,technicalandbusinessstaff,facilities,andequipment.TheCourtwillprovide assistanceand cooperation, complete and accurate information/data, and access to, ifrequired systemsandnetworks,currentprocessesandprocedures,workflowdiagrams,architecturaldesigns, on-site resourcepersonnel as needed forfunctional and technical reviews. TheCourtwill providetechnical support forCourt-supplied infrastructureandcomponents includingresponsibilityfornetworkconnectivity, network performance, and networkconfiguration issues. TheCourt will agreeto timelyresolution ofissues and completion oftasks withintheCourt’s scopeofresponsibilitythat arecausingdelaytothedeliveryschedule.

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