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Contract 35728-A2
CITY SECRETARY3���_ Z CONTRACT NO._ AMENDMENT Qtf TO THE APPLICATION SOFTWARE SUPPORT AGREEMENT CITY SECRETARY CONTRACT NO. 35728 FOR MUNICIPAL COURT INTEGRATED CASE MANAGEMENT SYSTEM This Contract Amendment (the "Amendment") is made and entered into by and between the City of Fort Worth, a home-rule municipal corporation of the State of Texas, located within Tarrant, Denton, and Wise Counties, (hereinafter referred to as the "City"), acting by and through Charles Daniels, its duly authorized Assistant City Manager, and CourtView Justice Solutions, Inc. (hereinafter referred to as the "Company"), a Delaware corporation with its principal offices located at 5399 Lauby Road, Suite 200, North Canton, Ohio, acting by and through Kevin Bade, its duly authorized General Manager, to provide application software support services. RECITALS WHEREAS, on January 1, 2007, the City entered into an Agreement with the MAXIMUS, Justice Solutions Division to provide application software support services (M&C G-15785, City Secretary Office (CSO) Contract No. 35728) (the "Original Agreement"); and WHEREAS, on October 16, 2009, the City entered into an amendment to CSO Contract No. 35728 with Company, which assigned all responsibilities under the Original Agreement from MAXIMUS, Justice Solutions Division to Company; WHEREAS, on January 1, 2012, the City entered into a one year renewal to CSO Contract No. 35728 with Company; and WHEREAS, the parties wish to amend the Original Agreement to include services for E- Citation software, maintenance, and related services. AGREEMENT In consideration for the mutual covenants, promises, and obligations contained herein, the parties hereto agree as follows: 1. The Original Agreement, as renewed, is hereby amended to include services for E- Citation software, maintenance, and related services included in the Quotation, including baseline services and optional services, attached to this Amendment as Exhibit A and the Scope of Work attached to this Amendment as Exhibit B, both Exhibits are incorporated herein for all purposes. 2. The term of the Amendment will run concurrently with the Original Agreement. 3. Payment for the additional E-C i t a t i o n software, baseline services, and optional services will be made in accordance with Exhibit A. 4. Payment for the annual software support fee of $8,800 for the maintenance of the E-Citation software will be made in accordance with the terms of the Original Agreement, as renewed. CourtView Agreement Amendment No.One OFFICIAL RECORD City Secretary Contract 35728 Page I oft CITY SECRETARY 04-23-12 A09 : 22 IN FT. WORTH, TX 04-26-12 A00 . 03 IN 5. All other terms and conditions of the Original Agreement, as renewed, between the City and the Company shall remain unchanged and in full force and effect. EXECUTED in multiple originals on this—+�_day of _ , 2012. COURTVIEW JUSTICE SYSTEMS: WITNESS: �T By: . By' _ Cwt Kevin Bade, General Manager Name: CourtView Justice Solutions Inc. Title: ' fro'"✓N,sT �!`- �.aoobn��n Date:/��/?� Date: V- //- I Z- p�O'�°FOj 44 Dtt�°O 00000000 a 00 o° o o-fp CITY OF FORT WORTH: ATTEST: o 0 O°D �*a A►soo�`'p By: By: iC s Daniels Mary Kayser Assistant City Manager City Secretary 0"') Date: 0¢% Date: APPROxED AS TO FORM AND LEGALITY: CONTRACT AUTHORIZATION: By:� M&C: M&C C-25497 J ica Sangsvang As istant City Attorney Date Approved: 3/20/12 OFFICIAL RECORD CourtView Agreement Amendment No.One CITY SECRETARY City Secretary Contract 35728 FT. WORTH, Page 2 of 2 TX Exhibit A CourtVIEW Quote JUST, To: Dakisha Boone Date: January 3,2012 Fort Worth(TX)Municipal Court Valid through: March 3,2012 Via eMail Project: eCitation Exchange with Review Queue and Image Handling Rom SOFTWARE IJIS Broker(Exchange based licenses) eCitation Case Creation Exchange API 1 $25,000.00 $225,000.00 eCitation Case Creation Exchange API Discount 1 ($10,000.00) ($10,000.00) eCitation Review Queue Application 1 $10,000.00 $10,000.00 eCitation Review Application Discount 1 ($10,000.00) ($10,000.00) eCitation Image Handling Module 1 $5,000.00 $5,000.00 eCitation Image Handling Module Discount 1 ($5,000.00) ($5,000.00) Subtotal,Software $15,000.00 SOFTWARE MAINTENANCE Software Maintenance and Support(First year) 1 $8,800.00 $8,800.00 Subtotal,Maintenance and Support $8,800.00 PROFESSIONAL SERVICES Baseline Services 1.0 Project Management 35 $175.00 $6,125.00 2.0 Design(Define Changes to Exchange and Review Queue) 64 $150.00 $9,600.00 3.0 Technical Services(Host Environment Validation) 4 $150.00 $600.00 4.0 Development(eCitation and Review Queue Configuration and Modification) 308 $150.00 $46,200.00 4.1 Site Speck eCitation Configuration 28 4.2 Customize Review Queue 80 4.3 Customize and Configure Image Handling 84 4.4 Update eCitation File Transfer Method 40 4.5 Update File Names and Headers on Reports 20 4.6 Modify Payable Status and C&F Docket 20 4.7 Case Type Selection Logic(Juvenile/Adult) 36 5.0 Quality Assurance(QA testing of eCitation and Review Queue) 52 $150.00 $7,800.00 6.0 Deployment(eCitation Exchange and Review Queue Deployment) 20 $150.00 $3,000.00 7.0 User Acceptance Testing Support(Support Customer UAT) 54 $150.00 $8,100.00 8.0 Training Services(System Administrator and Train-the-Trainer Training) 24 $150.00 $3,600.00 9.0 Go-Live Support 20 $150.00 $3,000.00 Subtotal,Estimated Professional Services 881 $88,028.00 Estimated Travel Expenses $2,000.00 Optional Services 10.0 Provide Environment Analysis and Recommendations 20 $150.00 $3,000.00 Optional 11.0 Tailor Documentation for Specific Configuration 28 $150.00 $4,200.00 Optional Subtotal,Estlmatad Optional Services 48 $7,200.00 Estimated Project Total,excluding taxes Select•. $113,825.00 Baseline „ Optional Services,excluding taxes Select Option(Yes/No) $7,200.00 Optional Accepted: Date: Print Name/Signature a r 1 Quotation must be signed and returned with a purchase order in order to schedule work. 2 The scope of work is as defined by the attached Statement of Work 3 Client will make available all resources requested by CJS for assistance with and approval of all project milestones and deliverables. 4 Delays caused by client elle or configuration issues may require rescheduling and/or a change order for additional services and related travel costs. 5 Professional Services quoted are at a time and materials effort.Actual effort,costs and expenses may be less than or greater than those estimated. Customer shall have no obligation to pay CJS more than the estimated price. CJS shall have no obligation to provide labor or incur costs or expenses having a combined value more than the estimated price,even if the services have not been completed or the deliverables delivered,or the results expected by the customer have not been achieved. The parties may by mutual, written agreement,increase the estimated price. 6 License fee will be invoiced and is due upon contract execution. 7 First year maintenance will be invoiced and is due when the customized application is deployed to the test environment. 9 CJS will invoice monthly in arrears for actual services rendered. 8 Payment tens is net 30 days from invoice date 10 If project is cancelled prior to completion,all effort and travel elated costs expended through the date of cancellation will be due and payable. 11 All work,except for Design JAD Sessions,will be provided remotely. 12 Travel is estimated,CJS will invoice for actual expenses and travel time will be invoiced at one hall(50%)of the hourly rate,not to exceed twelve(12)hours per trip. 13 Client is responsible for the host environment including all required hardware,network and third party software components and configuration. ° 14 The Frost environment and any peripheral equipment must meet minimum requirements as specified by CJS. 15 Customer will provide CJS direct remote access to the Frost environment- IS The eCitation Exchange is subject to the terms and conditions of the current License and Support Agreements. 5399 LAUBY ROAD,NW I NORTH CANTON,OHIO 44720 1330.470.4280 1330.494.2483 FAX Exhibit B CourtviEW JUSTICE SOLUTIONS Statement of Work — eCitation Interface with Review Queue and Image Handling Prepared for Fort Worth (M Municipal Court ©CourtView Justice Solutions Inc. All Rights Reserved. Information contained in this document is proprietary to CourtView Justice Solutions Inc,and may be used or disclosed only with written permission from CourtView Justice Solutions Inc.This book,or any part thereof,may not be reproduced without the prior written permission of CourtView Justice Solutions Inc.This document refers to numerous products by their trade names.In most,if not all cases these designations are claimed as Trademarks or Registered Trademarks by their respective companies. CourtView and]uryView are registered trademarks of CourtView Justice Solutions Inc. This document and the related software described in this manual is supplied under license or nondisclosure agreement and may be used or copied only in accordance with the terms of the agreement. The information in this document is subject to change without notice and does not represent a commitment on the part of CourtView Justice Solutions Inc. The names of companies and individuals used in the sample database and in examples in the manuals are fictitious and are intended to illustrate the use of the software.Any resemblance to actual companies or individuals,whether past or present,is purely coincidental. Co .. 