HomeMy WebLinkAboutKarpel Solutions Response Bozeman City Attorney RFP
9717 Landmark Parkway Drive • St. Louis, Missouri 63127 • (314) 892 -6300
City of Bozeman, MT
Bozeman City Attorney Case Management System RFP
Response
Due: August 27, 2021, 3:00 p.m. (MST)
John Kitsmiller, Sales Executive
Karpel Solutions
Phone: 314-892-6300 x1145
Email: jkitsmiller@karpel.com
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Karpel Solutions Response – Bozeman City Attorney RFP 1
Table of Contents
Executive Summary ............................................................................................................................................ 2
Company Profile ................................................................................................................................................. 4
Scope of Project ................................................................................................................................................. 6
Search and Query for Case Initiation ........................................................................................................ 6
Person Centric ........................................................................................................................................... 6
Case Management .................................................................................................................................... 9
Charging .................................................................................................................................................. 10
Plea Offers ............................................................................................................................................... 13
Document Generation ............................................................................................................................. 14
Integrated Document Management ....................................................................................................... 14
Integrated Scanning ................................................................................................................................ 17
Discovery ................................................................................................................................................. 18
User Dashboards ..................................................................................................................................... 19
Calendaring ............................................................................................................................................. 22
File-less Courtrooms ................................................................................................................................ 22
Power Search ........................................................................................................................................... 23
Dispose/Sentencing ................................................................................................................................. 23
Evidence Tracking .................................................................................................................................... 23
Victim Services ........................................................................................................................................ 25
Victim Notification Portal ........................................................................................................................ 26
Civil Case Processing ............................................................................................................................... 28
Comprehensive Financial Tracking .......................................................................................................... 29
File Retention .......................................................................................................................................... 31
Reporting and Analysis Tools .................................................................................................................. 32
Queries .................................................................................................................................................... 32
Data Exchange Interface Development ................................................................................................... 34
Business Rules- Workflow Engine ........................................................................................................... 37
Administrator Tools-System Options and Codes Tables ......................................................................... 39
User Security ........................................................................................................................................... 40
Online Help Documentation .................................................................................................................... 41
Optional Module- External Agency Portal ............................................................................................... 43
General Technical Requirements ..................................................................................................................... 45
Attachment C ............................................................................................................................................... 49
Related Experience .......................................................................................................................................... 53
Proposed Implementation Schedule ............................................................................................................... 56
Present and Projected Workload ..................................................................................................................... 63
References ....................................................................................................................................................... 64
Training ............................................................................................................................................................ 65
Maintenance and Support ............................................................................................................................... 68
Price Proposal .................................................................................................................................................. 70
Attachment A- Nondiscrimination and Equal Pay Affirmation
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Karpel Solutions Response – Bozeman City Attorney RFP 2
Executive Summary
Karpel Solutions welcomes the opportunity to provide case management systems to the Bozeman City
Attorney’s Office. We appreciate the invitation to participate in the RFP.
Karpel Solutions has reviewed the bid scope and requirements. We feel confident that we will meet or exceed
the objectives, usability criteria, functional, and technical requirement points.
PROSECUTORbyKarpel is a person centric, browser‐based application utilizing the latest Microsoft .NET,
HTML5 and SQL Server technology. All components of the application are fully integrated making it a
complete case management application for your adult, juvenile, co‐defendant, investigation, victim/witness,
and other case matter tracking needs.
The solution includes document management, integrated document imaging, integrated bates numbering,
integrated redaction utilizing PDF processing software, workflow management, case docketing/calendaring,
evidence tracking, investigator services tracking, victim services tracking, comprehensive financial tracking,
electronic discovery/invoicing, electronic data exchanges with police, courts and other judicial partners, and
electronic criminal history record submission.
The emerging trends in today’s software are fully integrated browser‐based systems using Microsoft .NET
technology. The reason for this is two‐fold. First, it is easy for local IT departments to maintain since there
are no client-side applications. Second, it provides the flexibility necessary to incorporate other third‐party
software solutions into the application, making it a complete business solution for large and small offices.
For example, PROSECUTORbyKarpel is integrated with Microsoft Outlook, including Office 365, for
calendaring and email. Redaction is incorporated by using the features included with PDF software such as
Adobe Acrobat Professional or Foxit Phantom Business. TWAIN-compliant drivers used in our integrated
document scanning allows offices to move toward, or achieve a “file‐less”, or paper‐on‐demand office. Our
integration with Thomson Reuters Westlaw allows attorneys to perform legal research from within the case
and our integration with Evidence.com brings digital evidence from Evidence.com directly into related cases,
without additional user effort. This provides access to the digital evidence without having to store it locally.
None of these technologies were developed by Karpel Solutions. But by starting with the right technology
platform and using our knowledge regarding when to leverage other software products, we have created a
technologically advanced Case Management product that is also easy to use and cost effective.
You will find that the Karpel Solutions’ project approach is unique and highly successful. While other vendors
will provide you with multiple teams such as a project team, a training team, and a support team, Karpel
Solutions provides one team for each project. Each member of our project team serves multiple roles
throughout the project lifecycle. For example, the lead project manager and assistant project manager will
also be the lead and assistant trainer.
Additional assistant trainers provide implementation services such as document conversion, data conversion
and perform pre‐implementation duties. Furthermore, you are provided with direct access to all team
members for up to 30 days of post‐implementation support. This approach allows the project team to have
a full understanding of all your business practices and procedures from the beginning of the project to the
completion of training, resulting in a successful implementation and smoother transitional period.
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Our successful training and implementation strategy have allowed PROSECUTORbyKarpel to be
implemented in over 450 offices. Our instructor-led, hands‐on approach allows most users to be fully trained
in two 4‐hour sessions. We train on “live” data. This allows users to be productive while being trained and
significantly increases knowledge retention following their training session.
Data Migration
Karpel Solutions has over 30 years’ experience converting data from multiple platforms such as mainframe,
AS/400, Oracle, FoxPro, Access, SQL and other legacy databases to modern relational databases. We have
successfully converted JustWare for other customers. Our experienced conversion specialists work closely
with our customers to ensure no data lost.
Data Sharing
Karpel Solutions thrives on building long term partnerships with our customers which is especially important
when making a substantial technology investment. Karpel Solutions has the ability to provide any interfaces
required by the City of Bozeman. Our talented and diversified developers allow Karpel Solutions to provide
data exchange services without the need for partnering with a third-party subcontractor, or the purchase of
an expensive API. We make use of industry best practice standards, such as web services and the National
Information Exchange Model (NIEM) to accomplish the automation of data exchanges. We have cost-
efficiently developed and presently support over 400 data exchanges with law enforcement and court
systems throughout our customer base.
Training
Our successful training and implementation strategy have allowed PROSECUTORbyKarpel to be
implemented in over 450 offices over the last eleven years. Our instructor-led, hands‐on approach allows
most users to be fully trained in two 4‐hour sessions. We train on “live” data! This allows users to be
productive while being trained and significantly increases knowledge retention following their training
session.
Karpel Solutions is dedicated to providing a case management system that will give all attorneys
the ability to better manage their caseloads and streamline their data entry operations. Our case
management systems will also provide substantially more information and better accountability for
staff members and attorneys.
Company Karpel Computer Systems, Inc. d/b/a Karpel Solutions
Address 9717 Landmark Parkway, St. Louis, MO 63127
Bid Contact & Title John Kitsmiller, Sales Executive
Phone 314-892-6300 ext. 1145
Email jkitsmiller@karpel.com
Contract Authority & Title Matt Ziemianski, CEO
Phone (314) 892-6300 x1140
Email mziemianski@karpel.com
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Karpel Solutions Response – Bozeman City Attorney RFP 4
Company Profile
Karpel Computer Systems Inc, d/b/a Karpel Solutions, is a privately-owned software development
corporation located in St. Louis, Missouri, that develops a wide variety of business applications and
provides consulting and networking services. We have been in business since 1985 and have been
serving courts and prosecutors since 1988. We are a Microsoft Certified Gold Partner.
For the past five years Fortune 5000 Inc. has listed Karpel Solutions to their prestigious list of
America’s fastest growing companies and are currently ranked #51 among small businesses in the
State or Missouri. Karpel Solutions has specifically been reviewed and highlighted in technology
publications for its leading-edge capabilities regarding criminal case management features and
functions and is considered an industry leader providing legal software.
When you choose Karpel Solutions, you will be partnering with a financially stable company that has
remained profitable over the past 30 years by listening to and exceeding our customer’s needs and
expectations.
Karpel Solutions has over 75 full‐time employees with a dedicated team for the success of our case
management solutions, including developers, project managers, lead trainers with training assistants and
helpdesk personnel. This team provides project management, data conversion services, document
conversion services, data exchange interface services, training, installation and on‐going support during and
after all implementations.
