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brought to that tab by a hyperlink directly. Advanced Search Advanced Search supports users in the construction of searches that go beyond simple terms, which are supported by the
<br /> Simple Search. More granular control over terms, fields included in the search, and supported logic results in a simple interface for constructing advanced searches and reportable outputs.
<br /> 24 Reporting Tool LMA provides over half a dozen mechanisms to pull and view system data. Foremost, our integrated analytics and visualizations offer a configurable graph and
<br /> chart generation tool. For quick counts, the system offers a Standard Search function – which returns a pre-structured listing, on users’ web browsers, of data based on single or multiple
<br /> conditions. The Reports Module and the Advanced Search functions all allow for more complex and/or canned queries to be configured and exported as HTML (web browser), Excel, Word, or
<br /> PDF documents as well as distributing via email. All can be Saved and Shared across Roles or Users (with analogous Roles), and Advanced Searches in particular make for an intuitive
<br /> reporting capability – one that can be defined by conditions and set up easily by non-technical users. Finally, the system offers the following canned reports and “Request Reports”
<br /> listings out of the box: 1. Case / Matter Report by Status 2. Chronological Reports 3. Open Status by Attorney 4. Case / Matter Aging Report 5. Matter / Case by Status 6. Matter
<br /> / Case by Action Type The reporting tool allows for the rapid and easy generation of pre-configured reports. These reports are exportable in a variety of formats but come pre-configured
<br /> with HTML, PDF, DOC, XLS, XLSX, and CSV as available options. 25 Analytics The integrated analytics tool allows users to generate visualizations of reports, either from preconfigured
<br /> reports or through the construction of their own queries. These visualizations can be exported and support a wide variety of supervision and administrative reporting requirements.
<br /> Document Search The document search utility allows users to quickly find a document containing phrases or terms, and provides additional support through filtering tools which enable
<br /> users to constrain the search more narrowly. 26 Workflow Map This diagram provides at a glance understanding of where a matter is within its specified workflow and the status
<br /> and stages within the chart change depending on what matter type and associated workflow is selected. Task menu The Task menu displays the existing, assigned tasks for a matter with
<br /> a variety of metadata associated to the task. This table can be filtered on the basis of any of the listed criteria and allows for prioritization of tasks. Collaborative Document
<br /> Editing and Workflow The collaborative editing tool allows users to simultaneously make edits and write new content for documents, while tracking the review and approval of such changes
<br /> in support of users working on documents without leaving the LMA, and with documents retaining their associations. 27 Document Templates The document template tool allows for
<br /> frequently used forms and documents to be templatized, and made readily available to call upon. In some cases, fields can be automated to complete with captured data. Template values
<br /> can be edited by privileged users to further define the template to the given need. 28 New Task Menu The new task menu supports the creation and assignment of tasks, with fields
<br /> for due dates and times, priority, role-based assignment as well as user-based assignment, instructions, and a field for attaching files. Upon completion of this menu, users that are
<br /> assigned or subscribed to the assigned user role will receive notification and begin tracking the task on their assigned page. Calendaring The integrated calendaring tool manages a
<br /> user's calendar and automatically adds events assigned to them, their role, or any matter that they are subscribed to. Clicking on the events within the calendar can direct a user via
<br /> hyperlink to the relevant page. The calendar can be organized by task and event status or date ranges. 29 Outlook Calendar Sync The Outlook Calendar Sync button automatically
<br /> adds a user’s LMA Calendar events to their Outlook calendar – ensuring that user’s always have access to notifications and events. Notes and Tagging The Note and Tagging functionality
<br /> enables users to discuss a matter within a comment tracking system, enabling multiple-threads of discussion, as well as tagging for notification. When a user is tagged with this functionality,
<br /> they receive a notification to their system inbox, as well as their email inbox; in both cases containing a hyperlink that directs them to the tagged comment. These comments can also
<br /> be exported and searched within the system. 30 System Data Permissions The System Data Permissions menu enables administrative users to easily manage privileges at a granular
<br /> level. This menu operates on the individual user, user role, or user group tier and divides controls among the various document, matter, functionality, and object levels. From there
<br /> the administrative user may further modify access through create, read, update, delete, assign, and search privileges at a matter, document, or global level. Matter Specific Audit
<br /> Log The matter specific Audit Log actions taken on a matter and it’s various parts. These changes are likewise tracked in the system audit log, but for convenience are broken out here.