0VIEW JUSTICF SO[ t,TIONS Index STATEMENT OF WORK- ECITATION INTERFACE.................................................................1 WITH REVIEW QUEUE AND IMAGE HANDLING.......................................................................1 INDEX ..........................................................................................................................................2 INTRODUCTION..........................................................................................................................3 PROJECT MANAGEMENT (WBS 1) ...........................................................................................4 IJIS BROKER ENVIRONMENT PREPARATION (WBS 2) ..........................................................6 ECITATION CONFIGURATION (WBS 3).....................................................................................8 ECITATION EXCHANGE INSTALLATION (WBS 4)..................................................................11 ECITATION EXCHANGE TESTING (WBS 5)............................................................................12 TRAINING SERVICES (WBS 6) ................................................................................................14 GO-LIVE SERVICES (WBS 7)...................................................................................................15 OPTIONALSERVICES ..............................................................................................................16 PRELIMINARY TIMELINE..........................................................................................................17 PRELIMINARY COST ESTIMATES...........................................................................................18 ADDITIONAL PROJECT ASSUMPTIONS.................................................................................19 APPENDIX A- ECITATION W/REVIEW QUEUE BASE FUNCTIONALITY .............................20 APPENDIX B - MAPPING SPREADSHEET..............................................................................32 APPENDIXC - CITATION.XSD.................................................................................................33 Page 2 October 7,2011 CourMEW i U S T I C E SnLI,T10NS Introduction CourtView Justice Solutions (CJS) is pleased to have the opportunity to team with the Fort Worth Municipal Court (Customer)for the implementation of eCitation integration between the Fort Worth Police Department APS eCitation system and Customer's CJS provided CourtView case management system using the IJIS Broker eCitation Exchange. This Statement of Work defines the services required to implement the eCitation project. CJS has outlined a series of required tasks and activities to successfully deliver the eCitation project. CJS has also included a sample elapsed-time project plan which will be completed jointly with the Customer as one of the first project activities. The major tasks in this project and their corresponding project plan work-breakdown-structure(WBS) are: • Project Management/Planning (WBS 1) • UIS Broker Hosting Definition (WBS 2) • eCitation Configuration (WBS 3) • eCitation Exchange Installation (WBS 4) • eCitation Exchange Testing (WBS 5) • Training Services (WBS 6) • Go-Live Services (WBS 7) The additional, optional tasks for this project include: • Environment Assessment and Technical Services • Documentation Services Note: In order to keep to the project schedule and to minimize costs, it is recommended that the project not start until a sample test eCitation file is produced by the APS eCitation system, as configured for use in Fort Worth, and successfully validated by CJS for compliance to the specification in Appendix B (mapping spreadsheet) and Appendix C (citation.xsd). Starting the project prior to validating that APS has the ability to produce a valid eCitation file will expose the Customer to the risk of potential delays and additional costs. Page 3 October 7,2011 Cou rt%/IEW JUSTICE SOLI,TIONS Project Management (WBS 1) Project Start-up CJS will indentify a project manager (CJS PM) who will have overall responsibility for the performance of the work specified in the eCitation Statement of Work. The CJS PM will be responsible for the performance of CJS staff and any subcontractor staff. Customer will identify a project manager (Customer PM) who will have responsibility for the performance of Customer staff. CJS will participate in a remote project kick-off and planning session as scheduled with the Customer and facilitated by CJS. CJS will review the project approach and timing, identification of roles and responsibilities and identification of channels of communication between CJS and Customer PMs as specified in the SOW. Upon completion of the kick-off sessions the CJS PM will work cooperatively with Customer PM to update the statement of work and project plan based upon the information gathered during the kick-off sessions. The project plan will indicate for each task if the work is to be performed by CJS, the Customer or both. The project plan will identify the critical path. Deliverables for Project Start-up • Participation in the customer kick-off session. • Mutually agreeable project plan. • Mutually agreeable amended statement of work. Project Management and Support CJS, through the CJS PM,will provide project management and oversight services to execute the agreed to project plan.The CJS PM will coordinate all CJS activities. CJS will provide the following project management services: • Coordination of CJS project resources and work so that milestones are met in an efficient manner. Tasks will be designed so as to minimize implementation time and cost, while taking into consideration resource and time constraints such as Customer staff availability. • Serve as the main point of contact for the Customer PM. • Provide weekly updates to the project plan. • Provide monthly project status reports. Updates to the project plan will include the creation of a detailed go-live plan. The CJS PM will ensure that sufficient resources are available to provide the Services in accordance with the SOW. The CJS PM will monitor the project resources to ensure quality delivery of services and that the Deliverables are completed in accordance with the project requirements. The CJS PM is the Customers first escalation point for any issues arising during the project. Page 4 October 7,2011 CouirtVlEW I I1 STICE SC)1 t;TIO NS Deliverable for Project Management • Relevant status reports to include issues and risks identified and actions taken or planned to mitigate the issues and risks. Deliverable Review(applies to all deliverables in this Statement of Work): All deliverables will have a ten (10) business day customer review cycle. Within ten (10) business days the Customer will either accept the deliverable or provide feedback related to the deliverable to CJS. CJS assumes all feedback from Customer will be consolidated into one response from the Customer PM. There will be one update cycle for deliverables for which the Customer provided feedback to CJS except in cases where CJS did not make the changes as identified by Customer. Deliverables will automatically be deemed accepted by Customer if no feedback is received within the ten (10) business day review cycle. Page 5 October 7,2011 C ourtVIEW J1iSTICE S0Lt,T10NS IDIS Broker Environment Preparation (WBS 2) Customer Preparation of the Host Environment CJS recommends the following hardware configuration and hardware specifications to provide reasonable performance, capacity, and response for this implementation. Supported IDIS Broker Application Server Software Customer to select one application server: JBoss Application Server • JBoss 5 Supported Operating System Software Application Server • Microsoft Windows 2003(32-bit and 64-bit) Customer to select one RDBMS Operating System: Database Server • Windows 2000-2008 Supported RDBMS Software Customer to select one RDBMS: RDBMS Software • Microsoft SQL Server 2000—2008 (Note selection of 2008 requires Customer to be utilizing CourtView 2.50 or later. IDIS Broker Technologies Required The following technologies are required and will be implemented as part of the IJIS Broker implementation: • Uniface CourtView API • Sun Java EE version 6.0(Sun JDK/JRE version 1.6.20 or higher) • Apache HTTP Server 2.2 (if not utilizing the Apache HTTP server bundled w/Oracle Application Server or the IBM HTTP server bundled with WebSphere) Minimum Hardware Requirements Page 6 October 7,2011 Cou rtVIEW 11)STICF S0L;,TIONS Application Server Database Server • Dual Core CPU 0 Dual Core CPU • 4 GB RAM • 4 GB RAM • 15-30GB Available Storage (RAID 5 0 15-30GB Available Storage (RAID 5 recommended) recommended) • Database host can be shared (IJIS database • Dedicated Application Server, hardware schemas can be co-hosted with CourtView schemas) requirements may increase based on assuming resource utilization is not"high" (averaging processing requirements. 