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Tarrant County

Information Technology Department (ITD)

Project Portfolio Management Office (PPMO)

FY2017 DOMESTIC RELATIONS OFFICE

INTEGRATED SYSTEM

BUSINESS REQUIREMENTS DEFINITION DOCUMENT

Version Number: 1.3

Version Date: 6/28/2016

Confidential Tarrant County

Information Technology Department Project Management Office 2016

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Approval Signatures

Signature Printed Name Title Date

Christina Glenn DRO Director

Denise Martin Child Support Office Director

Donna Larson Community Supervision Unit Director

Janet Denton Family Court Services Director

Clint Dupew Legal Enforcement Director

The above signatures acknowledge that they have reviewed the FY2017 Business Requirements for Domestic Relations Office – Integrated System and agree with the information presented within this document. Any changes to this document will be coordinated with, and approved by the above signed, or their designated representative.



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VERSION HISTORY Version Number

Implemented By

Revision Date

Description of Change

1.0 Mary Gates 2/11/2016 Initial Draft 1.1 Mary Gates 3/4/2016 Revised business requirements per

suggestions from DRO’s directors. 1.2 Theresa Lee 5/31/2016 Added comments for BA review 1.3 Mary Gates 6/28/2016 Added section 1.3, 1.4, 2.2,

2.4,3.1,and 4



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Table of Contents

1. INTRODUCTION ..................................................................................................................5

1.1 Executive Summary .................................................................................................................... 5

1.2 Background ................................................................................................................................. 5

1.3 Current State ............................................................................................................................... 6

1.4 Future State ................................................................................................................................. 7

2. REQUIREMENTS OVERVIEW ..........................................................................................8

2.1 Scope of Requirements ............................................................................................................... 8

2.2 Business Requirements ............................................................................................................... 9

2.3 Business Rules .......................................................................................................................... 11

2.4 Assumptions / Constraints ........................................................................................................ 11

3. REQUIREMENTS ...............................................................................................................11

3.1 Functional Requirements .......................................................................................................... 11

3.2 Non-functional Requirements ................................................................................................... 26

4. REPORTING AND ANALYTICS ......................................................................................26

5. DATA CONVERSTION AND MIGRATION ...................................................................28

6. INTEGRATION ...................................................................................................................29

7. SYSTEM ADMINISTRATION ..........................................................................................29

APPENDIX A: REFERENCES ..................................................................................................30



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1. INTRODUCTION 1.1 Executive Summary

Tarrant County Domestic Relations Office (DRO) consists of four distinct, yet inter-dependent divisions, which are Child Support (CS), Family Court Services (FCS), Legal Enforcement (LE) and Community Supervision Unit (CSU). All four divisions work together as a team to ensure children have the support they need and access to both parents in a safe environment. It also provides the Family Court Judges with neutral assessment. Due to their interconnectivity and interdependencies, DRO is looking to replace the Child Support Office Mainframe (CSOM) system and multiple stand-alone, outdated management systems into a single secure system. The existing multiple systems contribute to inefficiency in processes and data redundancy to synchronize disparate systems. The manual process of entering data from one system to another system could potentially introduce human error. Child Support Office, Family Court Services, Legal Enforcement and Community Supervision Unit are using multiple systems to accomplish their tasks. Three of the divisions obtain information from the Child Support System and enter it manually into their Case Management Systems. This is not only limiting operational effectiveness and efficiency but also costly to maintain.

1.2 Background The mission of DRO is to ensure that every child in Tarrant County is afforded quality time, in a safe environment, with both available parents and receives adequate child support and medical support in a timely manner. Parents understands the alternatives to litigation, the importance of keeping children out of parental conflict and the consequences of failing to follow court orders. DRO ensures compliance with applicable State and local laws and associated regulations and directly manages program operations throughout the County. Child Support (CS) – enhances the quality of life for children in Tarrant County by monitoring, collecting, and enforcing child support and medical support obligations.

• Receive and track child support payments • Process payments with the Texas State Disbursement Unit (SDU) • Process DRO fee payments • Create and monitor payment plans

Family Court Services (FCS) provides mediation services, parental orientation classes and supervised visitation program. These programs help parents maintain some control over decisions about their children and minimize conflict during litigation.

• Orientation/Co-Parent Education • Access Coordination • Court Services • Custody Evaluations • Supervised Visitation

Legal Enforcement (LE) provides comprehensive legal services in matters concerning child support, medical support, access and possession. This office assists with enforcing child support order, medical support and visitation.

• Enforcement and modification of child support • Enforcement and modification of medical support, includes:

o Enforcement of unreimbursed health insurance premiums



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o Enforcement of unreimbursed health care expenses • Enforcement of access and possession (Visitation)

Community Supervision Unit (CSU) provides the Family District Courts with an effective method of both monitoring and enforcing court orders and is a cost saving alternative to incarceration.

• Supervise probationers • Refer non-compliance to the Court

DRO secures services through cooperative agreements with the Family Court and Department of Justice, as described below:

• Tarrant County Family District Courts – Paternity and support orders are established through the Judiciary’s Family Court division.

• IV-D Courts – Judicially-based enforcement actions are handled by IV-D Courts.

1.3 Current State Currently, fee payments for DRO services are paid through the Child Support office. FCS, LE and CSU staffs login, print a payment report, and enter the fee manually into the individual cases. This process is redundant. After the parents made a payment, it should be posted automatically to the individual case account to track the total amount owed. All four DRO divisions need to be able to update and share information on Child Support payments, address changes and other updates. Child Support Office (CS) is currently using a Child Support Application (CSOM). CS staff create new accounts for clients (Custodial Parent (CP), Non-Custodial Parent (NCP), Correspondent and Child) in CSOM. Requests came from CP/NCP, Attorney, or District Clerk (appears on Record of Support - Screen 04 in CSOM) Account information is never deleted. It is always kept for historical purposes. CS office handles financial transactions and create Withholding Orders (Writs). CS manages Customer Service department which handles inquiry and update account information, prepare letters, etc. CS currently accept all payments for Child Support and service fees on behalf of FCS, LE, and CSU. CS Office manually upload and download payments information in text documents from ICD’s (Interface Control Document from State) and saved the files in the NAS Drive for IT and CS. IT uploads the text file onto CSOM. Fee reports are generated by Information Technology (IT) into MS Excel spreadsheets. In addition, IT staffs also create daily, weekly, monthly and annual reports from the mainframe through OnBase which the Auditors Office can access. Family Court Services (FCS) is currently using a Case Management System supported by Scotia Consulting. FCS accepts Intake form in MS Word document and enter it manually onto the current Scotia Case Management System. A caseworker meets with the clients and attorneys to summarize major issues. All information is entered into Scotia. The Assistant Director or Director reviews the generated information and chronology. They research the Court Orders and other filings through JIMS making note of any dates or deadlines. The case is then assigned to a Caseworker through Scotia Case Assignment Module. The caseworkers and admins use Scotia to generate stardardize letters. All activities are logged in Scotia including fee payments. Any supporting documents received by the caseworkers are scanned into Scotia. FCS manages the Supervised Visitation Center. Supervised visitations are held every first, third and fifth weekends. There are ten caseworkers assigned to ten families. The Visitation Observation Paper Form is currently hand written and then scanned into the Scotia.