Besides providing legal case management solutions, Karpel Solutions’ Network & Managed Services
department, iNSightbyKARPEL provides networking, hardware and software services for many local
businesses and our case management customers. We oversee process efficiencies and strategic initiatives
through the engineering of:
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Karpel Solutions Response – Bozeman City Attorney RFP 5
• Onsite Network Administration and Proactive Managed Network Services
• Business Application Solutions
• Enterprise Project Solutions
• Website Programming
•
Karpel Solutions has worked with hundreds of companies ranging in size from $1M to over $10B. Most
employees, including helpdesk technicians are Microsoft Certified: Microsoft Certified Systems Engineer
(MCSE), Microsoft Certified Product Specialist (MCPS), Microsoft Certified Network Product Specialist
(MCNPS), Microsoft Certified Desktop Support Technician (MCDST), Microsoft Certified Systems
Administrator (MCSA), Microsoft Certified Professional (MCP), Microsoft Desktop Administrator (MDAA),
Microsoft Security Associate (MSA), Microsoft Enterprise Administrator Expert (MEAE), Microsoft Azure
Administrator Associate (MAAA), Cisco Certified Network Associate (CCNA), Comptia IT Operations Specialist
(CIOS), Comptia Networking Infrastructure Specialist (CNIP),Oracle Certified Developer (OCD).
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Karpel Solutions Response – Bozeman City Attorney RFP 6
Scope of Project
Search and Query for Case Initiation
PROSECUTORbyKarpel search screen allows users to search for a person or case in a variety of ways. A user
can search by a person’s name, or partial name including Soundex and Phonetic options. Cases referred by
law enforcement can be searched by report number, agency, or officer. A user can automatically go to a case
by searching the court cause number, internal file number, legacy file number, ticket number or by lab report
number.
Person Centric
Being person centric, a person will only be added once and associated to cases based on their involvement
type. The Person information screen, bordered in yellow, contains the pedigree of the person. This includes
identifying numbers such as driver’s license number, SSN, Local ID Number (LID), State ID number (SID) and
Federal ID Number. You can record the employer if known and flag the person as being a gang member,
violent offender, sex offender or any person type that meets your needs and configured by your system
administrators. Every time you update information on this person, the system automatically aliases the
previous information. For example, if you change the DOB, SSN, Name or Address, the corresponding Alias
Button will be flagged to show that the information has been changed. All changed information is stamped
with date of change and the user who made the change.
Additional Contact information includes unlimited phone numbers, additional contact party name and
addresses or subpoena address, and email addresses along with setting contact method (print, email, text).
Gang affiliation, Schools and Relationships to other people in the system are stored as additional information
regarding the person. Person Criminal History can be a free text box to enter other jurisdiction criminal
history information including a System Option that will auto populate the person’s criminal history through
case disposition. Criminal History printouts can be scanned and attached. Mug shots and documents can be
uploaded and attached to the person record.
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Karpel Solutions Response – Bozeman City Attorney RFP 7
Example-Person Information window
PROSECUTORbyKarpel search results screen will visibly show the associated roles on a person record
including defendant (client), witness/victim, codefendant, and civil case participant.
Example-Search Results screen
Booking referrals and investigation cases are added to the person record. They can be added manually where
users will add the arrest information or can imported through the Import Referral queue via data exchanges
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with law enforcement. Documents can be scanned and/or attached to the case such as PC statements,
written statements, lab reports, etc.
Example- Import Referral Queue
PROSECUTORbyKarpel includes a unique ability to easily create co-defendant cases and the ability to unlink
them. Case merging is another feature that allows a user to merge a new case with an existing case with the
ability to choose what will be merged into the new case.
All drop-down menus throughout both applications have predictive text allowing users to begin typing in the
field, including charge statutes and charge descriptions.
Predictive text example while initiating a case and charging
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Case Management
PROSECUTORbyKarpel is designed to have every part of the case located in one non-scrolling window
providing easy access to charges and sentences, co-defendants, witnesses, court dates, documents, notes,
evidence, victim services, financials, civil /asset forfeiture, case expenses, investigation services and
appeals/related matters.
Case Information Screen
Cases can be “Typed “or categorized for reporting purposes such as grants, or to distinguish it from other
cases such as Domestic Violence, Capital Punishment, Drug Court, etc. Multiple case reporting types can be
added to a case. Case Reporting Types are configurable by each office and can be automatically set from a
charge or through a Workflow event.
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Karpel Solutions Response – Bozeman City Attorney RFP 10
Charging
PROSECUTORbyKarpel will store the booking charge(s) from law enforcement separate from what an
attorney files with the court, preserving what was initially referred to you. PROSECUTORbyKarpel also
includes dynamic charging language. Prompts for information pertaining to the charge allow attorneys to
quickly add the required language as it pertains to the case. Additionally, Karpel Solutions has partnered with
Thomson Reuters with full integration with Westlaw. Attorneys that subscribe to Westlaw can review legal
research by selecting the Westlaw button. After providing user credentials, the attorney will be
automatically taken to the research based on the charge they are working on.
Example-Dynamic charging language
PROSECUTORbyKarpel is equipped with powerful resources for scheduling and tracking case related events
such as arraignments, hearing, and trial dates. By employing the applications Workflow Management called
Event Entry, end users can schedule and track every event associated with a judicial proceeding as well as
the details of those events, such as dates, times, and locations. This feature is combined with the
application’s internal calendaring tool enabling end users to build calendars that identify specific docket date
calendars and attorney calendars.
Events are defined by your workflow business rules and can be configured to automatically email the assigned
attorney, defense attorney, assigned victim advocate or all staff assigned to a case. Other features of Event
Entry include sending a reminder (task alert) to one or multiple end users, changing the case stage, applying
the Event to co-defendant cases, prompt for a witness list and document generation. Completing the
applications Workflow Management feature is the integration with Microsoft Outlook that will enable end
users the option to place events on the case assigned attorney’s Outlook calendar.
Court Dates & Case Events are entered through workflow Event Entry. Court dates can be viewed by
selecting the Court Dates tab.
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Example-Court Dates window
Subpoena service can be added to each court date by selecting the court date and selecting the Served
checkbox. Subpoenas generated for a court date will automatically list the witnesses selected to receive
subpoenas for that court date.
Example-Court Date Detail
Reminders (tasks) or Alerts can be added to the Case either manually or automatically through Workflow
(Event Entry). Reminders (Alerts) are displayed on the user My View dashboard screen allowing users to see
their assigned tasks and complete them. The Reminder (Alert) will remain on the user’s My View screen until
it is marked as completed.
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Reminder/Alert detail
Reminders can be directed to a specific user, a specific role, and/ or sent to all staff assigned to the case.
Reminders can be configured to automatically email all recipients and add the reminder to their calendar.
Deadline Dates can be triggered by event entry (Workflow) that can be configured to alert the assigned
attorney, or all staff assigned to the case, X number of days prior to the deadline. Deadline dates are
automatically canceled when a compliance event is added.
Example-Deadline configuration
Notes
PROSECUTORbyKarpel includes unlimited free text notes areas throughout the application. Notes added are
automatically date/time and user ID stamped. Configurable Note Types can be associated with a note and
notes can be authorized (secured) from other users. Notes can be flagged as priority to stay at the top of the
list. Notes can be flagged as a Case Alert that will display a popup of the note content anytime a user accesses
the case. All column headers allow for sorting to assist with searching. Text editor is available for all note
areas allowing for formatting, spellcheck, etc.
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Plea Offers
PROSECUTORbyKarpel provides the ability to track plea offers and auto generate a plea offer document to
provide to opposing counsel. Plea offers include tracking the date sent, date accepted and the option to set
an offer expiration date.
Example- Plea Offer
Global plea offers can be made from the person record allowing for multiple cases to be included in the offer.
Example- Global plea offer-select cases screen
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Document Generation
PROSECUTORbyKarpel utilizes Microsoft Word Mail Merge to easily create merge templates. Specific data
source files will be attached to your templates allowing you to insert merge field codes specific to the
template you are creating. Additionally, Word format switches can be placed within a merge field to force
user defined formatting and mail merge If-Then-Else statements will compare data in a merge field and insert
specific text if the comparison is true or false. IF statements can also be used to insert a specific merge field.
System administrators will be trained to create/edit Word mail merge templates. Existing documents that
will be generated through PROSECUTORbyKarpel will be converted as part of your implementation and
included as document conversion services. To accommodate JustWare’s JDA functionality, enhancements
have been made that provide system administrators the ability to create a series of questions that can be
attached to the document Workflow event. The user’s answer to these questions can be passed into the
generated document or used to control variable content in that document.
Example- document template
Mass Document Generation feature has the ability to generate subpoenas, witness documents, or victim
letters on multiple cases without going into each individual case. By using this feature, a user can generate
all subpoenas for a specific docket setting and victim advocates can generate all victims hearing notification
letters.