<br /> 31 Appendix A – Key Personnel Resumes Denit Thomas Role: Lead Implementation Consultant Professional Overview Denit Thomas is an experienced Implementation Consultant with
<br /> over ten years of experience delivering end-to-end implementation solutions. Denit is a certified Entellitrak specialist and holds a Project Management Professional (PMP). With a proven
<br /> track record of successfully guiding organizations through seamless software integrations, Denit brings a unique blend of technical acumen and strategic project management skills to
<br /> drive efficiency and maximize operational effectiveness. A dedicated professional, Denit is committed to ensuring optimal outcomes in every project undertaken. Skill Summary Visualization
<br /> Tools Microsoft Office, Microsoft SharePoint, Microsoft Visio Development Tools Agile Scrum, TDD Project Management Tools Planview, Jira, Confluence Educational Qualification and
<br /> Honors • B.S., Computer Applications - Indira Gandhi National Open University • Project Management Professional (PMP) • Certified ScrumMaster (CSM) • Certified Scrum Product Owner
<br /> (CSPO) Professional Experience Company Position Tenure Cerebra Consulting, Inc. Application Developer January 2023 – Present Cerebra IT Services, Pvt Ltd. Senior IT Project Manger
<br /> March 2021 – January 2023 NCR Corporation India, Pvt Ltd. Project Manager/ Technical Lead January 2007 – June 2018 Organization: Cerebra Consulting, Inc., PA, USA
<br /> Title: Technical Lead Project: One Resource One Resource is a low code platform product implemented by Cerebra at its clients, helping them
<br /> adopt a rapid software development model. As part of this program, there are multiple projects with ABM Industries. Responsibilities: • Spearheaded the implementation of the One Resource
<br /> platform across various divisions within ABM, aligning with their specific needs and promoting a rapid software development model. • Actively participated in requirements gathering
<br /> sessions with ABM product owners, ensuring precise configuration and alignment with project objectives. • Managed the integration between Cerebra Azure and ABM Azure cloud environments,
<br /> overseeing the seamless flow of data crucial for project success. 32 • Worked closely with lead architects from both ABM and Cerebra, ensuring adherence to industry standards throughout
<br /> the implementation process. • Led the development of automated test cases using Rest Assured, enhancing the efficiency and reliability of the testing process. Organization: Cerebra
<br /> Consulting, Inc., PA, USA Title: Technical Lead Project: Document Apprising Led a groundbreaking project
<br /> at ABM utilizing OCR and Machine Learning to extract valuable data from thousands of contract documents, subsequently enabling the company to derive meaningful analyses. Responsibilities:
<br /> • Orchestrated the planning process for the entire project, leading a team of developers. Given the absence of master data, devised a strategic approach to extract and grade data based
<br /> on its significance to the company. • Provided crucial guidance to the team on the selection and implementation of technical tools, including Python modules, spaCy, and ML models, ensuring
<br /> optimal utilization of resources for project success. • Acted as the primary point of contact between the development team and the product owner at ABM. Ensured seamless communication
<br /> and alignment of deliverables with the scheduled milestones. Organization: NCR Corporation India, Pvt Ltd. Title: Senior Consultant Project: Vodafone Oman Mobile App Oversaw a
<br /> multi-vendor collaboration with Kumoco acting as the system integrator, focusing on the development of the API Gateway for the Vodafone Mobile App. Responsibilities: • Collaborated
<br /> with leadership and the team to ensure Kumoco's deliverables for the API Gateway aligned seamlessly with the overall project requirements. • Facilitated coordination among multiple