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Once the case is completed and closed, all documents received by the caseworker (except documents from Department of Family Protective Services (DFPS), Texas and National criminal background checks (TCIC/NCIC) case as their records cannot be shared or distributed) are then sent to IT to be scanned and stored in OnBase Record Management. Legal Enforcement (LE) is currently using a Case Management System suported by Underwood Software Association, Inc. (USA, Inc.). The source code is owned by USA, Inc. and fees are charged if the service exceeds 264 hours of program fixes, updates and modifications of the software. Currently, searching for cases is a manual process and must be done by Cause Numbers through Judicial Information Management Systems (JIMS). There is no search/filter capability for cases that are assigned to LE. LE receives an Intake Form in an email from Child Support and/or Community Supervision Unit as notification that a case has been referred to them. LE creates a new record and manually select category such as Enforcement, Revocation, Modification, Intervention, Visitation, and Release liens and set the status to “ACTIVE” in USA Case Management System. LE manually enters information such as demographics and attorney’s information and add or update event codes used for tracking cases. LE manually has to search clients’ information from CSOM. They manually assign the LE attorneys and caseworkers name based on the first letter of the client’s last name. Community Supervision Unit (CSU) is currently using a Case Management System supported by Scotia Consulting. CSU receives an Intake Form from Child Support Office, Legal Enforcement, Family Court judges, probationers, OAG and Attorneys as notification that a case has been referred to them. The case status is changed to “P” in CSOM to identify as probation case and enter start and end date. CSU creates clients record in Scotia by inputing case status, length of probation, order information, etc. CSU takes a photo of probationer using scan snap and upload as a mugshot in Scotia. CSU manually changed status to Active, Inactive, Closed, Pending Intake and Pending Close in Scotia. Reports from Intake materials are printed and given to assigned Probation Officer who reviews the information with probationer. The Support Staff creates a physical file for each Probationers and the CSU Assistant Director or Director assigns Counselor to monitor case for compliance to enforce Court Order. The supervision can be up to 12 years. During the probationary period, CSU staff enters and updates information such as office visits, phone calls, voice mails, referrals, letters, Court Hearings, new Court Orders, Class attendance, updated contact information, etc. The CSU Director runs various reports such as batch transfer and log in history. Specialized reports and query for information are generated from Scotia Stonefield reporting system. CSU produces various reports to OAG to maintain compliance with the OAG. Revocation Requests are created in Scotia System and emailed from Outlook to DRO Legal Enforcement, OAG and Private Attorney’s.

Probationers are required to report to the CSU office every month. This activity can be done in person, by mail or online . For probationers that cannot come in person, they can report through the Web Reporting tool provided by Scotia. CSU assigns and manages probationers access to Web Reporting using their Case Management System. CSU allows probationers to report online due to job constraints and physical location, e.g., military personnel, truck drivers, etc.

1.4 Future State Tarrant County Domestic Relations Office (DRO) has one integrated system to support functions for case management, financial management, reporting and supervisory functions.



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Fee payments for DRO services that are made through the Child Support Office will be entered automatically into the individual cases. FCS, LE, and CSU are able to track the total amount due and the remaining balance to be paid by the parents. A real-time update and instant notification will appear on the dashboard when payment has been made Any update to information such as the parents’ address or employment, updated in the Child Support office, will automatically be applied to the other DRO Divisions System. The new case management system has the ability to manage case information and store attachments. Child Support Office (CS) has a batch program that calculates child support arrearages, screens that show the breakdown of child support payments and a system that provides child support enforcement capabilities. The system also:

• Has the ability to page backwards and forward through payments without going back to the beginning each time.

• Has one primary information screen. • Has employee time tracking. • Provides automated employees stats and the ability to run reports like IDEAS. • Has a notes screen that shows who called/inquired and allows the user to look at that note without

having to scroll through every note on the screen. • Has the ability to generate letters easily. • Includes all the necessary pay plans. • Has the ability to add multiple arrearage judgments. • Has the ability to calculate semi-monthly pay plans instead of having to add two separate monthly

pay plans. • Provides enforcement alerts such as when there is a stop date entered and the balance has been

paid in full. • Allows hyphenated last names • Has the ability to add hearing dates and only calculate to the last hearing date or judgment, instead

of having to update the existing hearing date. • Has the ability to track who updated pay plans or changed the hearing date. • Has the ability to reprint payment receipts. • Has the ability to alert Customer Service when a case is in probation or legal. • Provides a way for bookkeepers to “tickle” a case that may be coming to close or needs to be

looked out down the road.

Family Court Services (FCS) - Supervised Visitation Caseworkers are provided with tablets or lightweight laptops to take attendance and observational notes in the Case Management System. Legal Enforcement is able to search/filter cases that are assigned through Judicial Information Management Systems (JIMS). It has the ability to store and maintain entire case history through the use of event logs. It provides caseworker assignment module, alert notification, and attachment capability. Community Supervision Unit has a Web Reporting website for assigned probationers to report every month.

2. REQUIREMENTS OVERVIEW 2.1 Scope of Requirements

The scope of the requirements contained within this document includes business, functional, and non-functional requirements necessary to support the stated business needs.



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2.2 Business Requirements The proposed solution is to have one integrated system to support functions for case management, financial management, reporting and supervisory functions due to their interdependencies. Common requirements across all departments:

No. Business Requirement Description

BUS01 Provide a Case Management System to handle each case on an individual basis including detailed information about the parties involved and event logs history.

BUS02 Support Case assignment module functionality to assign caseworkers.

BUS03 Provide central electronic repository for all case documents: court documents, digital media, forms, letters, and e-mails.

BUS04

Provide FCS, LE, and CSU view only cability to Child Support Financial Reporting of payments made through Child Support Office for its respective divisions/cases in the Case Management Systems.

BUS05 Provide a Reporting System to produce customizable reports for each divisions.

BUS06 Provide a dashboard to track work task that are not completed on time by DRO unit or individual.

BUS07 Provide the ability to enter information from “Intake Form” into the Case Management System of all divisions.

BUS08 Provide the ability to extract case information from JIMS database into Case Management System .

BUS09 Provide the ability to color code screen fonts for each separate division. For example, LE screen font will be green to differentiate which division the case is currently assigned.

Requirements EXCLUSIVE to Child Support Office:


BUS01 Account Setup: Provide the ability to handle each case on an individual basis including detailed information about the parties involved.

BUS02 Account Management: Provide the ability to adjust Payment plans as well as the ability to credit accounts for payments received.

BUS03 Account Management Reporting: Provide the ability to create and run reports for individual account balancing and system account balancing.

BUS04

Financial Management: Provide the ability to process a payment for an account. Areas to include are: Payment Intake, Payment Processing, Account Balancing, Disbursement, Processing of Various Fees and Reporting / Audit.

BUS05

Financial Management Reporting: Provide the ability to create and run reports to monitor the monetary transactions registered within the CSOM system. The reports are used for account balancing and audit trail purposes.

BUS06 Case Management: Provide the ability to see what stage an account is in, set alerts for follow up and support standard templates and mass mailing abilities.

BUS07

Customer Service: Provide the ability to gather information regarding each account which has customer service rendered on it to report statistics, capture fee information for services, and overall customer satisfaction.