Integrated Document Management
PROSECUTORbyKarpel is designed to be complete document and records management solutions without
the need for other 3rd party document management systems. All file types are supported including Word,
Word Perfect, Excel, PDF, Jpeg, TIF, audio and video files. There is no file size limitation for files stored in
PROSECUTORbyKarpel. All documents generated through the application are automatically indexed and
saved to its respective case. Documents generated through Workflow (Event Entry), scanned or attached to
the case can be viewed by selecting the Documents Tab on the case information screen.
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Karpel Solutions Response – Bozeman City Attorney RFP 15
Example-Case Documents screen
Document Management Features
Create Folder allows you to create folders to organize your document library. Once the folder is created,
case documents can be stored in the folder using drag and drop functionality or automatically placed
within a folder when the document is generated.
Document Category is used to easily identify and sort the list of documents. Categories can be assigned at
the time they are generated, attached, or scanned into the case. Documents can be sorted by selecting
the column heading of your sort preference.
Attach Files and Email is used to attach documents or other media types to a case including the ability to
attach email messages. You will browse out to where the media is stored and upload.
Authorization allows documents to be secured from other users.
Email Doc provides the ability to email the document with options to select internal staff, case
participants or external parties. The email will automatically save in the document folder.
Drag & Drop is a feature that allows users to drag and drop electronic media from their desktops directly
into the case document screen, including multiple documents or entire folders. Documents received
electronically, including email from Outlook can be attached to a case by using drag and drop.
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Example- Drag & Drop into case document tab
Details about the document can be view by selecting the document line item to review the date/time and
user that created it and when last modified. A Review Log tracks assigned reviewers, notes, and approval
date.
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Document management includes the ability to search from within the case documents screen by using
a search field, set security (authorizations) for sensitive documents, and control deleting with user
security.
Example-Document Search fields
The case document screen can be maximized (full screen) for easier viewing and organization using drag
and drop into folders.
Example - Maximized document screen
Integrated Scanning
Our integrated web-based scanning feature allows outside documents to be scanned directly into a case. This
is unlike other legal case management systems where documents are scanned to a central folder and then
manually attached to the case. Documents are automatically scanned with OCR (Optical Character
Recognition) for full-text searching. The scanning feature of PROSECUTORbyKarpel combines multiple steps
into one, making document management a time efficient process.
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Integrated Scanning
Discovery
PROSECUTORbyKarpel includes the ability to bates number discovery documents and utilizes PDF software
such as Adobe Acrobat Professional and Foxit Phantom PDF for redaction. All documents selected for
discovery will be copied and converted into one PDF file. You can perform Redaction and Bates Numbering
prior to submitting your discovery electronically.
Our Hosted eDiscovery is a service that allows opposing attorneys to receive discovery electronically through
a secure hosted site. This is not a portal that requires the maintenance of user logins. Instead, the opposing
attorney receives an email notification that discovery is available and can be downloaded via a unique GUID
link. Once downloaded, notification is sent back to PROSECUTORbyKarpel that discovery was downloaded
including the date and time of the download, and IP address of the system that downloaded the discovery.
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Karpel Solutions Response – Bozeman City Attorney RFP 19
The email will contain an encrypted link to the discovery packet located on the hosted eDiscovery site. The
recipient will select the link to download the discovery.
Example – eDiscovery email and download
When the link is selected, they will be requested to download the packet.
User Dashboards
PROSECUTORbyKarpel user dashboard called My View enables all users to see their daily workload at a
glance when they sign on. Attorneys can view all cases currently assigned to them for review, their
upcoming court dates and all their reminders (alerts) which consist of task assignments. Users can display
My View as a Grid display, or in a Tab display. System administrators can control what is displayed on a
dashboard from the user’s profile. For example, a victim advocate may only need to see their upcoming
court dates and task assignments (reminders) on their assigned cases and a discovery clerk may only need
their daily task assignments (reminders) displayed in their My View screen.
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Karpel Solutions Response – Bozeman City Attorney RFP 20
Example – My View Attorney dashboard screen
Users can display My View as a Grid display (shown above), or in a Tab display (shown below).
In addition to customizing user dashboards based on user role, PROSECUTORbyKarpel provides users the
ability to create different dashboard views using drag & drop to simply add different dashlets to their custom
dashboard.
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Karpel Solutions Response – Bozeman City Attorney RFP 21
Example- Custom My View dashboard
Supervisors have the ability to view their staffs’ dashboard and reassign cases to balance attorney workloads.
In addition to having case referrals, upcoming court dates and tasks reminders (alerts), graphical reports can
be linked to a supervisor’s dashboard for enhanced attorney caseload management.
Example- embedded dashboard reports
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Karpel Solutions Response – Bozeman City Attorney RFP 22
Calendaring
PROSECUTORbyKarpel is fully integrated with Microsoft Outlook for automatic calendaring and event email
notification for offices using Exchange Server or Office 365. If not using Outlook, our system options allow
each customer to use other email applications for automated email notifications.
Our internal calendaring system automatically builds court dockets and user calendars through our
configurable Workflow Management. Users can access their calendars from the navigation bar in a calendar
view or in a report format. Calendar entries are color coded to specify if the case has been filed (green) or if
it’s still under review (red). Hovering with the mouse will provide detail of the workflow event used to make
the calendar entry. Each calendar entry contains a hyperlink to the case allowing users to view the case
without leaving the calendar screen.
Docket Calendar
PROSECUTORbyKarpel’s electronic docket called Setting Control, is a unique feature designed to update a
docket with upcoming events without having to search for each case individually and is especially useful in
paperless offices. It is used by many attorneys in the courtroom and eliminates the need for files. As cases
are scheduled to be heard through workflow Events, they are added to a setting list. Cases can be quickly
updated with the next court event by entering the next court event and date. You can select all cases from
the list that share a common Event to relist the cases and use the Duplicate option to duplicate the Event and
Date throughout the list. Our customers save hours of manual data entry using Setting Control to update
cases coming back from court.
You can view an upcoming court setting and print the docket. You can also bring up a past court settings and
update all the cases on that setting date with a case Event or new court date from within Setting Control.
All Cases and Defendants, including co-defendants, are hyperlinked allowing you to go directly into the Case
or Defendant profile. A separate window will open allowing you to view without leaving Setting Control. Due
to open records provisions, screen shots are not provided for this proprietary unique feature.
File-less Courtrooms
PROSECUTORbyKarpel supports many file-less/paperless environments across the nation. Our proprietary
Electronic Docket Setting Control is
utilized by attorneys who take laptops
and tablets to the courtroom instead of
files. This feature provides the ability
to view each case on the docket
including a case summary “Court Face
Sheet” containing hyperlinks to case
documents, victim notes, witnesses, all
case events, defendant profile and any
case the defendant is currently serving
probation.
Furthermore, this dynamic Court Face
Sheet allows users to enter case notes,
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Karpel Solutions Response – Bozeman City Attorney RFP 23
update the case summary, add workflow events, reminders, and deadline dates directly to the case from
the Court Face Sheet.
Power Search
PROSECUTORbyKarpel assigns indexing and metadata to all records and documents when created. Our
“Power Search” has Google-type search engine capabilities allowing you to search on a keyword, or phrase.
Any document or case that contains your search criteria will be returned in the search results window. Many
of our customers no longer use brief banks to store motions and briefs. Instead, they use Power Search to
find motions and briefs previously created for other cases.
Dispose/Sentencing
PROSECUTORbyKarpel disposition and sentencing allows each charge on a case to be disposed and
sentenced. Using our Dispose feature, each charge is given a disposition and flagged for sentencing. By
selecting the Dispose button, the system will automatically update Workflow Event Entry with the disposition
of each count and take the user to the Sentencing screen to add sentencing information and/or probation
conditions.
Evidence Tracking
PROSECUTORbyKarpel Evidence Tracking allows evidence to be entered and tracked for a case. Evidence
tracking consist of entering the type of evidence, the agency that retrieved the evidence, and the location
where the evidence is being stored. Photos of the evidence can be uploaded. If evidence such as video and
audio files are stored centrally, hyperlinks can be stored within the Evidence screen. Evidence can be checked
in and out from one location to another with all transactions recorded to complete the chain of custody.
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Karpel Solutions Response – Bozeman City Attorney RFP 24
Example- Evidence Screen Example
Evidence.com
PROSECUTORbyKarpel’s integration with Axon’s Evidence.com provides the ability for our customers to
easily receive evidence from their law enforcement agencies using Evidence.com. Enabling a system option,
the application will show a new tab in the case screen that automatically links related digital evidence and
associated attributes to the case. Changes on Evidence.com are immediately available, ensuring users have
the most up-to-date information. All digital evidence is securely maintained by Axon and not stored in
PROSECUTORbyKarpel.
Karpel Solutions is working with other digital evidence service providers, including Getac, to utilize the same
seamless integration we currently have with Evidence.com.
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Karpel Solutions Response – Bozeman City Attorney RFP 25
Victim Services
PROSECUTORbyKarpel can track services provided to victims of crime through the integrated Victim Services
component including claims. This allows victim advocates the ability to have access to all case information
and generate victim letters through Workflow Event Entry.