60% -70%). • Hardware requirements may increase based on processing requirements. The Customer will provide both a test and production environment. Customer will be responsible for procuring and installing the hardware and third party software (such as the RDBMS)to the host environment necessary to support the implementation IJIS Broker eCitation system. CJS will not be responsible for any hardware installation, site preparation, construction, communications or network infrastructure. CJS will not install any servers at any site. CJS will not provide any operating system or relational database management system (RDBMS) software for the servers. CJS Validation of the Customer Prepared Host Environment Once the Customer notifies CJS that the host environment has been prepared by the Customer, CJS will access the host environment, via a direct VPN connection, and validate that the host environment is in a state that will support deployment of the IJIS Broker application and the eCitation Exchange. At the completion of the review of the Customer's host environment, CJS will notify the customer in writing that either A)the host environment is ready for deployment of the IJIS Broker and eCitation Exchange or B)the deficiencies in the host environment identified by CJS. Should deficiencies be identified, the Customer will correct the deficiencies and notify CJS that the deficiencies have been corrected. CJS will access the host environment, via a direct VPN connection, and validate that the host environment is in a state that will support deployment of the IDIS Broker application and the eCitation Exchange. At the completion of this secondary review of the Customer's host environment, CJS will notify the customer in writing that either A)the host environment is ready for deployment of the IJIS Broker and eCitation Exchange or B)the deficiencies in the host environment identified by CJS. This cycle will repeat until such time as CJS validates that the host environment is ready for deployment of the IJIS Broker and eCitation Exchange. CJS estimates four(4) hours level of effort to complete one cycle of validation (one initial review and one secondary review. Should more than one cycle be required a change order to authorize additional hours for this task will be required before additional reviews are performed. Deliverable for IJIS Broker Environment Preparation • Host Environment Validation Page 7 October 7,2011 Ccs u rtVI EVU iusiirE So< <,TI()NS eCitation Configuration (WBS 3) CJS will provide Customer the baseline eCitation solution described in Appendix A, utilizing the inbound data elements shown in Appendix B to be transported using the schema in Appendix C. In addition, CJS will provide the services to modify and configure this solution to the Customer specific environment. CJS will implement the code mapping for one eCitation Exchange partner for Customer to ensure the proper translation to CourtView codes. CJS assumes the Customer exchange partner will be the APS eCitation system. CJS will configure the eCitation solution for the proper connection to receive citations from the APS eCitation system (as described in Appendix B and C). There are certain aspects of the eCitation Exchange for which CJS has allocated time and effort for adjustments from the current eCitation baseline solution to accommodate expected required changes for Customer. The areas where CJS assumes that adjustments will need to be made is as follows: eCitation File Transfer: CJS has estimated 40 hours to tailor the receipt of the APS eCitation file from an FTP site to a File Drop with a single data file folder and a single image file folder for the submitting agency. The current solution utilizes a fixed format file transmitted via FTP. CJS will provide up to 40 hours to tailor this to facilitate the receipt of the APS eCitation file which is expected to be provided as described in Image Handling below and in Appendix B(mapping spreadsheet) and Appendix C (citation.xsd). Site Specific eCitation Configuration: CJS has estimated 24 hours to make site specific configuration changes to the eCitation exchange to configure the eCitation Exchange for the Customer's implementation. File Names/Headers on Reports: CJS has estimated 20 hours to tailor file names and report headers for Customer. Review Queue CJS has estimated 64 hours to facilitate joint application design (JAD) sessions to identify the modifications and configuration required to the Review Queue to meet the Customer's needs. The JAD session process will include two days for two CJS staff of on-site JAD sessions with the Customer, generation of a JAD session summary that sets forth the design decisions made in the JAD sessions and the review/approval process of the JAD session summary by the Customer. CJS has estimated 80 hours to customize the Review Queue to meet the agreed to modifications as described in the JAD session summary document. Image Handling: CJS has estimated 48 hours to configure the eCitation solution to accommodate the receipt of citation images with the functionality shown in Appendix A. Automatic Cost& Fine Docket Creation: CJS has estimated 10 hours to customize the eCitation solution so that a Cost& Fine docket entry is not automatically configured upon case creation. The current solution automatically creates a Cost & Fine docket entry to be entered on the case upon Page 8 October 7,2011 CourtVIEW IUSTI(-;E ,Ot LTIONS case creation. CJS will create a system administrator configurable switch that will allow the automatic entry of the Cost& Fine docket to be either turned on or off. If turned on the eCitation solution will function as it is currently configured. If turned off, the Cost&Fine docket entry will not be entered on the case. The setting of this switch is globally applicable in the eCitation solution and can not be used on a case by case basis. Setting of Payable Flags: CJS has estimated 10 hours to customize the eCitation solution so that the payable flag associated to the party charge can be set via the interface and not defaulted to"payable". Currently when cases are created in CourtView through the eCitation solution the payable flag on the party charge is defaulted to"payable". The CourtView API has the functionality to set the payable flag on the party charge to either"payable"or not payable" based upon the value submitted to the CourtView API in the Payable node. CJS will customize the eCitation solution so that payable status, as determined through a look-up on the payable flag on the ACTNCD table, is submitted to the CourtView API in the Payable node and used for case creation. Upon case creation the value submitted will cause the same payable status to be set on the party charge. This assumes that the Customer will identify the Action Codes that will be utilized by the eCitation solution and configure the payable status for each Action Code. Other than the adjustments indicated above, no software modifications are included in this SOW. The eCitation system will be delivered as described in Appendix A, B and C. There are also certain aspects of the eCitation Exchange for which CJS believes there could potentially be a need for adjustments to be made to the solution. CJS has not allocated time or effort for adjustments from the current eCitation baseline solution to accommodate these potential adjustments, but rather assumed that Customer will utilize these"as is" described in Appendix A. If upon discussion with Customer it is decided that these adjustments are needed, CJS will work with Customer to identify any required changes and prepare a change order to include the additional scope in the Project. Event Creation: There is specific business logic in the eCitation solution related to event creation. CJS has assumed that Customer will use this current functionality. The eCitation solution validates that the court date on the citation is not a weekend or a day there is no court(e.g. a holiday as configured in CourtView) it then adds a time from a system parameter and creates the initial appearance event in Court View. If Customer does not have traffic arraignments every day that they are open the logic may need to be expanded to gather more detail from the CourtView judge time blocks to validate the court date on the citation. Court Fines: There is specific business logic in the eCitation solution to throw a court fines and cost docket entry after case creation. CJS has assumed that Customer will use this current functionality. This is a labor saving feature for the court as it eliminates the need to manually enter the CF&C docket entry after case creation. If Customer does not throw a standard CF&C docket then the system would need to be adjusted to by-pass this functionality. One Case per Charge: The eCitation solution assumes one case per charge; one or more charges may be included on a ticket (no grouping of tickets and not one case per ticket when the ticket has multiple charges). CJS has assumed that Customer will use this current functionality. Page 9 October 7,2011 CourtVIEW JusrICE SOLLTIONS If Customer uses grouping of tickets or one case per ticket when then the ticket has multiple charges CJS would need to adjust the system. The eCitation Review Queue currently supports several citation transaction types. The behavior of the eCitation Review Queue is dependent upon the transaction type submitted with the citation. These types are: • UTT- Uniform Traffic Ticket • SUM—Summons • MIS-Misdemeanor Citation • MMC-Minor Misdemeanor Citation The configuration of the eCitation system for Customer will support only the UTT transaction type. All submitted citations