BUS08 Event Handling: Provide the ability to trigger events based off certain key strokes or a series of custom codes recognized by the system.

Requirements EXCLUSIVE to Family Court Services:



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BUS01 Provide the ability to display Cause Number, Parties information, Type of Case and Caseworkers information on the main screen.

BUS02 Provide the ability to enter notes in chronological order.

BUS03

Case Assignment Module: Provide the ability to track cases assigned to caseworkers, randomly assign cases to caseworkers and most importantly pending assignments (cases) in the module for easy tracking purposes.

BUS04 Reporting: Provide the ability to create and run various reports on active cases and service type.

BUS05 Dashboard: Provide a dashboard that display lists of all active cases with current activity and status.

BUS06

Supervised Visitation: Provide 10 tablets or light weight laptops for Visitation Caseworkers to enter parents time in/out and observational notes in Case Management System.

Requirements EXCLUSIVE to Legal Enforcement:


BUS01 Provide a search/filter capability for Legal Enforcement cases that are assigned through Judicial Information Management Systems (JIMS) .

BUS02 Provide the ability to display Cause Number, Parties information and payment obligation on the main screen.

BUS03 Provide the ability to select category such as Enforcement, Revocation, Modification, Intervention, Visitation, and Release liens and set the status to “ACTIVE”.

BUS04 Ability to accept or reject requests for modification or enforcement and generate e-mail notification to Child Support when either of these events occur.

BUS05 Provide the ability to auto generate various letters to notify parents on visitation orders, intervention and court date reminder.

BUS06 Provide the ability to enter and save attorneys information and their associate Bar Card Number.

BUS07 Provide a dashboard that will generate an alert notification for inactive cases and total number of active cases.

BUS08 Provide a Docket Management to manage court scheduling.

BUS09 Provide the ability to enter demographic information to describe physical attribute in order to enter information from the TXSES (State System).

BUS10 Ability to e-file to tx.gov for motion or other form of request as mandated by the State

BUS11 Provide the ability to create and run reports for individual account current status, case types and payment history.

Requirements EXCLUSIVE to Community Supervision Unit: No. Business Requirement Description BUS01 Provide the ability to display probationer information from an Intake Form

BUS02 Provide the ability to flag a case with a unique identifier to establish its status as a probationary case with the letter ‘P’.

BUS03 Provide fields for case status, length of probation and order information .

BUS04 Provide the ability to upload probationers mugshot into the Case Management System.

BUS05 Provide the ability to generate Revocation Requests and e-mail to private attorneys, OAG, and Legal Enforcement for violation notice.



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BUS06 Provide a Web Portal for assigned probationers to check in every month instead of a physical visit.

BUS07 Provide the ability to generate letters/notices to several cases at one time BUS08 Provide the ability to make changes on multiple cases at one time BUS09 Reporting: Provide schedule and ad-hoc reporting system

BUS10 Provide the ability to generate a various notices that allow the secretary to send a notice by officer caseload

BUS11 Provide the ability to edit address and/or employment changes in the Case Management System and send e-mail notification to OAG

BUS12 Support Case assignment module functionality

2.3 Business Rules • Service fee payments that are made through the Child Support Office, must be posted to each

individual case in real time for LE, CSU, and FCS as the service does not begin until fees are paid by the parents

• When an update to information such as address or change in employment is made in the Case Management System, it will automatically be applied to the other DRO Divisions Case information

• When a probationer fails to report to the CSU office on a specific date of the month, an alert notification will be sent to assigned Probation Officer

• When a probationer fails to report by mail or online by the 5th of the month, an alert notification will be sent to assigned Probation Officer

2.4 Assumptions / Constraints An integrated solution will encompass all four divisions of DRO

3. REQUIREMENTS The vendor will analyze and provide detailed functional and technical requirements traced to the business requirements.

3.1 Functional Requirements “The solution shall be able to…” Common functionality across all departments: Req. # Functional Requirement Description

BUS01 Provide a Case Management System to handle each case on an individual basis including detailed information about the parties involved and event logs history.

FNC01 Create and update clients and parties information by case FNC02 Create and update attorneys information by case FNC03 Create and update caseworker information by case FNC04 Maintain entire case histories through the use of events

BUS02 Provide central electronic repository for all case documents: court documents, digital media, forms, letters, and e-mails



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FNC05 Capability to scan and attach documents to a case (e.g., MS Word Document, Excel Spreadsheet, PDF and JPEG file)

BUS03 Support Case assignment module functionality to assign caseworkers FNC06 Assign next available case workers or assign based on special needs FNC07 Notify caseworkers when activities need to take place by sending worklist items

FNC08 Maintain a personal calendar for each caseworker to schedule administrative appointments

FNC09 Create different templates of letters and documents

BUS04 FCS, LE, and CSU have read/view ability to Child Support Financial Reporting to view fee payments that are made through Child Support Office

FNC18 Payment made through the Child Support Office will be entered automatically into the individual cases

FNC19 Track the total amount due and the remaining balance to be paid by the probationer

FNC20 View service fee payments for specific DRO divisions. The current report does not filter service fee payments for any divisions

BUS05 Provide a Reporting System to produce customizable reports FNC21 Produce customizable reports to gather data on the case FNC22 Produce an ad-hoc and scheduled report FNC23 Produce analytical reports to analyze performance and services FNC24 Produce monthly activity report to OAG with record of obligations and payments

BUS06 Provide a dashboard to track work task that are not completed on time by DRO unit or individual

FNC25 Provide a Case Dashboard that can track work flow

FNC26 Provide a dashboard warning when an anticipated work tasks are not completed on time by unit or individual

Common Functionality EXCLUSIVE to Child Support

Original # Req. # Functional Requirement Description

B001 BUS1.0 Account Setup: Provide the ability to handle each case on an individual basis including detailed information about the parties involved.

8 FNC1.01

The solution shall provide the ability to capture information regarding the Custodial Parents (CP), Non-Custodial Parents (NCP) and or Correspondent. / (example):

• Name • Address • SSN • Employer • DOB • Phone numbers (work, home, cell, fax) • Gender • Driver’s license number and state • Alias • Email address

9 FNC1.02

The solution shall provide the ability to collect Attorney information (example): • Name • Address • Bar number • Phone numbers • Email address



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10 FNC1.03

The solution shall provide the ability to collect information regarding children (example):

• Name • DOB • SSN • Address • Gender

11 FNC1.04

The solution shall provide the ability to collect information regarded as the shell record from the District Clerk’s system, this information should include:

• Cause number • Disposition (final, mod, temp) • Attorney • NCP/CP/Child demographics • Date of Disposition

12 FNC1.05

The solution shall provide the ability to search records within the system based on the following fields:

• Name • SSN • Cause number • Address • OAG case number • Check number • Employers

13 FNC1.06

The solution shall provide the ability to collect case information including but not limited to:

• Multiple cause numbers • OAG case number • Probation code • Legal enforcement code • County code • AFDC code • Account status code • Compute code

14 FNC1.07 The solution shall provide the ability to set a case up as monitored, registry only or full service OAG.

14 FNC1.07.a

Based on the Court Record, the solution shall provide the ability to input Non-Custodial and Custodial parent information, all screens in the application should indicate if the case is monitored or not.