Example- Victim Services detail
The Add Services button allows you to track the services you referred or provided to the victim. If the service
is provided to multiple victims on a case, the user is prompted the option to add the service to all victims.
You can track the amount of time you spent on each service by entering your time (in minuets only)
under the Time column. You can also track which case worker provided the service.
Victim service tracking can also be recorded on the person record pending a case being opened or not. These
services will be automatically included in the victim reports and automatically transferred if a case is created.
Tracking the time spent on services is helpful for tracking grant requirements and can be used as a basis for
grant applications. If you have more than one person assisting victims, the system allows you to specify which
worker performed the service.
PROSECUTORbyKarpel includes the option for two-way Text Messaging allowing victim advocates an
additional avenue to communicate with victims.
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Karpel Solutions Response – Bozeman City Attorney RFP 26
Example- Text Messaging option enabled
PROSECUTORbyKarpel has specific reports created for Victim Services for grant reporting. These reports are
located on the navigation menu under Victim Services and include Assignment Demographic Report; Contact
Report; Crime Category Report; Repeat Offender Report (domestic violence); Service Report; Service
Statistics, Service Time Statistics and VOCA PMT. These reports are used to pull the required statistics to
complete your grant reports.
Victim Notification Portal
PROSECUTORbyKarpel Victim Notification Portal provides victim advocates a way to communicate
electronically with victims. As more and more offices are reducing paper, and more victims rely on electronic
communication, PROSECUTORbyKarpel provides the ability to email initial victim contact letters to include a
GUID link to the Victim Notification Portal. The Portal content is completely configurable and allows victims
to create their own user ID and password; invoke their victim rights; request restitution; update their address
and other contact information and select their preferred method of contact.
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Example -Victim Notification Portal
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Civil Case Processing
PROSECUTORbyKarpel provides prosecutor offices the ability to use one application for their criminal and
non-criminal case tracking needs.
Our civil case screen templates allow customers to configure and design non-criminal case screens to meet
their other case processing needs such as child support, child protection/dependency, mental health, general
civil litigation, claims, contracts, etc. Custom screen templates design provides drag and drop to move and
add field controls used in criminal screens such as picklist (drop down menus) along with user defined fields
to capture specific case type related data elements. Your project manager will work closely with you to define
and create screens to capture all data required for your different case tracking needs. These screens can be
easily modified by the customer if changes are needed including the ability to create new screens. Below are
few examples of custom screens created for some of our customers.
Example - Child Protection (Abuse/neglect/dependency)
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Example - Child Support
Example - Case Screen Template- Design Mode
Your custom-built screens for civil cases will have the same functionality as a criminal case with document
generation, integrated scanning, court date tracking, Reminders (task alerts), deadline dates, case expense
and time tracking, calendaring including email and calendaring with Microsoft Outlook, and defined business
rules using Workflow Events.
Comprehensive Financial Tracking
Our legal case management solution includes comprehensive financials such as restitution, diversion,
programs, discovery invoicing, bad/hot checks, delinquent tax, and case expense tracking including collection
and disbursement capabilities.
PROSECUTORbyKarpel Case Expense tracking is a system option that allows predefined expenses and time
tracked with a case. Hourly rate, mileage rate and pre-determined time can be included with each expense
code to automatically insert expense and time. Expenses can be automatically added to a case through
Workflow (Event Entry) when associated with an Event or can be added manually. Documents such as
receipts can be scanned and attached to the case Expense. Case expense billing can be accomplished at the
case level or through the case expense report for all cases within a date parameter.
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Example- Case Expense and Timekeeping screen
Auto-record time entry allows the user to click a time icon on the case/matter page to start and stop
recording time.
PROSECUTORbyKarpel can automatically attach discovery fees to a case when sending discovery
electronically or sending by hard copy. The invoice template is a mail-merge template formatted per your
agency requirements and can be generated automatically when discovery is sent electronically. The
applications will track all discovery fees, including multiple submissions with the case with a sequential
invoice number. A monthly invoice statement can be generated for a law firm or an individual attorney
instead of generating an invoice from each case using the Invoices Report for billing. The Discovery Payment
screen includes the invoice number, date created and attorney or law firm that received an invoice including
any balances due. Payments are recorded as paid in full or by entering the amount of the payment. Discovery
invoicing includes several reports to assist with accounting functions such as a Deposit report, Payments
report and Statement of Accounts.
PROSECUTORbyKarpel has the accounting ability to track cases with Restitution including the amount
requested, amount ordered and balance due. Victims that are “flagged” to receive restitution will
automatically populate into the Finance tab located on the Case Information window. Payments can be
recorded, receipts printed, and disbursement to the victims is all done within the system. Payments can be
collected and receipted from the Person Information window or from the Case Information window. The
system will calculate the balance due and will generate a receipt. If payments are applied to multiple cases,
a receipt is generated for each individual case. Restitution payments can be tracked by reports developed
specifically to gather defendant payment information and cases with overdue payments. Mail-merge
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templates are a utilized to print restitution checks and a check register for disbursement tracking. Restitution
can be flagged Joint/Several for co-defending cases when judgment amounts are tracked separately.
Restitution Tracking
File Retention
PROSECUTORbyKarpel provide customers the ability to set their own retention and paper record archiving
rules that can be applied during case closing. The File Location screen allows users to set a Destruction Date
based on your retention rules. You can utilize the File Destruction Report that will list all cases that have met
their retention or use a Work Queue (dashboard) that will use task reminders to alert that a case has met
their retention. The File Location screen also provides the ability to track where the physical file is being
stored. PROSECUTORbyKarpel does not automatically archive or destroy data and documents, only the
customer can delete a case record, documents, etc.
Example- File location history screen.
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Reporting and Analysis Tools
PROSECUTORbyKarpel includes approximately 200 predefined reports that are categorized by function such
as Maintenance, Attorney, Grand Jury, Sentencing, Statistics, Financials, Victim Services and Evidence
tracking reports. Many reports contain hyperlinks to defendants, witnesses, and cases allowing a user to drill
down into specific information without leaving the report. All reports are designed in SSRS. These reports
can be copied and moved to your own custom report menu, giving you the ability to modify an existing report
to meet your reporting needs.
All reports allow users to select parameters such as dates, date ranges and table-driven data. Sort
options are also available on most all reports. All reports can be exported into other formats such as
PDF, Excel, PowerPoint, TIFF, CSV, Word and MHTML.
There are several attorney reports available to assist management with workload assignment. For example,
the Attorney Workload report will give you an up-to-date percentage of cases currently assigned to an
attorney, or it can be generated to list cases with a breakdown of the number of felony and misdemeanor
cases currently assigned to the attorney. This report is to help office management gauge the percentage of
an attorney’s workload allowing for assignment adjustments.
Example- Report Criteria screen
Besides the canned reports currently available for each customer implementation, ad hoc reporting is
accomplished using SSRS. Using SSRS Report Builder, customers can create reports that better meet their
needs. These reports can be scheduled to run automatically based on your requirements and can be emailed
to recipients. In addition to SSRS, PROSECUTORbyKarpel integration with Jaspersoft provides another option
for customers to create custom reports. The Japsersoft annual subscription fee is $5,000 and a onetime
installation fee of $1,000 that includes up to four (4) hours online training.
Queries
Another aspect of ad hoc reporting includes the Inquiry Menu. This menu allows authorized users to
generate simple lists and counts of data. Legal Inquiry, Case Reporting Type Inquiry, Charge Inquiry, Open
Cases by DSN (officer) and Person Type Inquiry allow users to select data elements, date parameters and can
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save search criteria for future use. Query results can be printed and exported.
Legal Inquiry will present a list of cases that meet your specific criteria such as selecting a specific prosecutor
whose cases have a specific defense attorney, police witness, defendant, or lay witness. Charge, case type,
jurisdiction, defendant status and court division are additional criteria. You can refine your search by listing
only open, disposed, probation or closed cases, and only include certain case dispositions.
Case Reporting Type Inquiry will present a list of cases that are based on specified Case Type. Query results
can be limited by assigned attorney, defense attorney, police agency, case state and jurisdiction. You can
refine your search by listing only cases that are open, disposed, on probation, closed, review and refused.
Sort options, subtotal options, and the ability to save the report criteria are also available.
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Charge Inquiry will present a list of cases with specific charges, similar to Case Type Inquiry. Query results
can be limited by case category, police agency, assigned prosecutor, case type and jurisdiction. You can refine
your search by listing only open, disposed, probation or closed cases. Search criteria can be saved for future
use. Furthermore, mapping is available to view trends based on crime locations. Each incident is linked back
to the case allowing access to the case along with the ability for street view of the crime location.