from APS must include the code value of"UTT" in the transaction type field. Should the Customer desire to utilize the other transaction types CJS will work with Customer to identify the required changes and prepare a change order to include the additional scope in the Project. Deliverable for eCitation Configuration • Facilitation of Two Days of On-Site JAD Sessions • Delivery of JAD Session Summary Document • Configured eCitation System Page 10 October 7,2011 Court%AEW ' Jl;iifCE SnLL11l�NS eCitation Exchange Installation (WBS 4) CJS will deploy the IDIS Broker Application in the Customer's Test and Production host environments that were provided and set up by Customer and validated by CJS. Prior to deployment of the eCitation Exchange, any required changes and configurations to the CourtView system must have been completed by the Customer. Upon the completion of Internal QA Testing, CJS will deploy and validate the installation of the eCitation Exchange on the Customer's Test IJIS Broker. Upon completion of this validation, the eCitation Exchange will be available for User Acceptance Testing. Upon completion of User Acceptance Testing and when authorized by the Customer, CJS will deploy the eCitation Exchange on the Customer's Production IDIS Broker. All deployment activities will be conducted remotely. Customer is responsible for providing CJS direct remote access to the IJIS Broker in both the Test and Production environments. Deliverable for eCitation Exchange Installation • Deployment of Test IJIS Broker Application • Deployment of Test eCitation Exchange • Deployment of Production IDIS Broker • Deployment of Production eCitation Exchange Page l l October 7,2011 CourtVIEW JUSTICE S01 L.TIONS eCitation Exchange Testing (WBS 5) Internal Quality Assurance (QA)Testing CJS will be responsible for Internal QA Testing of the IJIS Broker and the eCitation Exchange. Internal QA testing will take place in the CJS environment and through access granted to CJS to the Customer's Test environment. CJS will prepare the necessary test cases and transactions for the purposes of the Internal QA Testing. If sample test eCitation files generated from the APS eCitation system, as configured for use in Fort Worth, have not previously been provided, they must be in order to for CJS to begin Internal QA testing. System Testing Upon completion of the Internal QA Testing, CJS will deploy the application to the Customer Test environment, pursuant to WBS4, where CJS participates in testing the eCitation process end-to-end. System Testing will be conducted in the Customer test environment. Customer will be responsible for coordination of the System Testing (including all parties). System Testing will include end-to-end testing that will demonstrate the ability to successfully pass transactions between the various end points, e.g. the APS eCitation system and CourtView, through the IJIS Broker. System testing is not a substitute for user acceptance testing and will be limited to ensuring that transactions can be passed end-to-end in readiness for user acceptance testing. CJS assumes that System Testing can be completed in two days and that Customer and third party resources are available to issue and receive transactions using the APS eCitation system. Once the System Testing is successfully executed, User Acceptance Testing can begin. User Acceptance Testing Customer will be responsible for coordination of User Acceptance Testing (including all parties). User Acceptance Testing will involve the testing of the eCitation Exchange by Customer to validate that the exchange is functioning properly. User Acceptance Testing will be based upon test cases developed by Customer, which must be based upon, and limited to, in-scope functionality.The test cases will define the use cases to be utilized, the data to be utilized, the expected outcome of each test and the pass/fail; criteria for each test. CJS will review the test cases for the limited purpose of validating that the test cases reflect in-scope functionality. No User acceptance testing will start until the test cases are completed and CJS has validated that the are limited to in-scope functionality. CJS will be responsible for remediation of defects in the eCitation Exchange. Customer will be responsible for remediation of defects in the APS eCitation system or in CourtView configuration. CJS will provide a defect tracking tool to record defects, assign responsibility for investigation and/or mitigation, record progress and record status. The tracking tool will be accessible to Customer. Customer will hold daily teleconferences to review the status and progress of the User Acceptance Testing. It is assumed that the User Acceptance Testing can be completed in five days and that Customer and third party resources are available to issue and receive transactions using the APS eCitation system. Once the User Acceptance Test is successfully executed, the system can be deployed for production use. Page 12 October 7,2011 CourtVIEW JUSTICE SOLUTIONS Deliverable for eCitation Exchange Testing • Participation in System Testing • Participation in User Acceptance Testing • Remediation of eCitation defects Page 13 October 7,2011 C+ourtVIEW JLISTICF SOLLTIONS Training Services (WBS 6) CJS will provide IDIS Broker eCitation Systems Administrator and eCitation Systems Operator training. CJS will provide hands-on training specific to the Customer eCitation solution covering the following general topics. • Agency: Configuration; Enterprise Value Management • Users: Creation and Maintenance • Partners: Set Up;Association to Services; Security • Exchange Document Management: Configure Translation; Configure Validation • Notification: Receive Notification • Logging and Auditing Query All training will be provided remotely. If Customer prefers on-site training, CJS will provide an estimate of the additional services and travel costs. IDIS Broker-eCitation System Administrator(up to 1/2 day) Training will be provided for System Administrator(s) (up to three Customer staff)to allow Customer staff to administer the eCitation solution. The System Administrator(s)will learn how the eCitation solution is set up and configured. Training will also address where various system components reside to allow an administrator to make minor eCitation configuration and setting changes necessary to administer and support the solution. IDIS Broker-eCitation System Operator(up to 1/2 day) Specific training will be provided to system operator(s) (up to three Customer Staff)which will allow the operator(s)to review and troubleshoot eCitation transactions using the IDIS Broker exchange management console. IJIS Broker-Review Queue Operator(up to 1/2 day) Specific train the trainer will be provided to system operator(s) (up to three Customer Staff)which will allow the operator(s)to utilize the Review Queue. Customer staff will train any other Customer operators beyond the trainers. Documentation CJS will provide an electronic copy of the standard IJIS Broker documentation. The standard IDIS Broker User Guide provides information about major aspects of the IDIS Broker product. Deliverable for Training/Documentation Services • Delivery of Systems Administrator Training • Delivery of Systems Operator Training • Delivery of Review Queue Operator Train the Trainer Training • Delivery of Standard IDIS Broker System Documentation • Delivery of Standard IDIS Broker User Guide • Delivery of Customized IJIS Broker System Documentation and User Guides (Only if this option is selected) Page 14 October 7,2011 CourtVIEW Ili ST ICF SOL I,r1ONS Go-Live Services (WBS 7) Go-Live Support CJS will provide remote assistance to Customer to ensure that the eCitation Exchange is activated in the production environment. CJS will monitor and be available to troubleshoot with project assigned resources eCitation transactions during the first five(5) days of production use to validate that the eCitation Exchange is functioning as set forth in the Statement of Work. Post Go-Live Support Once go-live support has concluded Customer will utilize CJS Customer Support to report issues with the eCitation interface per the Customer/CJS support agreement. Deliverable for Support • Activation of the eCitation Exchange in production • Go-live support Page 15 October 7,2011 C(,--)urtli/IEW IL,STICE SOLLTIONS Optional Services Environment Assessment If Customer desires a formal assessment of the planned infrastructure and guidance about technical improvements, CJS will work with Customer to define the hosting environments for the IJIS Broker. To ensure that the IJIS Broker has the capacity and configuration to support the eCitation Exchange, CJS will meet with Customer to review current standards for its information technology and develop a recommendation for the hardware and third party software for the IJIS Broker host. Upon completion of the review, CJS will prepare a report for Customer outlining required and recommended components for the IJIS Broker host. These required or recommended changes will be limited to the infrastructure that directly hosts the IJIS Broker. CJS expects this deliverable to be a Microsoft Word document approximately five pages in length. Deliverable for Environment Assessment Services • Delivery of Assessment document Documentation As an option, CJS will provide tailored documentation for the Customer eCitation Exchange. The standard IJIS Broker User Guide provides information about major aspects of the IJIS Broker product. The Customer eCitation User Guide would document the eCitation Exchange as implemented for Customer. CJS expects this deliverable to be a Microsoft Word document approximately ten pages in length. Deliverable for Documentation Services • Delivery of Customer eCitation User Guide Page 16 October 7,2011 CourtVIEW JUSTICE SOLUTIONS Preliminary Timeline The Gantt chart shown below depicts the elapsed timeline for this project.A start date and finalized Gantt chart will be developed as part of the finalized project plan(WBS 1).All tasks described herein assume the durations and timelines represented below.A change to the schedule may result in a change to the implementation costs. This Gantt chart is only a sample. The actual schedule and task list will be provided upon contract execution. ID Ta.aNan. Dualon Stan F.ash jw.2010 _ J __ _LJuy 2010 Nqut2D 10 �S�plamWr20W. :Otlo0.r20'10 �NwamD.rZp10 0 CJ I Clermont 9Cda9on MV 201MM 90.20 days Wed::MO V:dd 11f0M0 7 I Prut.0M..pwrat amd r. 