<br /> geographically distant vendors to progress the development of the mobile app. • Led the planning and execution of high-impact performance testing for the solution using JMeter and Mountebank,
<br /> ensuring optimal functionality and reliability. • Worked closely with the Chief Architect to develop TMF-based APIs and collaborated with DBAs to set up the deployment pipeline, utilizing
<br /> tools such as Jenkins, Docker, and OpenShift. • Took charge of developing the test suite for smoke testing, employing Rest Assured API-based testing methodologies to ensure the robustness
<br /> of the solution. • Worked closely with Vodafone to plan, develop, and complete critical project milestones according to the established schedule. Organization: NCR Corporation India,
<br /> Pvt Ltd. Title: Technical Project Manager Project: QuoteBuilder Led a multi-year, multimillion-dollar project, QuoteBuilder, with an extensive product development duration
<br /> spanning several years. This pivotal project aimed not only to integrate two critical sales applications at NCR but also to introduce a suite of new features to enhance the overall
<br /> solution. QuoteBuilder served as the core application for the global sales team, making it one of the most critical and high-profile projects with intricate integrations with various
<br /> applications. 33 Anil Kumar Role: Lead Application Engineer Professional Overview Anil Kumar is a technical professional with over ten years of experience leading the implementations
<br /> of low-code case management systems. As a subject matter expert, analyst, manager, and developer, Anil focuses on translating high-level initiative requirements into detailed low-level
<br /> requirements, ensuring a comprehensive understanding. He excels in distinguishing user requests from underlying true needs. Past projects involving case management development have
<br /> relied on Anil’s abilities to manage product roadmaps, identifying and gathering features based on business strategy. Skills Summary Framework Tools Struts, Hibernate, Spring, Spring
<br /> Boot, Spring Security, Angular Application Servers Oracle WebLogic, IBM Websphere, JBoss Databases Oracle, DB2, SQL Server Educational Qualification and Honors • B.T. in Computer
<br /> Science Jawaharlal Nehru Technological University Hyderabad, India • Certified Entellitrak Application Engineer Professional Experience Organization: Cerebra Consulting
<br /> (February 2023- Current) Title: Sr. Application Engineer Responsibilities: • Develop and design a legal/judicial low-code case management solution from the
<br /> ground up • Support scoping for technical requirements on proprietary case management solution Organization: West Virginia Office of Insurance Commissioner (May 2021 –
<br /> February 2023) Title: Sr. Application Developer Responsibilities: • Involved in various phases of Software Development Life Cycle (SDLC) which includes requirement gathering, modelling,
<br /> analysis, architecture design and prototyping • Developed the monolithic application and involved in migrating the existing monolithic applications Organization: Virginia Department
<br /> of Medical Assistance Services (April 2020 – May 2021) Title: Sr. Application Developer Responsibilities: • Involved in the design, development, and testing phases
<br /> of Software Development using Agile Methodology • Responsible for designing and developing web-based applications using object-oriented programming • Designed front-end pages in the
<br /> application for user interfaces using Html/CSS, jQuery and JavaScript Organization: California Department of Social Services, Sacramento, CA (March 2018 – May 2019) Title:
<br /> Application Developer Responsibilities • Designed and developing prototypes on Tyler Technologies’ Case Management Development Platform • Implemented Spring Security for API using JWT
<br /> and Spring Security Oauth for multi-factor authentication 34 Miles Bernhard Role: Engagement Manager Professional Overview Miles Bernhard possesses almost a decade of experience