Example- Charge Inquiry mapping option
Data Exchange Interface Development
Karpel Solutions thrives on building long term partnerships with our customers which is especially important
when making a substantial technology investment. Karpel Solutions has the ability to provide interfaces
required by the City of Bozeman. Our talented and diversified developers allow Karpel Solutions to provide
data exchange services without the need for partnering with a third-party subcontractor, or the purchase of
an expensive API. We make use of industry best practice standards, such as web services and the National
Information Exchange Model (NIEM) to accomplish the automation of data exchanges. We have cost-
efficiently developed and presently support over 425 data exchanges with law enforcement and court
systems throughout our customer base.
Karpel Solutions has worked with different agencies over the years to accommodate their data sharing
needs. Through our experiences we recommend the following: First, fully analyze the data that needs sent
or received from each of the systems. This is a joint effort between all stakeholders and Karpel
Solutions. Next, we evaluate business practices and procedures necessary to facilitate the appropriate timing
in which this data will be exchanged. Finally, we define a NIEM 2.0 compliant XML interchange based on the
GJXDM similar to our current court interface IEPD and LE interface IEPD. Once the definitions are complete,
the web services are built to securely transfer the information. Testing begins with the appropriate test
databases. Upon user acceptance of all data exchange partners, an implementation timeline is established,
and the data exchange is implemented.
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There are multiple data exchanges built into PROSECUTORbyKarpel. These exchanges are predominately
NIEM 2.0 compliant XML Data Exchanges. On occasion flat files, FTP, and other exchanges are built to
accommodate other data exchange partners’ technology limitations. These exchanges include the ability to
import arrest information from law enforcement/jails, exporting filing information to the court, import court
dates and minutes, arrest disposition reporting to a criminal history repository, exporting discovery to
Defense attorneys, Call Off notifications to Police and Police vacation schedules.
Electronic Arrest/Referral Transfer
PROSECUTORbyKarpel has the ability to receive arrest/referral information electronically from local law
enforcement and jail RMS. The referrals are stored and accessed from the Import Queue allowing users
to import them into PROSECUTORbyKarpel.
Court Interface
PROSECUTORbyKarpel can electronically transfer initial filing data and documents to the court.
Electronic filing with court systems will automatically work with PROSECUTORbyKarpel if developed
internally using our court IEPD and documents can be included in the transfer.
PROSECUTORbyKarpel can import court events from court systems utilizing web services. This allows our
customers to easily update cases with court minutes and court dates set by the court.
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Case Information Window- electronic Filing with documents
Karpel Application Programming Interface (API)
Karpel Solutions provides APIs to support outbound interface exchanges utilizing the Karpel Case Schema via
a Workflow Event Code. This allows an outbound exchange to be triggered when the Event is added to a
case. You can add the XML exchange to the Event Code through Event Code maintenance.
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Business Rules- Workflow Engine
Karpel Solutions provides a graphical user interface for system administrators to build and maintain
Workflows based on their business rules. There is no limit to the number of workflows that can be created.
Workflow Events can be configured to complete multiple tasks such as generate a document, set a court
date, change a case stage, specify a new file location, send automatic email, or text notifications, and set a
reminder (task alert) to a specific user or users. With the entry of one Workflow Event, all these processes
can occur automatically.
Events can be configured to prompt the user to select witnesses/victims and court dates for document
generation. An event that will docket a case can be added to the assigned or event attorney’s external
calendar, such Microsoft Outlook. When the event is added, the user will be prompted to add the date to
the attorney’s external calendar. If the user selects cancel, the attorney’s external calendar will not be
updated.
Events that trigger witness documents such as subpoenas will automatically alert the user if the officer,
witness or assigned attorney is unavailable for that court day. This feature only works if attorney, officer and
witness unavailable dates are added to the system.
Example-Attorney unavailable message
PROSECUTORbyKarpel can notify the user when trying to issue a subpoena for an officer that is the subject
of Brady material and when an officer witness is added as a party to a case. Officers no longer with a
department are terminated in system maintenance by the system administrator and will either mark them
as a civilian and update their person profile with their civilian address or add them to another agency if the
officer has transferred. The subpoena will merge the appropriate address for the officer based on their
profile.
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Example Brady warning
Workflow and business rule definitions begin at the beginning of all implementations. Your office will
designate system administrators who will begin learning how to create workflows during the start of your
project with system administrator training and continued training throughout your implementation and user
training. While PROSECUTORbyKarpel’s workflows and other areas of functionality can accommodate most
of Justware’s automated business rules, automating the management of a case without human intervention
goes against the best practices that have been established by our interaction with over 450 different criminal
prosecution offices across the U.S. Our customers can attest that when there is a good idea for application
functionality, enhancements can, will, and have been made for the benefit of our entire customer base.
Example of a Workflow Event configuration utility
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Karpel Solutions Response – Bozeman City Attorney RFP 39
Administrator Tools-System Options and Codes Tables
Karpel Solutions is a solutions provider that focuses on streamlining criminal prosecution across America with
the implementation of current and cost-effective technology. We have customers in 30 different states and
have found that the business practices and procedures used in criminal proceedings across America is mostly
the same everywhere we have implemented. However, there are nuances in the laws from state to state
that requires some alterations to the application. These alterations are handled through well over 100
Show/Hide settings and System Options. For example, California requires the usage of multiple
enhancements per charge while Missouri does not. New Hampshire sentences Defendants to “ranges” of
confinement instead of specific periods of time. Show/Hide options allows some system fields to be renamed
through the user interface, where applicable, and show or hide fields to meet local agency requirements.
Example-System Options Show/Hide Menu-person record
Additionally, PROSECUTORbyKarpel includes a Maintenance menu with 100+ maintenance tables that allow
System Administrators to configure and maintain the information needed to keep the program up to date
including user-defined fields, adding attorneys, changes in charges (Statutes) and charging language, other
agencies and officers, court settings/dockets, etc. All Codes Tables (drop-down menus) are included in the
Maintenance menu for system configuration and maintenance.
Example- Attorney Maintenance screen
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User Security
PROSECUTORbyKarpel user security levels are maintained on each individual user of the program. The
different components of the program can be set for each individual user to view only, edit, or maintain. Other
security features include delete and having access to other features of the program located on the program
main menu (navigation bar) such as Juvenile access, participant merging, case merging and reports. Teams
or group security is also available.
Example-User Security profile
User profiles can be used to store and track training hours and credits, vacation time and documents, such
as certificates can be scanned and attached to the user profile.
Besides user application security, PROSECUTORbyKarpel has the ability to restrict user access to persons,
cases, charges and documents flagged as Confidential, Sealed or Expunged. For example, only users that can
view Confidential will see persons and cases flagged as confidential. Furthermore, persons, cases, charges,
and documents can be secured by selecting which users will have access by adding them as an Authorized
User to the case, person, charge, or document. This security feature is especially helpful for high profile
cases, persons, and investigations.
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Karpel Solutions Response – Bozeman City Attorney RFP 41
Example-Setting authorized user for a case
Case Audit and User Audit reports are available to system administrators for reviewing all actions, edits and
deletes by a user, or by case. Each screen of PROSECUTORbyKarpel is date, time and user ID stamped every
time a user edits a screen. The User Audit report will show when a user logs on and their IP address.
Online Help Documentation
PROSECUTORbyKarpel includes online support from within the application. The application user guide can
be accessed through the application help link and contains bookmarks allowing users to go directly to a
specific topic. Furthermore, the help screens allow system administrators to customize help by adding office
policies and procedures that will assist users and future users adhere to the usage of the application. Included
on the Help screen is a link to our Video Library that contains training webinars and Wiki type help is available
for each screen.
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Online Help Guide
Wiki Help example
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Optional Module- External Agency Portal
PROSECUTORbyKarpel External Agency Portal is an internet-based module that allows your justice partners
“view only” privileges to view basic case information such as charges, co-defendant, court dates, current case
stage, dispositions, and sentences. It also includes the ability for your justice partners to attach and submit
additional media/documents to the Prosecutor’s Office electronically through the site.
In addition to allowing your justice partners to look up and view the progress and outcome of their cases, the
Portal allows external agencies to submit new cases/referrals with case data and documents to
PROSECUTORbyKarpel. The Prosecutor’s Office will receive the referrals through the Import Queue allowing
them to assess the referral and assign to the appropriate attorney or work queue.
Example- External Portal- Attach file
Create new referral
eSubpoena for law enforcement is included with External Agency Portal and provides electronic
submission of subpoenas to officers, allowing them to be served electronically and track their subpoena
court dates.
The eSubpoena module allows officers to receive an email or text notification automatically when a
subpoena is generated and will automatically flag the officer as served in PROSECUTORbyKarpel when
the subpoena is opened. From the link provided in the email notification, the officer will access his/her
list of subpoenas using a secure log in and password. Court dates that are cancelled will automatically
email the subpoenaed officer of the cancellation.
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Example- eSubpoena service
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General Technical Requirements
PROSECUTORbyKarpel is built with browser technology .NET, MVC and HTML5 to be completely browser
neutral, making it fast and user friendly without the need for any client-side applets. The database is
Microsoft SQL (current version 2019) which is known for its cost effectiveness and ability to efficiently
scale from a few megabytes to terabytes without losing any performance when properly architected.