15 FNC1.08 The solution shall provide the ability to identify if a case has been sent or referred to legal.

16 FNC1.09 The solution shall provide the ability to track notes/remarks on the accounts.

16 FNC1.09.a The solution shall provide the ability to log events and actions taken on the account during the duration within CSOM.

16 FNC1.09.b The solution shall provide the ability to create billing files based upon remarks codes.

17 FNC1.10 The solution shall provide the ability to suppress income withholding on an account.

18 FNC1.11 Ability to correctly update addresses by applying the OAG/SDU ICD address



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file.

B002 BUS02.0 Account Management: Provide the ability to adjust Payment plans as well as the ability to credit accounts for payments received.

19 FNC2.01 The solution shall provide the ability to handle multiple payment plans.

20 FNC2.02

The solution shall provide the ability to ensure that payments received for an account pays for the arrears in a predefined payment order as well as pays for current and future payments in the same order.

21 FNC2.03 The solution shall provide the ability to change the payment hierarch if necessary.

22 FNC2.04 The solution shall provide the ability to show, on one screen, all amounts due by date; including interest and all amounts paid by date and how applied.

23 FNC2.05 The solution shall provide the ability to set an option for a pay plan to be inactive.

24 FNC2.06 The solution shall provide the ability to update and stop payment obligation on an account based on the end date of the payment plan.

25 FNC2.07 The solution shall provide the ability to create an unlimited number of pay plans on any account.

26 FNC2.08 The solution shall provide the ability to automate special payment plans. (replicate Texas system)

27 FNC2.09 The solution shall provide the ability to input a “start date” for payments and track payments from that point forward.

28 FNC2.10 The solution shall provide the ability to denote an account as an Attorney General account and/or a monitoring account.

29 FNC2.11 The solution shall provide the ability to enter more than one arrearage for a payment type. (medical, spousal, child)

30 FNC2.12 The solution shall provide the ability to set up pay plans that support multiple frequencies.

31 FNC2.13 The solution shall provide the ability to separate out multiple judgments and track due dates, amounts, interest amounts, and end dates.

32 FNC2.14 The solution shall provide the ability to define an interest policy governing time based on judgment date and start date.

33 FNC2.15 The solution shall provide the ability to warn the user if a pay plan is entered with a start date that is prior to the judgment date.

34 FNC2.16 The solution shall provide the ability for a case manager to enter the amounts, judgment and receipt dates.

35 FNC2.17 The solution shall provide the ability to enter a pay plan based on a date range.

36 FNC2.18

The solution shall provide the ability to reconcile an account that has been overpaid with an account that is delinquent when dealing with a CP and NCP within the same case.

37 FNC2.19 The solution shall provide the ability to set an address as “default” for CP’s and NCP’s, with the added ability to keep multiple other addresses for each.

38 FNC2.20 The solution shall provide the ability to generate the payment schedule for the courts and customers.

39 FNC2.21 The solution shall provide the ability to view the pay history and account balance on every account.

40 FNC2.22 The solution shall provide the ability to reconcile payments between the Attorney General system and CSOM.

41 RET2.01 The solution shall provide the ability to keep account history past 25 years.

42 RET2.02 The solution shall provide the ability to archive and retrieve data that is older than 25 years.

43 FNC2.23 The solution shall provide the ability to show payment history for all pay plans in the system.

44 FNC2.24 The solution shall provide the ability to view, on any account, what is due, what



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has been paid, how a payment was applied per the hierarch of payments, and any interest that was charged or due.

45 FNC2.25 The solution shall provide the ability to compute interest calculated on arrears.

45 FNC2.25.a These computations should be flexible on individual accounts to handle tiered timelines

46 FNC2.26 The solution shall provide the ability to track changes to pay plans by user ID and keep history of all changes.

47 FNC2.27 The solution shall provide the ability to set up customized pay plans which can be modified for payment schedules between the CP, NCP, and other payers.

48 FNC2.28 The solution shall provide the ability to store the judgment date, Child Support receipt of judgment date, and a judgment summary and start date of payment.

49 FNC2.29 The solution shall provide the ability to bill CP and NCP for account maintenance fees.

50 FNC2.30 The solution shall provide the ability to define global policies on interest calculations. (based on changes within Family Code)

51 FNC2.31 The solution shall provide the ability to flag accounts for additional follow up.

51 FNC2.31.a The solution will need to capture information based on the type of follow up; a remark on what the follow up entails and a date for the follow up.

52 FNC2.32

The solution shall provide the ability to calculate payments for NCP’s based on pay frequency; a payment calculator based on timeline of payments (monthly, bi-monthly, annually, etc.)

53 FNC2.33 The solution shall provide the ability to list employers in a hierarchical list grouping.

53 FNC2.33a

The hierarchy should indicate the relationship of a main headquarters and its subsidiaries. This would include tracking:

• Company name • Company address • Attention to: (contact the notice should be sent to within the

organization) • Employer number (generated by the database) • Contact name • Fax number

54 FNC2.34 The solution shall provide the ability to update the employer information. 55 FNC2.35 The solution shall provide the ability to deactivate an employer.

56 FNC2.36 The solution shall provide the ability to keep a history of all changes made to the employer and to the various employers a Non-Custodial Parent has had.

57 FNC2.37 The solution shall provide the ability for the user to search the employer database using various criterions.

58 FNC2.38 The solution shall provide the ability for the system to generate automated letters to the employers for setting up and terminating withholdings.

59 FNC2.39 The solution shall provide the ability to track and document history on the events and dates related to income withholding.

60 FNC2.40

The solution shall provide the ability to input information regarding the case received from the judgment:

• Date received into DRO office • Date signed by judge • Amount to be withheld • Employer information (gathered from Employer database) • Where the payment should be paid

61 FNC2.41 The solution shall provide the ability to terminate a withholding with one



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company and set up another company for withholding for the same individual or case.

62 FNC2.42

The solution shall provide the ability to generate an administrative writ containing pay plans and additional information from the system for a specific case.

63 FNC2.43 The solution shall provide the ability to generate letters:

B003 BUS3.0 Account Management Reporting: Provide the ability to create and run reports for individual account balancing and system account balancing.

64 RPT3.01 The solution shall provide the ability to report on what changes were made to a case and by whom.

65 RPT3.02 The solution shall provide the ability to track and report on cases that have been opened, closed or pending.

66 RPT3.03 The solution shall provide the ability to report on accounts with children turning 18 within the next 3 months.

67 RPT3.04 The solution shall provide the ability to create a report detailing judgments for each case.

68 RPT3.05

The solution shall provide the ability to report on case initiation: • Number of new accounts entered by disposition type (temp, mods,

final), case type (Monitoring, OAG, Registry), creator. • Number of letters generated

69 RPT3.06 The solution shall provide the ability to report on accounts with customer service performed on them.

70 RPT3.07

The solution shall provide the ability to generate a report with detail on an account including what is due, what has been paid, how a payment was applied per the hierarchy of payments, and any interest that was charged or due.

71 RPT3.08 The solution shall provide the ability to generate a report detailing payment schedules.

72 RPT3.09 The solution shall provide the ability to generate a report detailing payment history and account balance.

B004 BUS4.0

Financial Management: Provide the ability to process a payment for an account. Areas to include are: Payment Intake, Payment Processing, Account Balancing, Disbursement, Processing of Various Fees and Reporting / Audit.