<br /> driving the growth and expansion of IT and professional services consultancies in the United States public sector market. He has been responsible for the delivery of multiple $500,000+
<br /> engagements, each of which earned perfect customer ratings. His subject matter expertise is varied, spanning government contracts, IT project management, case management, and cloud
<br /> platforms and software. Equally important, his strong managerial skills have been leveraged to maximize the performance of the client-facing teams he has led. Educational Qualification
<br /> and Honors • B.A., International Affairs, The George Washington University • His role as Practice Director contributed to Cerebra’s induction into the: Inc. 5000, recognizing the 5000
<br /> fastest corporations in the United States; Philadelphia 100, recognizing the Philadelphia metropolitan area’s 100 fastest companies • 2019 ICF Public Sector Group Rookie of the Year
<br /> Professional Experience Organization: Cerebra Consulting, Inc. Title: Public Sector Director/Delivery Lead
<br /> (December 2020 – Present) Responsibilities: As the head of the Public Sector Business Unit (PSBU), Miles is responsible for defining and executing the firm’s strategy to expand Cerebra’s
<br /> presence in the United States local, state, and federal markets. He leads business development efforts in addition to actively supporting client engagements, both directly and as Cerebra’s
<br /> dedicated account lead. Since joining Cerebra, the PSBU established critical partnerships and improved internal operational processes, which have led to the doubling in size of the
<br /> practice both in personnel and revenue. Organization: ICF International Inc. Title: Lead Consultant (July 2018 – December 2020) Responsibilities: Miles served
<br /> as the project lead for a mission-critical IT implementation for a financial regulatory client. In this role, he supported the integration of a next-generation Case Management System
<br /> (CMS) that brought significant efficiencies to the customer's investigative processes, posturing the agency to operate efficiently during hiring surges. He concurrently consulted for
<br /> another customer’s implementation of ServiceNow; defining its operating model, codifying its release and change management processes, and integrating and enhancing its governance structures,
<br /> the organization was able to maximize the platform’s derived value. Miles was also engaged to support a Federal customer’s Data Loss Prevention (DLP) program. By integrating novel data
<br /> analysis and business intelligence solutions, the client’s ability to identify potential data leaks was revolutionized, which contributed to the reduction of the agency’s risk exposure.
<br /> Miles earned perfect (5/5) client satisfaction scores in all of his client engagements with ICF. Additional Professional Experience Organization Dates Industry Position/Title Alliance
<br /> Pointe, LLC. 2017-2018 Federal Management Consulting Analyst Morgan Stanley & Co, LLC. 2016-2017 Finance Analyst Wilson Consulting Group, LLC. 2015-2016 Cybersecurity Business Development
<br /> 35
<br />Bid Zip RFP #4548/CiviCentric Inc._1036172/TabulationByVendor_RFP#4548_orgId_1036172.pdf
<br />County of Hawaii Tabulation Report RFP #4548 - ELECTRONIC CASE MANAGEMENT SYSTEM Vendor: CiviCentric Inc. Page of 1 1 General Comments: Thank you for your consideration. General Attachments:
<br /> AccessE11 - Hawaii County RFP - final.pdf
<br />Bid Zip RFP #4548/CiviCentric Inc._1036172/AccessE11 - Hawaii County RFP - final.pdf Hawaii County
<br /> Hawaii County REQUEST FOR PROPOSAL: 4548 Electronic Case Management System April 15, 2024 Hawaii County Apr 15, 2024 Electronic Case Management System P a
<br /> g e | 2 Letter of Transmittal Ken Workun CiviCentric Inc. 15 Letchworth Rd Ottawa, ON K1S 1J3 April 12, 2024 Electronic Case Management System County of Hawai'i I submit a proposal
<br /> of an electronic case management system for the County of Hawai'i. The product name is AccessE11, and it is a Software as a Service product that can be remotely accessed from any device.