Microsoft SQL Server is an open ODBC compliant database that supports a wide variety of data extraction
tools.
The application supports current supported versions of Windows OS and MAC OS along with all browsers
such as IE, Edge, Chrome, Safari, etc. Many of our customers can access the applications on their iPads,
iPhones and tablets. Responsive screen design automatically recognizes mobile devices, such as phones
providing you the ability to easily access case and person information from your phone with a mobile
application look and feel.
Example- mobile phone device screen
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PROSECUTORbyKarpel is fully integrated with Microsoft business solutions such as Word and Outlook,
including Office 365. It is the responsibility of the City to purchase and license any required 3rd party software
to utilize the features and functionality incorporated into the case management system.
Required Software
Software Product Information
Software product Microsoft Word (full version)
Version number 2013 or greater
Reason for product Integrated document generation
Optional unless required for discovery redaction
Software Product Information
PDF application recommended Foxit Phantom PDF Business Edition
PDF application supported (possible
configuration modifications may be needed) Adobe DC Professional
Integrated scanning requires TWAIN complaint scanners. It is the responsibility of the County to purchase
any hardware necessary to utilize the scanning feature. Some scanners used by other clients include the
following: Epson ES400, Canon P-215II, Canon R40, Canon DRC-225, Fujitsu 7030, Fujitsu 7160, Fujitsu 7180.
Please note the Fujitsu ScanSnap scanners are not compatible with the integrated scanning feature.
Hardware Recommendation for Workstations/Tablets
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Karpel Solutions Response – Bozeman City Attorney RFP 47
Hosting Services
Karpel Solutions hosted services are provided through Microsoft’s Azure Government Cloud. Azure
Government is designed to meet the higher-level security and compliance needs for sensitive, dedicated, U.S.
Public Sector workloads found in regulations such as United States Federal Risk and Authorization
Management Program (FedRAMP), Department of Defense Enterprise Cloud Service Broker (ECSB), Criminal
Justice Information Services (CJIS) Security Policy and Health Insurance Portability and Accountability Act
(HIPAA). For more information regarding security and CJIS compliance, please go to
https://azure.microsoft.com/en-us/support/trust-center/compliance/
Our hosted solution has a 99.5% uptime SLA. The solution is managed by our networking and managed
services technicians employed by Karpel Solutions. 24/7 monitoring is performed by our technicians and by
other systems run by Karpel Solutions. External penetration testing and uptime verification is performed by
third party systems. Additionally, every year Karpel Solutions employees with access to the corporate
network go through a federal fingerprint check and security awareness training to remain CJIS compliant.
Our hosted service includes offsite backup and disaster recovery services.
All data in transit and at rest is encrypted. All data storage is FIPS-140 and all connections between the Client
and the production site is over an encrypted connection with certificate provided by a trusted source. The
database and interfaces communicate via a separate subnet to the application (web) servers. Firewalls are
used between the application and the internet as well as between the database and application tier.
Redundancy/Failover
The Azure Government Cloud provides extensive redundancy. The application is running in two different
regions of the US. Within each of those datacenters are three separate zones that are also running a full copy.
The latency of replication between the two datacenters is less than 10 minutes. The location of these
datacenters is Texas and Arizona.
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Azure Government Backup and Restore Policy
All databases have nightly full backups performed with a log backup taking place every 60 minutes. Retention
of all backups is one (1) year in age. All backup files are stored on a separate storage system within Azure
Government with geographic replication enabled. All backup files are encrypted with a key created by Karpel
Solutions. All websites are backed up nightly with a rolling 7-day retention. These servers are static and will
not have any other data housed on them except for the web sites. All documents are replicated to a
geographically separate location within the United States. Replication from the primary to secondary location
is within 5 minutes.
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Karpel Solutions Response – Bozeman City Attorney RFP 49
Attachment C
Cloud Services Questions
1. Services levels: What level of service should we expect? What is the City’s recourse for
excessive downtime? Refund of percentage of monthly fee?
Minimum service level commitment is 99.5%. In the past 10 years, total downtime is less than
10 hours with most of that time outside of normal business hours. Depending on the cause of
any excessive downtime event, clients can be credited a percentage of the annual hosting fee
on their next annual billing.
2. Data ownership: Who owns the data we provide and what can be done with the data?
All data is owned by the client.
3. Data security: How secure is our data and how is it being kept secure?
All data in transit and at rest is encrypted. All data storage is FIPS-140-2 and all connections
between the Client and the production site is over an encrypted connection with certificate
provided by a trusted source. The database and interfaces communicate via a separate subnet
to the application (web) servers. Firewalls are used between the application and the internet as
well as between the database and application tier.
a. If this a multi-tenant environment on the same hardware how is our data kept separate
and secure from other customers, including PII (Personally Indefinable Information) that
may be gathered?
Each client has their own named storage account that is segregated from all others.
b. If PII is gathered, is it encrypted in transit and at rest?
Yes, all data is encrypted in transit and at rest.
c. If credit card transactions are occurring is your system fully PCI complaint?
PROSECUTORbyKarpel does not store or process credit card transactions.
4. Data integrity: What do you do as a vendor to ensure our data maintains its integrity?
a. Yearly audits by an external security firm.
b. Yearly audits starting in 2021 by DHS.
c. Quarterly internal audits.
d. Daily testing of resources.
e. Compliance policies in place that check infrastructure and other associated
resources in place.
f. Internal IT policies in place for all employees.
5. We require data centers to be located in the United States: What country will our data
be located in?
All data centers are in the United States.
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Karpel Solutions Response – Bozeman City Attorney RFP 50
6. Responding to legal demands to disclose data: What is our process when someone
subpoenas or requests our data from you as a vendor?
Karpel Solutions does not release any data without written permission from the client.
7. Reporting: What is your protocol for data breaches?
Karpel Solutions Breach Response Policy
1.0 Purpose
The purpose of the policy is to establish the goals and the vision for the breach notification
process. This policy will clearly define to whom it applies and under what circumstances, and it
will include the definition of a breach, staff roles and responsibilities, standards, and metrics
(e.g., to enable prioritization of the incidents), as well as reporting, remediation, and feedback
mechanisms. The policy shall be well publicized and made easily available to all personnel
whose duties involve data privacy and security protection.
Karpel Solution’s Information Security's intentions for publishing a Data Breach Notification
Policy are to focus significant attention on data security and data security breaches and how
Karpel Solution’s established culture of openness, trust and integrity should respond to such
activity. Karpel Solution’s Information Security is committed to protecting Karpel Solution's
employees, client data and the company from illegal or damaging actions by individuals, either
knowingly or unknowingly.
All employees should familiarize themselves with the information definition and
guidelines that follow this introduction.
2.0 Background
This policy mandates that any individual who suspects that a theft, breach or exposure of
Protected data or Sensitive data has occurred must immediately provide a description of what
occurred via e-mail to support@karpel.com or by calling 314-892-6300. This e-mail address,
phone number are monitored by the Karpel Solution’s System Administrators. This team will
investigate all reported thefts, data breaches and exposures to confirm if a theft, breach or
exposure has occurred. If a theft, breach or exposure has occurred, the Systems
Administrators will follow the appropriate procedure in place.
3.0 Scope
This policy applies to all whom collect, access, maintain, distribute, process, protect, store, use,
transmit, dispose of, or otherwise handle personally identifiable information (PII).
4.0 Policy
Confirmed theft, data breach or exposure of Protected data or Sensitive data.
As soon as a theft, data breach or exposure containing client Protected data or Sensitive data
is identified, the process of removing all access to that resource will begin.
The Security Engineer will chair an incident response team to handle the breach or exposure.
The team will include members from: • IT Infrastructure • IT Applications • Finance (if applicable)
• Legal
• Communications
• Human Resources
• The affected unit or department that uses the involved system or output or whose
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Karpel Solutions Response – Bozeman City Attorney RFP 51
data may have been breached or exposed
• Additional departments based on the data type involved, Additional individuals
as deemed necessary by the Security Engineer
Confirmed theft, breach or exposure of Karpel Solution’s or client data
The Security Engineer will be notified of the theft, breach or exposure. IT, along with the
designated forensic team, will analyze the breach or exposure to determine the root cause.
Work with Forensic Investigators
As provided by Karpel Solution’s cyber insurance, the insurer will need to provide access to
forensic investigators and experts that will determine how the breach or exposure occurred; the
types of data involved; the number of internal/external individuals and/or organizations impacted;
and analyze the breach or exposure to determine the root cause.
Develop a communication plan
Work with Karpel Solution’s communications, legal and human resource departments to decide
how to communicate the breach to: a) internal employees, b) the public, and c) those directly
affected.
Ownership and Responsibilities Roles & Responsibilities:
• Information Security Administrator is that member designated by the Security
Engineer or the Director, Information Technology (IT), who provides administrative
support for the implementation, oversight and coordination of security procedures
and systems with respect to specific information resources in consultation with the
relevant Sponsors.