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The estimated hours and estimated costs are as shown in the table below. kern QbMows Unk Price TOTAL Nobs SOFTWARE IJIS Broker(Exchange based licenses) eCAation Case Creation Exchange API 1 a.m.000.00 $25,000.00 eCitation Case Creation Exchange API Discount 1 ($10,000.00) ($10,000.00) eCitation Review Queue Application 1 $10,000.00 $10,000.00 eCitation Review Application Discount 1 ($10,000.00) ($10,000.00) eCitation Image Handling Module 1 $5,000.00 $5,000.00 eCitation Image Handling Module Discount 1 ($5,000.00) ($5,000.00) Subtotal,Software $15,000.00 SOFTWARE WM ET MANCE Software Maintenance and Support(First year) 1 $8,800.00 $8,800.00 Srblotal,111 -enance and Support $8,1110111.00 PROFESSIONAL SERVICES Baseline Services 1.0 Project Management 35 $175.00 $6,125.00 2.0 Design(Define Changes to Exchange and Review Queue) 64 $150.00 $9,600.00 3.0 Technical Services(Host Environment Validation) 4 $150.00 $600.00 4.0 Development(eCitation and Review Queue Configuration and Modification) 300 $150.00 $46,200.00 4.1 Site Specific eCitation Configuration 28 4.2 Customize Review Queue 80 4.3 Customize and Configure Image Handling 84 4.4 Update eCitation File Transfer Method 40 4.5 Update File Names and Headers on Reports 20 4.6 Modify Payable Status and C&F Docket 20 4.7 Case Type Selection Logic(Juvenile/Adult) 36 5.0 Quality Assurance(QA testing of eCitation and Review Queue) 52 $150.00 $7,800.00 6.0 Deployment(eCitation Exchange and Review Queue Deployment) 20 $150.00 $3,000.00 7.0 User Acceptance Testing Support(Support Customer UAT) 54 $150.00 $8,100.00 8.0 Training Services(System Administrator and Train-the-Trainer Training) 24 $150.00 $3,600.00 9.0 Go-Live Support 20 $150.00 $3,000.00 Subtataf,Estbnated Professional Services 581 M025.00 Estimated Travel Expenses $2.000.00 Optional Services 10.0 Provide Environment Analysis and Recommendations 20 $150.00 $3,000.00 Optional 11.0 Tailor Documentation for Specific Configuration 20 $150.00 $4,200.00 Optional Subtotal Eetirnaled 0piiaoal Ser0ces 48 $72M.00 Estimated Project Total,excluding taxes Select Option(Yes f No) $113,825.00 Baseline 'Optional Services,excluding laxes Select Option $7,200.00 Optional Page 18 October 7,2011 CourtVIEW JUSTICE SOLI,rInNS Additional Project Assumptions All assumptions set forth in the"Notes"section of the associated quotation are applicable. The following additional assumptions apply to this Statement of Work: 1. Customer will appoint a single point of contact for the duration of the project. This person should have project management responsibilities and decision-making authority. This person will be the focal point of contact for CJS'project manager. 2. Customer will implement this solution using a single database. 3. There will be no interfaces or integration other than those specifically described herein. 4. The project schedule may be contingent upon the timely attainment of external milestones that are outside the control of CJS. Examples include but are not limited to the actions of third party vendors, acquisition of the requisite software licenses and hardware and the approval of requisite capital appropriation requests as required. 5. Circumstances may necessitate changes to the tasks, time estimates or costs, at which time CJS and Customer will discuss these changes in good faith at their earliest opportunity.All changes will be processed via a change order. 6. eCitation transactions submitted to the IJIS Broker will be in the standard format as defined by CJS. Compliance with the standard format will be determined by the validation of the APS eCitation transactions against the CJS data mapping spreadsheet(Appendix B) and citation.xsd (Appendix C) 7. Should Customer require additional functionality or deviation in the manner in which the functionality is provided by the IJIS Broker, such change will be addressed via change order. 8. Should Customer require changes to the functionality of the CourtView application such request will be handled through the existing CourtView enhancement process. CourtView modifications are unlikely to be completed within the term of this project. No deliverable in the scope of this project shall be dependent upon the completion of a CourtView enhancement requested by Customer. 9. Customer will be responsible for the all required configuration changes to CourtView. 10. Customer will provide network access via SMTP to an email system that supports SMTP relay(or forwarding) to support notification services. 11. Customer agrees to use the CJS on-line system to report issues during user acceptance testing. 12. User acceptance testing will start per the project plan, and be completed no later than 15 calendar days after CJS advises Customer that the CJS system test has been successfully completed or the system will be deemed accepted. 13. Customer will provide a copy of the Customer CourtView database to be used by CJS in the CJS development environment for testing purposes. 14. Deviations from the standard eCitation Exchange functionality(Appendix A) is outside of the scope of this statement of work. Any deviations from the standard eCitation Exchange functionality shall be addressed via change order. Page 19 October 7,2011 CosartVIEW JIJSTI(-F SOLUTIONS Appendix A — eCitation w/Review Queue Base Functionality This Appendix describes the baseline eCitation functionality that will be modified and configured for the Customer specific implementation. Modifications and configurations will be limited to those defined in this SOW of through the JAD sessions. The eCitation implementation for Customer will facilitate the receipt of and case creation for citations. Standard eCitation Case Creation API functionality is described in this section. Deviations from standard eCitation functionality are considered custom development. Communication eCitation transactions will be submitted to the CJS IJIS Broker via a file drop. The file path will be defined by the Customer. The file path will be accessible to the CJS IJIS Broker via a LAN connection. Customer and CJS will use a mutually agreeable file naming convention. In order to minimize the risk of reading an eCitation transaction from the file location while the transaction is still being written to the file, CJS will only read those eCitation transactions from the file location that that have a write date/time of greater than five minutes from the time of the read. eCitation transactions submitted to the IJIS Broker will be in the standard format as defined by CJS. Compliance with the standard format will be determined by the validation of the APS eCitation transactions against the CJS citation.xsd (Appendix B). Translation In many instances code values are not synchronized between disparate systems. The IJIS Broker provides a translation service to ensure that the CourtView application will be able to properly process the eCitation transactions it receives when a coded value is used or required. The CourtView application will, at a minimum, utilize the coded values listed below in the processing of eCitation transactions. For these data elements, or other coded CourtView elements, the APS eCitation system must either utilize the coded values established by Customer and utilized by the CourtView application or Customer will provide the information necessary to map the coded values in the APS eCitation system to the coded values utilized in CourtView. Note that the APS eCitation system will be constrained by any enumerated values in the citation.xsd. The mapping of data elements that are non-coded values in the APS eCitation system to the data elements with coded values in the CourtView application will not be permitted. Case • casecd -Case code • oficcd-Office code • actncd-Action code • jsdncd-Jurisdiction code • ofagnccd -Officer Agency Code • ptycd- Party code Page 20 October 7,2011 GournAEW HiSTICE SO[ l.T ONS Identities • racecd- Race code • gndred -Gender code • langcd- Language code • eyecd- Eye color code • haircd- Hair color code • intactcd- Identity matching code • prfxcd- Name Prefix code • sffxcd- Name suffix code License • liccd- License code • licstcd- License State code Addresses • addred-Address