<br /> The intent of this document is to showcase how AccessE11 would meet the requirements of Hawai'i county regarding their electronic case management system. The product will be provided
<br /> as written in the document below, at a base cost of $18,500 annually. The initial onboarding will be an additional one time charge of $3,000, for a grand total in the first year of
<br /> $21,500. Signed, _____________________________________ Ken Workun, CEO DocuSign Envelope ID: BEE1F0C3-CC1C-4253-9A54-509FF89E6788 Hawaii County Apr 15, 2024 Electronic Case Management
<br /> System P a g e | 3 Table of Contents Letter of Transmittal .......................................................................................................... 2 Executive
<br /> Summary ............................................................................................................ 4 Mandatory Requirements.........................................................
<br />......................................... 6 Company Background ..................................................................................................... 10 Overview ......................
<br />.......... ................................ ................................ ................................ ............................. 10 Business Information ................................
<br /> ................................ ................................ ................................ ....... 10 Roles and Responsibilities ................................ ............................
<br />.... ................................ ............................ 10 References and Experience ................................ ................................ ................................
<br /> ......................... 10 Technical & Functional Capabilities ............................................................................... 12 Workplan & Implementation ........................
<br />.................................................................... 21 Workplan ................................ ................................ ................................ ...................
<br />............. ............................. 21 Data Population and Migration ................................ ................................ ................................ .................
<br /> 22 Implementation Support ................................ ................................ ................................ ............................... 22 Implementation Timeline
<br /> ................................ ................................ ................................ ............................... 23 Pricing Estimate ................................
<br /> ................................ ................................ ................................ ................ 25 Hawaii County Apr 15, 2024 Electronic Case Management System
<br /> P a g e | 4 Executive Summary AccessE11 is a cloud-based, SaaS solution designed specifically to meet the needs outlined in this RFP. It is currently in use by over 150 customers,
<br /> with 50+ municipalities leveraging the software in North America to achieve similar goals. It is an ideal solution for organizations looking to solve the common issue of how to cost
<br /> effectively track and manage residents’ interactions with the city without being overly cumbersome to implement or use. AccessE11 provides all the key components needed to accept,
<br /> track and communicate service requests across 5 main pillars. 1. Provides simple online access for citizens to report and track status of their service requests or concerns. Provides
<br /> automatic emails to the citizens requesting service of any updates, further information requirements, and closes the loop when the request has been completed. 2. Automates job assignment
<br /> to the appropriate staff and provides automated notification of new work assignments as well as any updates to issues they are already working on. Issues can be easily shared amongst
<br /> staff for more efficient response times and to prevent any issue falling through the cracks. 3. Supports real-time integration to GIS and other municipal software systems to eliminate
<br /> manual processes, improve response time and avoid errors. 4. Provides rich service tracking dashboards and reporting functions. These provide stakeholders with simple-to-understand
<br /> information on request volumes and service response performance broken down by department/issue type, along with the tools to enable evidence-based decision making by senior management
<br /> or town council. 5. Citizen Relationship Management: Fully featured contact management including tagging, rich segmentation via list building, as well as citizen interaction history
<br /> to better inform future dialogues and to provide an understanding of relevant interests for future communications. AccessE11 has a track record of working with our customers to adapt
<br /> and extend functionality based on their changing needs. We are committed to providing our customers with exceptional support and ensuring they have the training needed to be successful
<br /> with the rollout. This includes a well-established onboarding process, as well as regularly scheduled, free training sessions for all our customers to allow new features to be understood,
<br /> and new staff to come up to speed quickly. Hawaii County Apr 15, 2024 Electronic Case Management System P a g e | 5 We would encourage Hawaii County to read our customer reviews