• Users include virtually all members of the community to the extent they have
authorized access to information resources, and may include staff, trustees,
contractors, consultants, interns, temporary employees and volunteers.
• The Incident Response Team shall be chaired by Executive Management and shall
include, but will not be limited to, the following departments or their representatives:
IT-Infrastructure, IT-Application Security; Communications; Legal; Management;
Financial Services, Member Services; Human Resources.
5.0 Enforcement
Any Karpel Solutions personnel found in violation of this policy may be subject to disciplinary
action, up to and including termination of employment and prosecution. Any third-party partner
company found in violation may have their network connection terminated.
Definitions
• Encryption or encrypted data – The most effective way to achieve data security. To read
an encrypted file, you must have access to a secret key or password that enables you to
decrypt it. Unencrypted data is called plain text
• Plain text – Unencrypted data
• Hacker – A slang term for a computer enthusiast, i.e., a person who enjoys learning
programming languages and computer systems and can often be considered an expert
on the subject(s).
• Protected Health Information (PHI) - Under US law is any information about health status,
provision of health care, or payment for health care that is created or collected by a
"Covered Entity" (or a Business Associate of a Covered Entity) and can be linked to a
specific individual.
• Personally, Identifiable Information (PII) - Any data that could potentially identify a
specific individual. Any information that can be used to distinguish one person from
another and can be used for de-anonymizing anonymous data can be considered
• Protected data - See PII and PHI
• Information Resource - The data and information assets of an organization, department
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Karpel Solutions Response – Bozeman City Attorney RFP 52
or unit. Safeguards - Countermeasures, controls put in place to avoid, detect,
counteract, or minimize security risks to physical property, information, computer
systems, or other assets. Safeguards help to reduce the risk of damage or loss by
stopping, deterring, or slowing down an attack against an asset.
• Sensitive data - Data that is encrypted or in plain text and contains PII or PHI data. See PII
and PHI above.
8. Disaster recovery: What protections/protocols do you have in place to mitigate disasters?
All databases have nightly full backups performed with a log backup taking place every 60
minutes. Retention of all backups is one (1) year in age. All backup files are stored on a separate
storage system within Azure Government with geographic replication enabled. All backup files
are encrypted with a key created by Karpel Solutions. All websites are backed up nightly with a
rolling 7-day retention. These servers are static and will not have any other data housed on them
except for the web sites. All documents are replicated to a geographically separate location within
the United States. Replication from the primary to secondary location is within 5 minutes.
9. Business continuity: If you decide to bring our business to an end what happens to our
data?
All data and documents are returned to the client. Karpel Solutions follows NIST 800-88 for
compliance with data disposal after it’s returned to the client.
10. Termination rights and consequences: What is your termination policy both for you as a
vendor and us as a customer?
Either Karpel Solutions or client can terminate the contract. Karpel Solutions or the client gives
written notice to the other party 30 days prior to the expiration of the then current term of intent
not to renew.
11. Exit: If we exit our relationship what format can we get our data in and what assistance will
you give us in transferring our data to us in a usable format?
Karpel Solutions will return all data in SQL backup and documents returned by disk (i.e.,
external drive, blue ray etc.) or direct download.
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Karpel Solutions Response – Bozeman City Attorney RFP 53
Related Experience
PROSECUTORbyKarpel was designed by Prosecutors for Prosecutors. It was first developed in Oracle for the
St. Louis Circuit Attorney’s Office in 1999 and moved to a browser-based, Microsoft .NET platform in 2007.
Through a competitive bid process, Karpel Solutions was selected in 2005 to provide a case management
solution to all Missouri prosecutors (115 Counties). Karpel Solutions began nationally marketing
PROSECUTORbyKarpel in 2009 and now have customers in 30 states.
Karpel Solutions is laser focused on criminal case management. PROSECUTORbyKarpel is a complete,
integrated, case management software system. Used by over 450 Prosecutors and over 12,500 users across
30 states, PROSECUTORbyKarpel is the most widely used Prosecutor case management software in the
United States.
Customer Implementations since 2006
Karpel Solutions provides all services without the need for third-party contractors for a successful
implementation. All projects include project management, business/fit/gap analysis, data conversion,
document template conversion, custom reports, interface development, onsite training, and ongoing
support. We have successfully converted JustWare for customers in Oklahoma, Oregon, Arizona, Nevada,
Idaho, and Montana.
Montana Statewide Project
PROSECUTORbyKarpel is used by 29 County Attorney’s and the Billings City Attorney. This project included
projects with data conversion from JustWare and FullCase, including onsite training to projects with the
smallest County Attorneys participating in Regional Training. We have worked closely with MCAA, the
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Karpel Solutions Response – Bozeman City Attorney RFP 54
Supreme Court and several from the Attorney General’s Office to make sure all PROSECUTORbyKarpel clients
have the data needed to be successful and operate efficiently. Standard document templates, including DN
and DI documents, have been created to save every Montana prosecutor precious time. The Montana
Supreme Court is excited to work with Karpel to develop an interface with FullCourt Enterprise when they
are finished with the FCE statewide rollout.
Below are a few JustWare conversions we have completed over the last few years.
Deschutes County District Attorney’s Office, Oregon
Deschutes County went live on PROSECUTORbyKarpel in February 2018. This four-month project included
converting data from JustWare, document template conversion, data imports for in-custody and officer
vacation schedules, re-defined workflows, project management, onsite training and go live support. This 65-
user office implemented in the Cloud with the goal to transition to a paper-on-demand office with in-court
case processing and eDiscovery.
Tulsa County District Attorney’s Office, Oklahoma
Tulsa County went live on PROSECUTORbyKarpel in March 2018. This eight-month project included
converting data from JustWare along with 5 ancillary systems that included bad check, restitution, drug
fund/forfeiture, state witness fund and civil case matters; multiple enhancements to accommodate their
unique business processes for fee collections, disbursement and forfeiture cases, document template
conversion, custom reports, data exchange to OSBI (arrest disposition reporting to criminal history
repository), project management, onsite training and go live support. This 118-user office implemented in
the Cloud with the goal to transition to a paper-on-demand office with in-court case processing, eDiscovery
and the ability to interface with their law enforcement agencies.
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Karpel Solutions Response – Bozeman City Attorney RFP 55
Cascade County Attorney’s Office, Montana
Cascade County went live on PROSECUTORbyKarpel in April 2021. This four-month project included
converting data from JustWare, document template conversion, re-defined workflows, civil case page
templates for the non-criminal matters, project management, onsite training and go live support. This 27-
user office implemented in the Cloud and is utilizing eDiscovery.
Gallatin County Attorney’s Office, Montana
Gallatin County went live on PROSECUTORbyKarpel in June 2021. This four-month project included a
JustWare conversion, document template conversion, re-defined workflows, civil case page templates for
the non-criminal matters, project management, onsite training and go live support. This 30-user office
implemented in the Cloud and is utilizing eDiscovery.
Billings City Attorney’s Office, Montana
The Billings City Attorney’s County went live on PROSECUTORbyKarpel in July 2021. This four-month
project was similar to other Montana implementations that included a JustWare conversion, document
template conversion, re-defined workflows, civil case page templates for the non-criminal matters, project
management, onsite training and go live support. This 16-user office implemented in the Cloud and is
utilizing eDiscovery.
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Karpel Solutions Response – Bozeman City Attorney RFP 56
Proposed Implementation Schedule
Karpel Solutions provides all services for a customer transition. This includes project management, data
conversion, document template conversion, system configuration, system installation, interface
development, onsite training and go live support. Project implementation timelines for most of our
customers range from 3 months to 8 months. Each project timeline includes the following:
• Pre-Implementation Meeting
• Business Analysis and Fit/Gap Assessment
• Application and Database Installation
• Data Conversion Reviews
• System Customization Review
• Scheduled project conference calls
• User acceptance testing
• Onsite go live training and support
Project Timeline
Karpel Solutions begins all projects by receiving a copy of the customer’s legacy data to begin the conversion
process. This should occur within 30 days or less after establishing a go live date and project start date. This
allows us to show you how your data will look in the software and to extract current codes table data into a
well-organized pre-load workbook for your system administrators to begin system configuration after our
first onsite pre-implementation meeting.
The following Implementation Timelines are a generalization of our current implementation plan for the City
of Bozeman. We proposed a 4-month project timeline. While each implementation is unique and requires
some additional requirements worked into the timeline, our Implementation Timeline is built around the “go
live” date. Specific milestones and deadline dates are worked into the plan to meet this date.
PROSECUTORbyKarpel Implementation Timeline
Deadline Date Tasks and deliverables Days out
Project Start
date
Webinar Conducted. Project Pre-Implementation Meeting is scheduled. Review
customer and Karpel commitment for a formalized project plan. 1st Legacy Data
Extraction is provided to Karpel. This data extraction will be used for the pre-
implementation meeting. this extraction needs to be a SQL database if possible.