code • zipcd -Zip code • cntycd- County code • stcd- State code Vehicles • vhclstcd -Vehicle State code • vhstylcd-Vehicle Style code • vhcicd-Vehicle code Customer will provide any necessary code mapping between the APS system codes and those codes utilized in the CourtView system as part of the project kickoff if applicable. Maintenance of the translation mapping will be performed by Customer system administrators through the use of the IDIS Broker user interface. Identity Matching The eCitation API exposes the standard CourtView person identity matching functionality. When used by an interface, the standard identity matching algorithm is configurable in the CourtView application through the creation of interface activity codes. The interface activity codes control the values used by the identity matching algorithm as well as the scoring applied. The eCitation interface will utilize a single interface activity code to control identity matching. Customer will identify which interface activity code is to be utilized. Customer will be responsible for the configuration of the identity matching algorithm for the interface activity code that will be utilized. Page 21 October 7,2011 ourtV1EW 1L,STICF SOLbTIONS Case Creation The functionality of the eCitation API allows for two various configurations for creating cases from the submitted eCitation transactions. Customer will utilize the following configuration: • Once case per charge, each charge on a citation being a separate case in CourtView. If a receiving court utilizes multiple case types, the eCitation transaction must either: • Specify the case type or; • Specify the CourtView action code(the action code being associated to only one case type in the CourtView application) or; • Contain the statute and the type of statute (the statute being an exact match to the statute used by the CourtView application and the type of statute matching the coded value used by the CourtView application) that can be mapped to an action code in the CourtView application (the action code being associated to only one case type in the CourtView application) The Court has indicated that they intend to use the action code approach. There is a 1:1 relationship between action codes and case types for adult cases and a 1:1 relationship between action codes and case types for juvenile cases. Meaning that for an adult case there is only case type for any action code, the same being true for juvenile cases. However, for some action codes the action code can be associated to two case types, one adult and one juvenile. In order to select the appropriate case type a business rule will be added to the processing logic so that when the action code is related to two case types the IJIS Broker determines the violators age, based upon the DOB from the ticket, and if the violator is a juvenile the juvenile case type is selected and not the adult case type. This assumes that all juvenile case types have the common characteristic of the leading characters of the case type code being"JV"that will differentiate the juvenile case types from them from adult case types. Each charge contained in an eCitation transaction must either: • Utilize the coded values established by Customer and utilized by the CourtView application or; • Customer will provide the information necessary to map the coded values in the transaction to the coded values utilized in CourtView. Customer will make this decision as part of the JAD sessions. The mapping of data elements that are non-coded values in the APS eCitation system to the data elements with coded values in the CourtView application will not be permitted. Party Creation Party creation, other than for police officer, will be based upon the use of the identity matching functionality inherent in the CourtView application. Party creation, based upon the selected interface activity code used to control the identity matching,will be processed as follows: • If the identity matching algorithm does not identify any match candidates, the party will be created with a new Identification ID. • If the identity matching algorithm identifies only one match candidate, the party will be created using the Identification ID associated to the potential match • If the identity matching algorithm identifies more than one match candidate, the parry will be created using the Identification ID associated to the highest scoring candidate. When there is more than one Page 22 October 7,2011 CourNIEW JUST1(7E SnLhT10Ns candidate with equal scores that are the highest score, the party will be created using the Identification ID associated to candidate with the most recent update in CourtView. The issuing police officer will also be added as the complainant based upon an exact match of the unique identifiers of officer badge and/or employee identification number as submitted in the eCitation transaction. When creating the party type of complainant the identity matching functionality will not be utilized. Docket Creation The CourtView application allows for dockets to automatically be created upon case creation. Which dockets are created is defined by the configuration of each case type within the CourtView application. The eCitation interface will cause the automatic creation of dockets based solely upon the configuration of the CourtView application. Only dockets specified by this configuration will be created. Event Creation The CourtView application allows for events to automatically be created upon case creation. Which events are created is defined by the configuration of each case type within the CourtView application. The eCitation interface will cause the automatic creation of events based solely upon the configuration of the CourtView application. Only events specified by this configuration will be created. Tickler Creation The CourtView application allows for ticklers to automatically be created upon case creation. Which ticklers are created is defined by the configuration of each case type within the CourtView application. The eCitation interface will cause the automatic creation of ticklers based solely upon the configuration of the CourtView application. Only ticklers specified by this configuration will be created. Error Processing In the event that a case is not properly created in the CourtView application by the eCitation API the IDIS Broker will forward a notification to a designated email mailbox for manual review and remediation. The notification will contain the Transaction ID and the error message. No error or success message is returned to the submitting agency. Logging Standard logging functionality as provided by the IDIS Broker product will be utilized. Image Indexing Image indexing will be configured for the Vista imaging systems (VisiFLOW or netDMS) as follows: • Each APS eCitation file will be assigned a unique file name. • APS eCitation Image files will be placed in separate folders from the APS eCitation files, there will one folder for each submitting agency. • Each APS eCitation Image file will contain one TIFF image, the APS eCitation Image file will be named with combination of the file name of the APS eCitation file that contains the citation data associated with the image, the citation number and a sequential number for the images related to the citation. • APS will be submitting up to three TIFF images directly related the ticket(ticket, violator signature, officer signature). The ticket images will be aggregated into one file. The outcome being a multi paged TIFF. Each of the ticket images must be typed so that they can 1) be identified as belonging to the group directly related to the ticket and subject to aggregation and 2) can be ordered correctly Page 23 October 7,2011 CourtVIEW J U S T I C F SOLUTIONS in the aggregated ticket TIFF image. There will be a single docket code related to the aggregated ticket TIFF image type. • Additionally,APS will submit other images associated with the ticketing action such as mug shots or evidentiary images. These images will not be aggregated. Each image will be typed so that they can be related to the appropriate docket code. There will be single docket code for each image type. • For received images the processing will loop through the images and identify images with the image type of ticket, violator signature and officer signature. These images will be aggregated into a single TIFF. A docket entry with the docket code associated to the ticket images type will be entered into CourtView. The associated docket id will be used to name the aggregated ticket TIFF image as dkt_id.document_type. This file will be placed in the file location of the Vista sweep. • Subsequently, each of the remaining images will be processed serially. For each image, a docket entry with the docket code associated to the type of image will be entered into CourtView. The associated docket—id will be used to name the TIFF image as dkt_id.document_type. • A user configuration/parameter will be added that allows for the review queue to be utilized with or without image processing. • As the APS eCitation file is processed the associated agency's APS eCitation Image file folder will be checked for the associated APS eCitation Image file. • If the image is available,the image available flag for the citation will be set to"yes" in the review queue. • If no image is available, the image