73 FNC4.01

The solution shall provide the ability for the system to note if payments are made with cash, personal check, employer checks, cashier’s check, money order, credit card, through a batch file from employers, or from the OAG/SDU.

74 FNC4.02

The solution shall provide the ability for the system to capture account number, received date, drawn on, check number (if applicable), payment amount, type of account, restrictions on the account on payments applied to the system, and remarks.

75 FNC4.03 The solution shall provide the ability to balance monies within the system in order to show income of transactions and outflow of funds:

75 FNC4.03.a The solution shall provide the ability to categorize transaction based on payment type.

75 FNC4.03.b The solution shall provide the ability to calculate daily totals based on payment type.

75 FNC4.03.c The solution shall provide the ability to balance daily income totals with above and below the line adjustments.

76 FNC4.04 The solution shall provide the ability for the system to alert cashiers if the amount being applied to an account is different than the last payment amount.

77 FNC4.05 The solution shall provide the ability for the system to read batch files and relate payment information to the proper account for credit.

78 FNC4.06 The solution shall provide the ability to generate a receipt for payments received into the DRO Child Support Office.



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79 FNC4.07

The solution shall provide the ability for the system to handle negative transactions on an account. (a debit to an account when a credit must be removed)

80 FNC4.08 The solution shall provide the ability to stop payments on an account. 81 FNC4.09 The solution shall provide the ability to hold payments on an account.

82 FNC4.10 The solution shall provide the ability to accept money from batch files and wires.

83 FNC4.11 The solution shall provide the ability to adjust payments between two months.

84 FNC4.12

The solution shall provide the ability to track payments on an account that were not actually applied to the balance of the account and why the application of the payment did not take place.

85 FNC4.13 The solution shall provide the ability to enter a transaction on an account which would not affect the computation of payments on the account. (Recoveries)

86 FNC4.14

The solution shall provide the ability to log and track where child support checks have been mailed (address) and on what date they were dispersed from the DRO.

87 FNC4.15 The solution shall provide the ability to report the history of all the payments applied to an account.

88 FNC4.16 The solution shall provide the ability to associate a Tarrant County check number with an account paid with a Tarrant County check.

89 FNC4.17 The solution shall provide the ability to search accounts via a Tarrant County check number.

90 FNC4.18

The solution shall provide the ability to disburse money from the Tarrant County Child Support Office into multiple accounts owned by the County. (Child Support, Fees, Trust, Credit Card and Tarrant County Consolidated Cash Account)

91 FNC4.19 The solution shall provide the ability to disburse payments to the SDU or directly to a CP based upon case type.

92 FNC4.20 The solution shall provide the ability for the system to track disbursement of money once accounts have been credited.

93 FNC4.21 The solution shall provide the ability to view account payment history based on a date range, posting date, or received date.

94 FNC4.22 The solution shall provide the ability to view monthly payment history calculations with payments due, payments received, and running account totals.

95 FNC4.23

The solution shall provide the ability to track returned checks within the system: • Address of where payment was sent • Date check was paid/cancelled/stop pay • Amount of check • Date check was issued • Check number • Unidentified money • Reason for return • Resolution / Remarks field

96 FNC4.24 The solution shall provide the ability to add or delete a fee charge.

97 FNC4.25 The solution shall provide the ability to set a date for a fee to be incurred on an account.

98 FNC4.26

The solution shall provide the ability to edit fees but not incur a negative balance on an account. (Delete amount of a fee up until a zero balance is incurred. Do not allow for a negative balance.)

99 FNC4.27 The solution shall provide the ability to maintain a history and balance for all of the fees billed and received from both the CPs and NCPs.



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100 FNC4.28 The solution shall provide the ability to account for money outside of child support and fees. (Trust account)

101 FNC4.29

The solution shall provide the ability to track deposits and withdrawals from each Tarrant County bank account and associate the transaction with a CMOS account. (This includes child support payments and fees on below the line adjustments.)

102 FNC4.30 The solution shall provide the ability for the system to allow for fee changes, while keeping history of fees paid in the past.

103 FNC4.31 The solution shall provide the ability to total fees and designate the type of fee collected.

104 FNC4.32 The solution shall provide the ability to designate money into multiple accounts depending on the type of payment processed. (Child support, fee, trust)

105 FNC4.33 The solution shall provide the ability to accept payments via credit cards, batch files, cash payments, check payments, ACH/EFT files, and direct deposit.

106 FNC4.34

The solution shall provide the ability to create a fee file and run automatically to credit the fees to the appropriate account once the money has been verified as being in the Tarrant County bank account.

107 FNC4.35

The solution shall provide the ability to not credit an account until Tarrant County has received the money and a three day time frame has elapsed for verification of the money from the debited account.

108 FNC4.36

The solution shall provide the ability for the system to manage payment types into a batch and close the batch at a maximum count. (The count is automatically set by the system)

B005 BUS5.0

Financial Management Reporting: Provide the ability to create and run reports to monitor the monetary transactions registered within the CSOM system. The reports are used for account balancing and audit trail purposes.

109 RPT5.01 The solution shall provide the ability to report on all negative transactions placed on an account.

110 RPT5.02 The solution shall provide the ability to report on all Tarrant County checks issued to a CP including the overall total of all checks.

111 RPT5.03 The solution shall provide the ability to report on detail and overall total of monies applied into an EFT file transfer.

112 RPT5.04 The solution shall provide the ability to report on operator statistics – report detailing transactions done by operator, not just a terminal.

113 RPT5.05 The solution shall provide the ability to report on the different payment types and totals received each day for each type.

114 RPT5.06 The solution shall provide the ability to report on totals for non-monetary transactions.

115 RPT5.07 The solution shall provide the ability to report on corrections made in the system.

116 RPT5.08 The solution shall provide the ability to report on all fees applied to the system – detail and overall totals.

117 FNC5.01 The solution shall provide the ability to breakdown deposit amounts into categories of payment type, fees, ACH payments, etc.

118 RPT5.09

The solution shall provide the ability to report on an account balance including money applied to the account, interest payments received, and payments received.

119 RPT5.10 The solution shall provide the ability to report on the total number of accounts to be billed for fees including detail on the number of CP’s and NCP’s.

120 RPT5.11 The solution shall provide the ability to report on payments applied to an account or case.

121 RPT5.12 The solution shall provide the ability to report on accounts that are overpaid. (Monthly)

122 RPT5.13 The solution shall provide the ability to report on accounts that are underpaid. (Monthly)



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123 RPT5.14 The solution shall provide the ability to report fee adjustments. 124 RPT5.15 The solution shall provide the ability to report on recoveries made to an account.

125 RPT5.16 The solution shall provide the ability to report on recoveries including balances on the accounts. (Run on a daily, weekly, monthly, and/or annual basis)

B006 BUS6.0 Case Management: Provide the ability to see what stage an account is in, set alerts for follow up and support standard templates and mass mailing abilities.