<br /> from other organizations and speak with our references to truly understand our commitment to this market. AccessE11 is a solution that is easy to use, easy to adopt, and with the support
<br /> needed to ensure staff feel confident using our software. It has been developed over the past 10 years with a singular goal of providing government organizations with a tool that addresses
<br /> their desire to enhance customer service for their residents while driving efficiencies for their staff. The software was developed in close collaboration with several lead customers
<br /> to realize a solution that is powerful and feature-rich, while still being easy to use. We continue to meet with existing customers on a regular basis and adapt the software to their
<br /> changing needs. The system is being used to support many departments including Public Works, Waste Management, Internal IT, Code Enforcement, Parks and Recreation and also for all general
<br /> inquiries. Hawaii County Apr 15, 2024 Electronic Case Management System P a g e | 6 Mandatory Requirements A. Document management system compatible with Laserfiche, Microsoft
<br /> Windows 10 and 11, Exchange/Outlook, Word, Teams and Adobe Acrobat Reader and Pro, for a variety of practice areas, including but not limited to litigation, long term projects, contract
<br /> re view, and transaction matters. Documents can be stored under both cases and contacts, ensuring any pertinent information is linked to the correct source. Adding attachments to a
<br /> case or contact is achieved by dragging and dropping files as needed or, alternatively, by selecting files from the file system on the device. Any of the following file types can be
<br /> attached to a service request: png, jpg, jpeg, gif, pdf, doc, docx, xls, xlsx, csv, zip, ppt, pptx, rar, txt, msg, eml, wav, mp3, mp4, wma, webp, webm, hevc, heic, heif, avif, jxr,
<br /> hdp, wdp, jp2, j2k, jpf, jpx, jpm, mj2, apng, mov. If a new file format not currently supports is required by Hawaii County, we can adjust the list of accepted files. Any note that
<br /> is created can include links to external documents and websites, if there are any externally hosted documents that need to be attached to a case or contact. B. Case and data conversion
<br /> compatible with Laserfiche. If the case management system is also a database, we will need to import or migrate data from Laserfiche to the new case management system. If the case management
<br /> system is not a database, we need a case mana gement system or software that involves both establishing compatibility with Laserfiche and also facilitating the exchange of information
<br /> between the envisioned case management system and Laserfiche. Case and data conversion from Laserfiche is supported by the platform. AccessE11 customers can extract formatted data
<br /> (CSV, Excel) from existing systems that can be directly imported into AccessE11 using the data import tool, or various existing scripts we have developed. The data import tool is included
<br /> at no additional fee and offers a UI-driven approach for importing or updating contact data. Import jobs support a drag and drop approach for mapping source data to AccessE11’s data
<br /> structure, offer options for duplicate handling, allow for visualization of mapping results prior to executing an import, and provide roll-back capabilities in the event that the import
<br /> needs to be reverted. C. Security features to protect confidential information. Through roles and permissions, AccessE11 controls the access to the different confidential pieces of
<br /> information. Administrators manage user accounts and differentiated roles, service requests, and contact group assignments within the web application. All report contents are restricted
<br /> by the permissions of the user running them. There are multiple case office roles: - Office Basic users are limited to working only on service requests that they are directly assigned
<br /> to. - Office Staff are granted additional privileges including access to a more comprehensive office-wide dashboard for a broader view of all service requests currently being managed.
<br /> Hawaii County Apr 15, 2024 Electronic Case Management System P a g e | 7 They can see the activities of other team members and can collaborate on non-confidential work items.
<br /> - Office Managers get a full view of all activities and are also able to customize and adapt the platform’s settings, including defining service request categories, setting default
<br /> assignees and SLA parameters, creating intake templates and email templates, editing staff accounts, and more. Separate from the case office roles, there are also multiple outreach
<br /> role definitions to control the manner in which staff can participate in citizen engagement activities. D. Court calendar case management and integration features with Microsoft Exchange/Outlook
<br /> and Teams. In addition, we require the ability to calendar and track deadlines related to administrative hearings and meetings. The system must also permit administr ative access for
<br /> supervisors to monitor, track and create reports regarding the status of open work controls and cases. With our upcoming release, scheduled for Q2 of this year, we have developed a
<br /> sub-task management built into the case management system. With this functionality, users can set up deadlines and date requirements and workflow automation through task assignments
<br />
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