available flag for the citation will be set to"no" in the review queue and a notification sent that no image was available for the citation. • After all APS eCitation files are processed, the agency image file folders will be checked to see if any APS eCitation Image files remain in the agency folders. If so, send a notification listing the file names for any orphaned images. • A ticket image button will be configured on the Ticket Transfer Web Application Ticket Detail screen that will be activated if the image available flag is set to"yes"for the citation and be inactive if the image available flag is set to"no"for the citation. • Clicking the ticket image button on the on the Ticket Transfer Web Application Ticket Detail screen will cause the image of the citation to be displayed in a browser window. • If the citation with an associated image is approved in the review queue and the case is successfully created in CourtView, the following will occur: • An informational docket indicating the receipt of a citation image will be entered on the case. • The citation image will be placed into the imaging drop file location with file name changed to the imaging convention (DKT_ID.TIFF) and the citation image utilized in the review process deleted. • If the citation with an associated image is rejected or manually deleted from the review queue the citation image will be deleted. This file will be placed in the file location of the Vista sweep. Each image will be associated to an individual docket entry. Review Queue The following, shown as Section 2.3, 2.4 and 4.2 are excerpts from the current eCitation functional description that relate to the Review Queue functionality. This functionality will be used as the baseline for the Review Queue. Any modifications to this functionality will be defined through the JAD sessions. Page 24 October 7,2011 CourMEW JUSTICE SOLUTIONS 2.3 IDIS Broker Review Queue Screens Use Case 1.0 8 Query Criteria/Summary Results Screen Processing CMC Clerk IJIS Broker TM 0 No 8 1.2 CourtView® Detail Screen Processing CMC Clerk IJIS Broker TM Figure 2.3-1 1AS Broker Screens 2.4 IJIS Broker Screens Use Case Description The IDIS Broker will provide the CMC Clerk with the ability to query the review queue for records received from CPD. The CMC Clerk will utilize the IDIS Broker screens to query, review, modify, approve, reject or delete the tickets. 4.2 Ticket Transfer Review Screens CJS will provide a web application consisting of a series of screens to facilitate the CMC review process. The screens will be designed to support Internet Explorer version 6 or higher and a resolution of 1024068. The following sections will provide detailed information regarding the functionality and field listings for each screen. In addition,the Page 25 October 7,2011 CouffiAEW JUSTICE SOLUTIONS example screen prototypes provided are intended to represent the components envisioned and content requested during the JAD sessions. Although the field order has been specified by CMC, the actual field placement may change during development as needed to support any display limitations imposed. The final screen layout may require scrolling for screens that contain many fields. CJS will provide navigation links within the application to maintain data integrity. Use of the web browser back and forward buttons will cause an error to be displayed and the action will need to be repeated. Queue Inquiry/Summary Screen Queue Inquiry 0a kIUiry cwt Date ®. Ticket % MIL.O. LeFirst EE N�1Nr Nm 551 A9.M -P19aca Seled- + Tnn OM .Pi....591ed- v 0—ie TY .P10266 3019d- 7)3* ®® ® 0110.2008 E88600pe DOE hE1WN 000-it-2222 CPp tlNf RsmrveC 91109IMo9 80E000Oi mvW EARNE 21.'3-5!9 fi0 WC Rem++e! Itaum We— 51Af+N 'EFAtt 111.22.aM fi0 J^ 0.e-+eC 92l 008 8885000+ 1vA TACE S+LLLY 12}12-123e CPD 1K Reett+e0 914&w 8888000E fuu CE B ND- 000-114:3:'.CPD 1.16 ReCM•eE O1,05M08 MOD 03 NAIISON ARNOX 00pA0 MI CPD 194C Rase..N Il1:922lG9 8589001 .W,50N S F, D00-it-2222 CPD J^ R— Figure 4.2-1 Queue Inquiry/Summary Screen QUERY CRITERIA SECTION DETAILS The Query Criteria section will allow the CMC clerk to enter parameters to search the review queue.The CMC clerk may choose to enter any number of parameters to restrict the query. The date and SSN will display using format masks as shown in the example and navigation will flow in the order shown. The IDIS Broker will use the"and" syntax for all queries on this screen containing multiple query criteria. The screen will support the use of"%"as a search wildcard. Field order and format: ■ Court Date—MM/DD/YYYY format(validate and insert the"P') ■ Ticket Number(Any alpha characters in the last position will be removed for the query.) ■ Last Name Page 26 October 7,2011 � r Court%4EW JUSTICE SOLUTIONS ■ First Name ■ SSN-555-55-5555 format(validate SSN structure and insert the`=") ■ Agency-default to CPD(use codes,not literals) ■ Transaction Type ■ Queue Type Search Criteria court Date Ticket Number Last Name First Name SSN Agency IPleaseseted- Transacti)n ,.. a , Queue Type -Please Select- Type Figure 4.2-2 Query Criteria Section SUMMARY RESULTS SECTION DETAILS The Summary Results section will display the records from the review queue that match the query criteria entered by the user. The user may select a record to review by clicking on the Court Date hyperlink on each row. The Summary Results section will display the total number of records matching the criteria in the bottom of the screen. If the query criteria entered by the user finds no matching records, a message will be displayed to the user. The IDIS Broker will default the initial sort order to reverse chronological (most recent first) by court date, then by defendant last name (ascending), then by defendant first name(ascending) and finally by ticket number. The user will have the ability to change sort order by clicking on the headers for each column. If a header column is chosen, the IDIS Broker will perform another query using the query criteria specified above, however,this time, the sort order will be based on the header column chosen. The original query sort order will be restored if the user exits/leaves the screen or the Search button is pressed again.Once the user selects a record,the IDIS Broker will validate information before the record is displayed on the Detail screen as described in section Error! Reference source not found. Error! Reference source not found.. Field order and format: ■ Court Date MM/DD/YYYY format ■ Ticket Number ■ Last Name ■ First Name ■ SSN-555-55-5555 format ■ Agency ■ Transaction Type ■ Queue Type Page 27 October 7,2011 Court%AEW JUSTICE SOLUTIONS Search Results No Court Date 88880012 DAMS VAN 012-36-5875CPD MMC Reeefve0 No Court DNs 88580015 MOORE DON tat-611111 CPD _MMC Pla Court Date 88880010 -—WELLS�=CPD IS. d No court Oats 85580002 000-DNOM CPD P" AubwdbcWY Rejected 07!782008 ---8888017 --_ -DOE LEE 409W MOORS--DON 121-21-2121 CPO MMC ReeNveO 0IM6/2008 88880014CARLSON DEEDEE 222-22-2123—CPD MMC Received &W§qW__M=13 _NKON _SANDRA_771149-900!CPD —MMC --.--Rec*K*ed--,--,- ;UISW__ 8MMI I - HN NSO __!�A AU 33:=CPO MMC Received JGSEPH_111-22-3333CPD MMC Received Figure 4.2-3 Summary Results Section Detail Screen DETAIL SCREEN DETAILS The Detail screen displays the detailed information for the ticket selected on the Summary Result screen. The offense section will support the display of I to 6 offenses. Offenses may be modified, added or deleted. Field navigation will be in the order as shown on the screens below and each field will be editable by the user. All transaction types will display the numeric portion of the ticket number in the Ticket Number field. For"UTT"transaction types,the IRS Broker will parse the ticket number and display only the numeric portion of the ticket number in the Ticket Number field and the suffix (A, B, C, etc) in the Sequence field to show the sequence of offenses. The IRS Broker will manage the suffix assignment for those offenses added by a Clerk using the Ticket Transfer Web Application.Note: If the Clerk changes the ordering of the charge sequence (A,B,C,etc) in the Ticket Transfer Web Application, when receipting, the UIS Broker will use the charge with the sequence of A to determine the case code and store the charges on the case in CourtView in the order of the charge sequence ascending. (A is the first charge on the case,then B, then C, etc.) Refer to section Error! Reference source not found. Error! Reference source not found. for information on how the case code is determined. Modifications to the data on the detail screen are not persisted in the Review Queue. The CMC clerk will verify and if necessary, add or modify information displayed from the Review Queue to match the paper ticket provided to the court. Once all the information is correct, the CMC clerk may approve the record by pressing the Approve Button. If the CMC clerk cannot correct the errors on the record, the record can be rejected by pressing the Reject Button. If rejected,the record will be placed in the Error Queue. The screen also will allow users to delete all but one offense or the entire record. If the user chooses to delete the entire record, the record will be placed in the Error Queue as a deleted record. Page 28 October 7,2011 CourtVIEW Field order and format: ■ Ticket Number ■ Case Number Sequence* ■ First Name(Force Capitalization of First