126 FNC6.01 The solution shall provide the ability to send emails or alerts when accounts are past due.

127 FNC6.02 The solution shall provide the ability to create and merge templates (letters) for mass mailing.

128 FNC6.03 The solution shall provide the ability to create and maintain letters for individual mailings.

129 FNC6.04 The solution shall provide the ability to report when accounts are 30/60/90 days delinquent.

130 FNC6.05 The solution shall provide the ability to alert when a child is 90 days from turning 18.

B007 BUS7.0

Customer Service: Provide the ability to gather information regarding each account which has customer service rendered on it to report statistics, capture fee information for services, and overall customer satisfaction.

131 FNC7.01

The solution shall provide the ability to track the amount of cases called in on the IVR system by knowing when an account has been accessed for customer service purposes.

132 FNC7.02

The solution shall provide the ability to mark an account as having customer service rendered on it and track who handled the instance, what was the service rendered, and time spent on the account.

133 FNC7.03 The solution shall provide the ability to bill the OAG for customer service handling – via a file from CSOM.

B008 BUS8.0 Event Handling: Provide the ability to trigger events based off certain key strokes or a series of custom codes recognized by the system.

134 FNC8.01 The solution shall provide the ability to handle event codes or triggers where the system handles a series of events in the background.

135 FNC8.02 The solution shall provide the ability to track and report on event codes within the system.

Common Functionality EXCLUSIVE to Family Court Services:


BUS01 Provide the ability to display Cause Number, Parties information, Type of Case and Caseworkers information on the main screen

FNCFCS01

Provide fields to display the following on the main screen: • Date • Cause Number • Case Name (Child Name) • FCS Case No. • Parents names • Address • E-mail • Phone Number • Date of Birth • Social Security number • Driver’s License • Children’s names • Attorneys Name



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• Case Type • Assign Date • Case Workers Information • Service Type

BUS02 Provide the ability to enter notes in chronological order FNCFCS02 Provide log in reverse chronological order by date (most recent first) FNCFCS03 Provide audit trail history to track all changes made to the notes

BUS03 Case Assignment Module: Provide the ability to track cases assigned to caseworkers, randomly assign cases to caseworkers and view pending assignments

FNCFCS04

When cases are ready for assignment they appear in the case assignment module. Cases automatically are sent to the assignment module when the total amount of fees is paid. Cases can also be randomly pushed to the assignment module in cases where fees are waived or the assignment is necessary before the fees are paid.

FNCFCS05

Once a case is in the case assignment module it can be handled in one of three ways. It can be randomly assigned to a caseworker. It can be assigned to a specific caseworker or it can be held in the system for a period of time with no activity

FNCFCS06

The case assignment module keeps track of how many assignments each caseworker receives of each type of case to make assignment in an equitable manner. The case assignment module also allows for credits to be given to caseworkers in order to balance out assignments in the system. For instance if a caseworkers was on leave for several months a number of credits could be added to that caseworker in order to balance them out and make them ready for automatic assignments

FNCFCS07

In circumstances where cases are held in the assignment module this is very valuable to prevent cases from being lost or overlooked. Cases might be held in the module for a number of reasons waiting for some client activity or waiting for documents. It is important that these cases be held in a manner where they can be tracked and not overlooked.

FNCFCS08

Currently the case assignment module can be used for Custody Evaluation cases and Court Service cases. The most recent update to this system allowed for the inclusion of court service cases.

BUS04 Reporting: Provide the ability to create and run various reports on active cases and service type

Ability to count the number of cases associated with a particular attorney

FNCFCS09

Ability to lists all attorneys and their addresses in a format with mailing labels that can be used. It collects information on all attorneys and addresses in the system at the time the report is run.

FNCFCS10 Ability to count Custody Evaluation cases closed in a particular time frame

FNCFCS11 Ability to count new cases by service type and by caseworker for the selected date range

FNCFCS12 Ability to count cases by caseworker and service for the selected time frame

FNCFCS13 Ability to count children in new cases. The list is also broken down by caseworker and by service type

FNCFCS14 Ability to count new cases by caseworker in a particular time frame

FNCFCS15 Ability to count children and lists all children in closed cases by service type and caseworker by date range

FNCFCS16 Ability to count new cases by court, service type and caseworker by date range

FNCFCS17 Ability to count new access coordination cases assigned by date range with Caseworker information

FNCFCS18 Ability to count all active cases open to Family Court Services FNCFCS19 Ability to count total children in active cases



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FNCFCS20 Ability to count cases closed by date range. Cases are listed by service type and caseworker.

FNCFCS21 Ability to count new cases by service type opened by date range. Individual cases by caseworker are listed.

FNCFCS22 Ability to count children in new cases by service type by date range FNCFCS23 Ability to count total number of closed cases by service type by date range

FNCFCS24 Ability to count total number of closed cases by service type and children by date range

FNCFCS25 Ability to count active cases by service type. It lists how many cases are open of each service type at the time it is run

FNCFCS26 Ability to count all cases received from each court by date range FNCFCS27 Ability to lists all attorneys by name that are in the Case Management System

FNCFCS28 Ability to count all open alerts to a selected caseworker by date range to measure caseworker performance

FNCFCS29 Ability to count all open alerts that have been addressed and closed by the caseworkers

FNCFCS30 Ability to count service types (contact types, e.g., interview, home visit, etc) by date range

FNCFCS31

Ability to count service types (Current Code: CASEREASS) and number of cases reassigned by date range along with the narrative notes of the reason for the reassignment. The report will include who the case was assigned from and to along with the narrative entered by the supervisor with the reason for the reassignment.

FNCFCS32

Ability to count service type (Current Code:VISSTATCHG) and measures the movement within visitation case stages. The report includes the narrative entered about the change from one level to the next.

FNCFCS33 Ability to count the service type for reviewing Community Visitation cases FNCFCS34 Ability to count the service type (Current Code: CSREV).

FNCFCS35

Ability to count the service type (Current Code: SETTLECONS). This contact is entered any time a settlement conference is conducted by a caseworker and the conference results in a settlement.

BUS05

Dashboard: Provide a dashboard that display lists of all active cases with current activity and status

FNCFCS36 Provide a dashboard that will display all active cases with Cause Number, Cause Date and parties name

FNCFCS37

Provide a dashboard that will display all active cases breakdown by: • Pending payment • Pending assignment • Pending orientation • By Caseworkers • New assignments • All Visitations • Open Drug Tests • Travel Cases • No Case Activity

BUS06

Supervised Visitation: Provide 10 tablets or light weight laptops for Visitation Caseworkers to enter parents time in/out and observational notes in Case Management System

FNCFCS36

Provide the ability to enter and save the following information: • Date: • Case Name (Child Name): • FCS Case Number: • FCS Caseworker Name:



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Common Functionality EXCLUSIVE to Legal Enforcement:


BUS01 Provide a search/filter capability for Legal Enforcement cases that are assigned through Judicial Information Management Systems (JIMS)

FNCLE01 Provide the ability to extract all 991 (Office Code for Legal Enforcement) assigned cases from JIMS

BUS02 Provide the ability to display Cause Number, Parties information and payment obligation on the main screen

FNCLE02

Provide fields to display the following on the main screen: • Cause # • Parents name • Children’s name • Address • Upcoming Court Date • Child Support payment Obligation • Medical Support payment obligation • Last Child Support payment obligation • Last Medical Support obligation • Arrears for Child Support • Arrears for Medical Support

BUS03 Provide the ability to select category such as Enforcement, Revocation, Modification, Intervention, Visitation, and Release liens and set the status to “ACTIVE”

FNCLE03

Provide the ability to select: • Enforcement • Revocation • Modification • Intervention • Visitation

FNCLE04 Provide the ability to set status to “ACTIVE”

BUS04 Ability to accept or reject requests for modification or enforcement and generate e-mail notification to Child Support when either of these events occur

FNCLE05 Provide the ability to notify Child Support office by e-mail when the status is accepted or rejected.

BUS05 Provide the ability to auto generate various letters to notify parents on visitation orders, intervention and court date reminder

FNCLE06

Provide the ability to auto generate the following letters: • Visitation Orientation letter • Intervention letters • Court Date Reminders

BUS06 Provide the ability to enter and save attorneys information and their associate Bar Card Number

FNCLE07 Provide the ability to associate the attorney to their Bar Card Number to prevent duplicate entries in the add attorney screen. An error message notification will pop up

• Date and time • Parties name

o Person delivering o Person Visiting o Person Retrieving

• Relationship to Child



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to alert the users that the attorney already exists

BUS07 Provide a dashboard that will generate an alert notification for inactive cases and total number of active cases

FNCLE08

Provide a dashboard that will display total number of active cases, breakdown by: 1. Pleading type:

• Number of modification • Enforcement • Revocation • Intervention • Visitation

2. Caseload by attorney, Legal Support Officer (LSO) and case type

FNCLE09 Provide a dashboard with an alert notification for an active case that has no activity for 30/60/90 days.

FNCLE10 Provide a dashboard that will notify LE staff of upcoming due dates or work tasks (e.g., check service, JIMS, file release of lien, etc.)

FNCLE11

Provide a dashboard with total number of cases on probation and total number of discharge orders. Being able to identify probationers with zero arrears and discover when probation expires

BUS08 Provide a Docket Management to manage court scheduling

FNCLE12

Provide auto populate docket based on hierarchy of events: • Case number/Court Code • Court/Judge’s calendars • Case load by attorney, Legal Support Officer (LSO) and case type • Attorneys calendar

FNCLE13 Provide the ability to block docket calendar up to five (5) consecutive days at a time for court docket setting. Delete (unblock) more than one day at a time.

FNCLE14 Provide the ability to enter date range to view schedule

BUS09 Provide the ability to enter demographic information to describe physical attribute in order to enter information from the TXSES (State System)

FNCLE15 Provide fields such as height, weight, ethnicity, etc. to describe physical attribute

BUS10 Provide the ability to e-file to tx.gov for motion or other form of request as mandated by the State

FNCLE16 Provide an electronic signature capability for Legal Enforcement attorneys

BUS11 Provide the ability to create and run reports for individual account current status, case types and payment history

FNCLE17

Provide the ability to generate a report that shows the workflow of the case in chronological order by ascending order:

• Current status • Next action • Number of days from referral • Petition being filed/case being rejected • First hearing date • Final disposition • Case closure

FNCLE18

Provide the ability to create and run statistic reports:

• Number of resets per case • Number of non-suits • Number of Revocation orders- revoked, modified or denied



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• Service of citation: o Successful or unsuccessful o Number of attempts

• Visitation Enforcement: o Number of intakes received o Have they participated in orientation o Have they participated on family court services o Case ready for filing with efiletexas.gov

FNCLE19

Provide the ability to create and run report on the payment history: • Monies collected while case is active:

• Lump Sums • Total monies collected during active cases

• Pay rate (percentage) comparison of enforcement cases, six months prior to referral, compared to pay rate during active litigation, compared to six months following final order

Common Functionality EXCLUSIVE to Community Supervision Unit: Req. # Functional Requirement Description BUS01 Provide the ability to display probationer information from an Intake Form

FNCCSU01

Provide fields to display the following on the main screen: • Probationer’s Name • Date of Birth • Place of Birth • Race, sex, height, weight, eye color, and hair color • Address • Employer Information • Occupation • Income • Emergency Contact

BUS02 Provide the ability to flag a case with a unique identifier to establish its status as a probationary case with the letter ‘P’.

FNCCSU02 Field with “P” flag only needs to be activated when the case is on Probation. The Start /End date are required fields when the field is activated

BUS03 Provide fields for case status, length of probation and order information

FNCCSU03 Provide drop down selection for case status (Active, Inactive, Closed, Pending Intake, Pending Closed), length of probation and order information

BUS04 Provide the ability to upload probationers mugshot into the Case Management System

FNCCSU04 Provide the ability to take a photo of probationer and upload as a mugshot into the individual case

BUS05 Provide the ability to generate Revocation Requests and e-mail to private attorneys, OAG, and Legal Enforcement for violation notice

FNCCSU05

Provide the ability to generate Revocation Requests in Case Management System and send email to DRO Legal Enforcement, OAG and Private Attorney’s with the following fields:

• Initiated by • Cause # • Request Date • Child Support Account No.



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• Probationer information • Employer information • Social Security Number • Demographic information • Report Dates Missed • Community Supervision fees due and dates missed • Other Violation • Community Supervision Counselor Signature

BUS06 Provide a Web Portal for assigned probationers to check in every month instead of a physical visit

FNCCSU06

Provide online access for probationers to report every month. CSU manages who can access the web reporting based on criteria that have been established by DRO such as job constrains and physical location e.g., military personnel, truck drivers, etc.

BUS07 Provide the ability to generate letters/notices to several cases at one time

FNCCSU07

Provide the ability to generate letters/notices to several cases at one time such as send the same letters/notices to several cases at one time. For example, a reminder to probationer to file their IRS Return if they are due to a refund.

BUS08 Provide the ability to make changes on multiple cases at one time

FNCCSU08 Provide the ability to make changes on multiple cases at one time such as changing one assigned counselor to another, change the case type, case status and case source.

FNCCSU09 Provide an audit trail history to track all changes made to the report. This change history will identify any changes that were made to the case

FNCCSU10 Provide a record counter to identify how many records were impacted and store a report of the activity/change

BUS09 Reporting: Provide schedule and ad-hoc reporting system

FNCCSU11

Produce monthly activity report to the OAG with the following fields: • Probationer name • AG Account Number • Last Child Support Payment Date • Child Support Payment • Revocation Request Date • Probationer Start and End date

FNCCSU12 Produce customizable reports to gather data on the case and analytical reports

BUS10 Provide the ability to generate a various notices that allow the secretary to send a notice by officer caseload

FNCCSU13

Provide the ability to generate a various notices: • Failure to Report notices by officer caseload • Consolidated Defendants • Child Support Delinquency List • Child Support Delinquency Notices • Fee Delinquency List • Fee Delinquency Notices

BUS11 Provide the ability to edit address and/or employment changes in the Case Management System and send e-mail notification to OAG

FNCCSU14 Provide the ability to notify OAG for any address and/or employment changes immediately

BUS12 Support Case assignment module functionality FNCCSU1 Provide the ability to assign case workers or assign based on special needs



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3.2 Non-functional Requirements

Req. # Non-functional Requirement Description

DCS1.1 Provide an integrated system for Child Support, Family Court Services, Legal Enforcement, and Community Supervision due to their interdependencies

SEC1.1 Meet PII requirements for security

4. REPORTING AND ANALYTICS Family Court Services Reporting: Provide the ability to create and run various reports on active cases and service type:

• Total number of cases associated with a particular attorney • Lists all attorneys and their addresses in a format with mailing labels that can be

used. It collects information on all attorneys and addresses in the system at the time the report is run.