Letter) • Middle Name(Force Capitalization of First Letter) ■ Last Name(Force Capitalization of First Letter) ■ Street Number ■ Street Prefix ■ Street Name ■ Street Suffix ■ City ■ State ■ Zip(five digit code only) ■ SSN—555-55-5555 format,validate structure ■ DOB—MM/DD/YYYY format,validate date ■ Sex • Drivers License Number • Drivers License State ■ Insurance Indicator ■ Accident Indicator ■ Issuance date—MM/DD/YYYY format,validate date • Issuance time ■ Vehicle Year ■ Vehicle Type** ■ Vehicle Style ■ Vehicle License Number ■ Vehicle License State ■ Offense Street Number ■ Offense Street Prefix ■ Offense Street Name ■ Offense Street Suffix ■ Offense Zip Code ■ Cross Street Prefix ■ Cross Street Name ■ Cross Street Suffix ■ Offense Code ■ Degree of Offense ■ Sequence ■ Speed ■ Speed Limit ■ Arrest Flag ■ Court Date—MM/DD/YYYY format,validate date ■ Officer Last Name ■ Officer First Name ■ Officer Middle Name ■ Badge Number ■ District Page 29 October 7,2011 Cou rt%AEW JUSTICE SOLUTIONS *This field and the use of the override case number shall be configured to be easily removed once CMC migrates to the use of CourtView generated case number for traffic cases. **The IDIS Broker will populate the dropdown list with the values found in the CourtView VHCLCD;VHCL_CD.The Ticket Transfer Web Application will store the value selected here in CASEMUNI; VHCL—CD.The default value upon initial display will be the code"PASS"and it shall be highlighted yellow.If the user changes this value,the highlighting will be removed. ricket Details rr-----�—� Ticket Number ANN11, Case Number Sequence u First Name hAR=BAR_—.__ Middle J Last I BENSON Street Number EwC Street Prefix Street—Name Pt1mTA8 Street St1ffir City CLEVELAND State Ohio((*) 01 Zip Code 44135 SSN f44W Dob 032111959 Sero Drivers License Number RL056912 Drners License State Otto(OH) —� Insurance Accident Issuance Date,0_210312_0_09 1-9 Issuance Time 1745 w� Vehicle Year Vehicle Type EPa8Nm9rrAulrawbM ®� Vehicle&*I CONWRTOLEYI Vehicle License Number Vehicle License State BrMd Offense Street Number Offense Street Prefix Offense Street Name[Loiwi _ Offense Street Suffix AV Offense Zip Code Cross Street Prefix Llq_ Cross Street Name 110 Cross Street Suffix Sr J Deree of Offen _ "Ur Offense Code 1.1 gse� Sequence SpeedlLimit / Arrest Court Date j0V142008 0 Officer Last Name I ROBLES Officer First NameOfficer Mbdie .CARL09 Y _ Badge Number�_ District F - ReMOR � v Figure 4.2-4 Detail Screen-Single Offense Page 30 October 7,2011 Court%AEW JUSTICE SOLUTIONS Ticket Details Ticket Number8888008 Case Number Sequence 0 First Name Middle " Last'.,$WFH Street Number 19903 Street Prsk Street Name 1PP'RESTON j Street Suffoc City WARREN8VILLE HEI State FcWo(OH) Zip Code 44128 SSN 111-22-3333 DOB 09/04/1974 S Drivers License Number RF592553 Drivers License State ONTO(MO Insurance Accident Issuance Date(01/152008 ° Issuance Time 2103 Vehicle Year 10_7 Vehicle Type[asa«ger/wbmob8e ] Vehicle Style YI Vehicle License Number DNF1341 Vehicle License State Ohto(OM --� Offense Street Number Offense Street Prefix E Offense Street Name 105 Offense Street Suffix;3T Offense Zip Code Cross Street PrefixCross Street Name NOft1AAN AV �� _ _ _.. Cross Street Suffix Offense Code 435.09F Degree of offense F*--::--1 Sequence FA --1 Speedll-imitU/= Q Offense Code4372761 Degree of OffenseSequence fF�o I SpLim eedld=/= 0 437.2762 Offense Code Degree of Offense�® Sequence Spew-im4=1= Offense Code F435,09E Degree of Offense Sequence F Speed/Limit Arrest FNO ® Court Date[01/082008 Officer Last Name! "� _ Officer First Name EB=08:0:�Y- Officer Middle Badge Number 0715 District t`�I RB�diorJDelekfan Reason(kmit:500 characters) Approve Reject 1344ete Cancel Figure 4.2-5 Detail Screen Multiple Offenses Page 31 October 7,2011 CourNIEW JUSTICF SOLUTIONS Appendix B — Mapping Spreadsheet Provided separately as eCitation Mapping 10102011.xls. This document describes the available eCitation inbound transaction elements and xpaths. Additional elements will be included only if they are identified through the JAD sessions, can be utilized by CourtView and can be accommodated by the citation.xsd schema. Page 32 October 7,2011 Court%AEW JUSTICE SOLUTIONS Appendix C — Citation.xsd Provided electronically as Citation 127 10102011.zig. This file contains the xsd that will be utilized. Page 33 October 7,2011 M&C Review Page 1 of 2 `iridal site s)( 'rte mitt of FM:';W.h, Texas FORT tkVORTII CITY COUNCILAGENDA ,. x COUNCIL ACTION: Approved on 3/20/2012 DATE: 3/20/2012 REFERENCE NO.: **C-25497 LOG NAME: 38ECITATION INTERFACE CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Amendment No. 1 to City Secretary Contract No. 35728 with CourtView Justice Solution in the Amount of$121,025.00 for the Design and Installation of an Automated Interface to Retrieve Electronic Citation Data from the City of Fort Worth's Pocket Citation System for Case Initiation (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize Amendment to City Secretary Contract No. 35728 with CourtView Justice Solutions for the installation of eCitation Exchange with Review Queue and Image Handling interface to provide an interface between the Police Department's Pocket Citation System that produces electronic citations at an initial cost of$121,025.00. DISCUSSION: The City of Fort Worth's Police Department currently provides paper citations to the Municipal Court Services Department that are manually scanned into CourtView Justice Solutions (CJS) to create cases. With the purchase of 19 handheld citation writers, the Police Department is piloting the use of Motorola handhelds by the Motorcycle Unit to create electronic citations. The Officers will issue citations which will then be uploaded to a secure server within the City of Fort Worth's (City) server environment. These citations will be transferred to an export file that will be imported into CourtView by the eCitation Exchange with Review Queue and Image Handling interface. The City and CJS will perform internal QA testing within a test environment to ensure interface is working properly. The deliverables are defined within a detailed statement of work agreed upon by the City and CJS. The advantages of the eCitation Exchange with Review Queue and Image Handling interface will reduce the paper citations that are exchanged between the Police Department and Municipal Court Services Department and increase the productivity of Officers and Courts Staff at the same time. This improvement will also maximize readability of tickets and minimize data entry error. This implementation will also set the stage for future enhancements and continued deployment of electronic citation writers. Staff recommends executing an Amendment to the Agreement with CJS for the software and professional services required to implement the eCitation interface. ADMINISTRATIVE CHANGE ORDER - An Administrative Change Order or increase may be made by the City Manager for an amount up to $30,256.25 and does not require specific City Council approval as long as sufficient funds have been appropriated. M/WBE - A waiver of the goal for M/WBE subcontracting requirements was requested by the IT Solutions Department and approved by the M/WBE Office because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that funds are available in the current operating budget, as appropriated, of the Federal Awarded Assets Fund. TO Fund/Account/Centers FROM Fund/Account/Centers http://apps.cfwnet.org/council_packet/mc_review.asp?ID=16544&councildate=3/20/2012 4/23/2012 M&C Review Page 2 of 2 R107 539120 0351000 $121,025.00 Submitted for City Manager's Office by: Charles Daniels (6183) Originating Department Head: Deidra Emerson (6711) Additional Information Contact: Dakisha Boone (6737) ATTACHMENTS http://apps.cfwnet.org/council_packet/mc_review.asp?ID=16544&councildate=3/20/2012 4/23/2012 FoRTWORTH Jessica Sangsvang Direct Dial(817)392-6285 Assistant City Attorney Jessica.Sangsvang@FortWorthTexas.gov MEMORANDUM Date: April 25, 2012 To: City Secretary's Office From: Jessica Sangsvang Assistant City Attorney Subject: M&C C-25497 CourtView Justice Contract Amendment M&C C-25497 was approved by City Council on March 20, 2012, to "Authorize Amendment No. 1 to City Secretary Contract No. 35728 with CourtView Justice Solution in the Amount of$121,025.00 for the Design and Installation of an Automated Interface to Retrieve Electronic Citation Data from the City of Fort Worth's Pocket Citation System for Case Initiation." The amendment approved through M&C C-25497 is actually amendment number two to City Secretary Contract No. 35728. C-23828 was approved October 06, 2009, which approved the first amendment to City Secretary Contract No. 35728. It was a clerical error in M&C C-25497 to call the amendment number one when it should have been number two. Despite the clerical error, M&C C-25497 still provides legal authority for the City to enter into the agreement with CourtView for the design and installation of an automated interface to retrieve electronic citation data. Please accept the contract amendment associated with M&C C-25497 as the second amendment to City Secretary Contract number 35728 and title the amendment City Secretary Contract No. 35728-A2. Fort Worth OFFICE OF THE CITY ATTORNEY The City of Fort Worth *1000 Throckmorton Street*3b Floor*Fort Worth,Texas 76102 II(� 817-392-7600*Fax 817-392-8359