• Total number of Custody Evaluation cases closed by date range • Total number of new cases by service type and caseworker by date range • Number of cases by caseworker and service by date range • Number of children in new cases. The list is also broken down by caseworker and

by service type • Number of new cases by caseworker by date range • Number of children and lists all children in closed cases by service type and

caseworker by date range • Number of new cases by court, by service type and by caseworker by date range • Number of new access coordination cases assigned with Caseworkers information

by date range. • Total number of all active cases open to Family Court Services • Total children in active cases • Total number of cases closed in a particular time frame. Cases are listed by

service type and caseworker. • Total number of new cases by service type opened by date range . Individual

cases by caseworker are listed. • Number of children in new cases by service type by date range • Total number of closed cases by service type by date range • Total number of closed cases by service type and children by date range • Number of active cases by service type. It lists how many cases are open of each

service type at the time it is run • Number of all cases received from each court by date range • Lists all attorneys by name that are in the Case Management System • Number of all open alerts to a selected caseworker by date range to measure

caseworker performance • Number of all open alerts that have been addressed and closed by the caseworkers • Number of different service types by date range



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Dashboard: Provide a dashboard that will display all active cases with Cause Number, Cause Date and parties name, breakdown by:

• Pending payment • Pending assignment • Pending orientation • By Caseworkers • New assignments • All Visitations • Open Drug Tests • Travel Cases • No Case Activity

Legal Enforcement Case Reporting System: Provide the ability to create and run reports for individual account current status, case types and payment history.

1. Provide the ability to generate a report that shows the workflow of the case in chronological order by ascending order:

Current status Next action Number of days from referral Petition being filed/case being rejected First hearing date Final disposition Case closure

2. Provide the ability to create and run statistic reports: Number of resets per case Number of non-suits Number of Revocation orders- revoked, modified or denied • Service of citation:

o Successful or unsuccessful o Number of attempts

• Visitation Enforcement: o Number of intakes received o Have they participated in orientation o Have they participated on family court services o Case ready for filing with efiletexas.gov

3. Provide the ability to create and run report on the payment history: Monies collected while case is active:

o Lump Sums o Total monies collected during active cases o Pay rate (percentage) comparison of enforcement cases, six months prior to

referral, compared to pay rate during active litigation, compared to six months following final order

Dashboard: Provide a dashboard that will generate an alert notification for inactive cases and total number of active cases



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. 1. Provide a dashboard that will display total number of active cases, breakdown by:

Pleading type: o Number of modification o Enforcement o Revocation o Intervention o Visitation

• Caseload by attorney, Legal Support Officer (LSO) and case type 2. Provide a dashboard with an alert notification for an active case that has no activity for 30/60/90

days. 3. Provide a dashboard that will notify LE staff of upcoming due dates or work tasks (e.g., check

service, JIMS, file release of lien, etc.) 4. Provide a dashboard with total number of cases on probation and total number of discharge orders.

Being able to identify probationers with zero arrears and discover when probation expires Community Supervision Unit Reporting: Provide the ability to create and run various reports : 1) Produce monthly activity report to the OAG with the following fields:

o Probationer name o AG Account Number o Last Child Support Payment Date o Child Support Payment o Revocation Request Date o Probationer Start and End date

2) Produce customizable reports to gather data on the case and analytical reports

Dashboard: Provide a dashboard to track work task that are not completed on time by CSU unit or probationers.

5. DATA CONVERSION AND MIGRATION

5.1 Data Scope: The scope of data for this activity will include: • Child Support data stored in the Child Support Office Mainframe (CSOM) and COMCRTSQL

database. • Family Court Services and Community Supervision data are stored in the Scotia system • Legal Enforcement data stored in the USA system.

A detailed plan for data conversion, if needed, and\or data migration is required from the solution vendor.

5.2 Data Risks: The current systems include data that can be considered Personally Identifiable Information (PII) such as Social Security Number, Driver’s License, Date Of Birth, etc. and must be handled accordingly. A detailed plan for data security must be provided by the solution vendor, if needed.

5.3 Data Validation: The current system(s) data contains legacy system and in-scope data, and MUST be migrated in total into any new solution. As such, the solution vendor must provide a detailed validation strategy, subject to Tarrant County ITD’s QA approval, that will ensure the complete migration of all required data sets into the new solution and provide evidence of completeness.



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Note:

1. Currently, COMCRTSQL database serves as a data repository for CSOM (IMS Database). Any updates such as Insert, Update and Delete made to CSOM, will be applied to the COMCRTSQL database using SQData (Data Replication Tool). SQData provides data capture, transformation and instant propagation.

2. There are no data feeds from JIMS to CSOM. Currently, a special program is run to retrieve new

data for the following transactions in JIMS:

PATY FINAL ORDER NON AG PATERNITY DWCH DIVORCE W/CHILDREN ODMD ORDER OF DENIAL ON MOTION TO MODIFY DISPOSITION The special program will update the DB2 Child support tables from the previous day:

DB2 Table Names for DB2P CS_ADDRESS_V01 CS_ATTORNEY_V01 CS_CASE_V02 CS_PARTY_V01

Req. # Data Conversion and Migration Requirement Description

DCM001 Ability to capture, manage and retain all existing data stored in the Child Support Office Mainframe (CSOM)

DCM002 Ability to capture, manage and retain all existing data stored in the Scotia for Community Supervision Unit

DCM003 Ability to capture, manage and retain all existing data stored in the Scotia for Family Court Services

DCM004 Ability to capture, manage and retain all existing data stored in the USA Case Management System for Legal Enforcement.

6. INTEGRATION There is no system integration with the current DRO system.

7. SYSTEM ADMINISTRATION The following user role types per division will need the administrative rights in the new case management system: Child Support: 1 Director 1 Assistant Director 1 Manager, Customer Service 1 Manager, New Accounts and Financial 1 Manager, Collection and Enforcement 2 Child Support Officer III, Supervisor 7 Child Support Officer II 5 Child Support Officer I



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1 Office Administrator 1 Administrative Clerk 3 Customer Service II 1 Customer Service I 2 Cashier IV 4 General Office Clerk V 2 General Office Clerk IV 2 Temps

Family Court Services: 15 Caseworkers 1 Visitation Services Coordinator (Caseworker) 1 Assistant Visitation Services Coordinator 3 Secretaries 1Executive Secretary 1 Executive Director 1 Assistant Director 1 Director (Attorney) Legal Enforcement: 1 Director 3 Attorneys 7 Legal Support Officer 1 Office Administrator 1 Legal Secretary 2 General office Clerk Community Supervision:

1 Director 1 Assistant Director 1 Administrative Assistant 2 Administrative Clerks 1 General Office Clerk 7 Probation Counselors

APPENDIX A: REFERENCES The following table summarizes the documents referenced in this document.

Document Name Description Location DRO - Hierarchy Model High level hierarchy model to show

interdependencies between all divisions under DRO



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