Karpel will assist if deemed necessary.
Assigned resources: Vendor project manager, customer project manager
120
PC assessment completed, and any necessary hardware or software ordered to meet
PBK Installation Prerequisites.
Assigned resources: Customer project manager, and IT personnel
100
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Karpel Solutions Response – Bozeman City Attorney RFP 57
Online pre-implementation meeting with project manager and System
Administrators. Application Overview WITH the 1st data conversion complete.
(One Customer System Administrator must be a Policy Setting Attorney). This
meeting will begin with application overview, and legacy data application analysis.
Pre-load configuration is explained, and initial Document Templates are received.
Workflow pre-configuration is conducted.
Assigned resources: Vendor project managers, customer project managers, system
administrators
90
Teleconference status meeting with Karpel and agency project manager will occur to
review progress on hardware/software assessments, finalize pre-implementation
meeting timeline agreement.
Assigned resources: Vendor project managers, customer project manager/system
administrators.
80
1st Data Conversion Webinar is reviewed on Karpel servers along with the Pre-load
worksheets. Agency Document Templates are received. Data validation spreadsheets
will be explained, and data validation will begin. System Administrator training
begins. Workflow pre-configuration is conducted. Interfaces are reviewed and
analyzed to define testing procedures.
Assigned resources: Vendor project manager, vendor data migration specialist,
customer project manager, system administrators, selected data validation users.
60
Teleconference status meeting with Karpel and agency project manager will occur to
review progress and answer additional questions regarding pre-load spreadsheet.
Assigned resources: Vendor project manager, customer project manager/system
administrators.
50
Installation/configuration of SQL and PBK on the agency site by Karpel will begin.
Karpel Support installation and application testing on each workstation should begin
at this time. Karpel Solutions or local IT support will schedule workstation application
testing and follow Karpel testing procedures to thoroughly test browser functionality,
document generation, Outlook Calendaring, and email on each workstation.
Assigned resources: Vendor project manager, 2 vendor technicians, customer
project manager and IT personnel.
45
Online document template conversion review. Customer will review converted
templates for accuracy and report any inaccuracies to Karpel over the next two
weeks.
Assigned resources: Vendor project manager, vender document conversion
specialist, customer project manager, system administrators
45
The agency project manager will provide Karpel with any additional Legacy Data,
additional Legacy Documents and a fully complete Pre-Load Spreadsheet and
completed data validation spreadsheets from the first data conversion. The agency
project manager will notify agency IT support to coordinate the legacy data upload
for final conversion with Karpel.
Assigned resources: Vendor project manager, vender data migration specialist,
customer project manager and IT personnel.
35
Training Schedule is completed with assignment of all office staff to specific training
sessions. The Policy Setting Attorney must attend the initial Configuration, Case
Initiation and Event Entry sessions at a minimum. Training room and equipment are
verified.
Assigned resources: Vendor project manager, customer project manager/system
administrators
35
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Karpel Solutions Response – Bozeman City Attorney RFP 58
Online Administrator Training and Mock Go-live - Karpel will train the System
Administrators exactly as the staff will be trained upon go-live. The preliminary data
conversion on the Agency's pre-production site will be used for this training including
completed Document templates and Workflow Configuration. Agency will re-
validate the accuracy of Defendants, Co-Defendants, Cases, Court Dates, Events,
Dispositions, and Financials. Application testing will continue. Agency project
manager will report all inaccuracies to Karpel. Begin final testing of all application
interfaces. (at this point data conversion will repeated as deemed necessary by our
data conversion experts to correct data conversion anomalies reported in the data
validation spreadsheets)
Assigned Resources: Vendor project manager/trainer, assistant trainer, customer
project manager, system administrators, selected data validation users.
30
Teleconference status meeting with Karpel and agency project manager to review
current data validations and acceptance testing. Review of timeline to meet
scheduled "go live" date.
Assigned resources: Vendor project manager, customer project manager, system
administrators.
21
Complete installation and testing of all workstations by Karpel Solutions or local IT
support.
Assigned resources: Vendor project manager, customer project manager, customer
IT personnel.
14
Final teleconference status meeting with Karpel and agency project manager to
verify final data accuracy and training area is prepared for scheduled training.
Assigned resources: Vendor project manager, customer project manager, system
administrators
7
Final Legacy Data received by Karpel.
Assigned resources: Vendor project manager, vendor data migration specialist,
customer project manager, customer IT personnel
3
Go live date Final Data Conversion is loaded. Karpel trainers arrive at the training room. Final
configuration of the application is reviewed with all system administrators present.
User training begins. Customer begins using application in a live state.
Go Live
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Karpel Solutions Response – Bozeman City Attorney RFP 59
City Staffing
It is required that the Bozeman City Attorney’s Office provide members/supervisors from each unit to
represent their department and a policy setting attorney with decision making authority to the project.
These members will be referred to as system administrators. System administrators do not need a
technical background but must be proficient in all business processes within their unit and the authority
to make decisions. The role of the system administrators and policy setting attorney is to assist with the
configuration of the application; perform user acceptance testing; assist with data conversion validation
and system configuration reviews; schedule their staff for training; attend all training with their staff; set
and enforce policies and procedures in using the system, and will be the contact person for their unit if
a problem arises after implementation and training.
For a successful project, Karpel Solutions requires the City of Bozeman to provide an adequate number
of resources assigned to the project, and are committed to its success by allocating the time needed to
perform the following tasks:
• Excel Pre-Load Workbook. The pre-load workbook will contain codes/values from your existing
system to allow designated staff to add/modify or cleanse data that will be loaded into
PROSECUTORbyKarpel prior to final data conversion. You will be required to review and
approve the codes in this workbook including your law enforcement agencies, officers,
prosecutors, defense attorneys, judges, court divisions/settings, workflow events, etc.
• Data validation. It is required that data validators from each unit/department select 10 cases
for every year using the legacy system to validate our conversion efforts. You will be provided
with a data validation worksheet for each case to note any inaccuracies and provide back to the
Karpel project manager. Data validators will attend all online data conversion reviews. Data
validation can take some time and we rely on data validators to confirm the accuracy of the
conversion prior to the scheduled go live date. It’s not unusual for each set of 10 cases to take
up to 4 hours to review.
• Document template conversion. Karpel Solutions will convert the most used templates (daily,
weekly, monthly) and convert into mail-merge templates that will generate from the
application. Your designated staff must attend the online document template review meetings
to review the document templates and learn how to test and validate templates in
PROSECUTORbyKarpel. It can take up to 10 minutes to validate each criminal type template
and up to 30 minutes for each civil type template.
The following is an outline of the tasks/service and estimated time required by the City of Bozeman. Please
note that time is listed in days and means tasks will be performed within the project timeline period for
meetings, configuration, data validation, testing, and other tasks required prior to go live.
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Karpel Solutions Response – Bozeman City Attorney RFP 60
Task Staffing
(Number/Type)
Capabilities, Skills,
Knowledge
Time
Business analysis, project
management/Set policies.,
Workflow Management
configuration/data
configuration
1 project manager.
Designated System
Administrators
Business
operations/decision
making authority
Throughout the 120-
day project timeline to
attend schedule
meetings and internal
meetings.
Workflow Management
configuration, data
validation, data auditing
System Administrators
(1 representative from
each Unit)
Business
operations/decision
making authority
During a 90-day period
in the project timeline.
Data validation, data
auditing, document template
auditing
power users (at least
2 representatives from
each Unit)
Business operations 40-50 hrs. *average
Interface
development/testing (if
applicable for go live)
IT data exchanges/web
services
30 days *average
Karpel Solutions will require assistance from the City of Bozeman IT Department staff to perform
server/workstation assessments and procure legacy data cuts for data conversion. During implementation,
we rely on local Information Systems assist with setting up a training area, provide network access to the
trainer and assistant trainers, and to be available for any network issues that may arise.
Implementation Plan
Karpel Solutions project management documentation consists of a Project Implementation Timeline using
Microsoft Excel. This timeline will include tasks and milestone dates for completion of tasks. These tasks are
conducted by online meetings (Pre-Implementation meeting), web and phone conferencing, and verbal and
written correspondence. Each timeline is tailored to meet the needs and requirement of the customer.
Karpel Solutions is proposing a 4-month project timeline (120 days) from project start to project completion.
Karpel Solutions project implementation plan includes scheduled communications with the project manager
and other designated staff for online meetings throughout the life of each implementation. Additionally,
teleconferences are scheduled within the implementation timeline to occur every 10-20 days to review the
progress of a pending milestone and if any adjustments are needed to meet the designated go live date.
It has been our experience, regardless of the size of the office that a successful implementation begins with
strong leadership. This leadership must be provided by the elected or appointed attorney, or the first
assistant attorney. We have found that transitioning from one system to another will reveal different ways
to perform business processes. Users are naturally resistant to such changes and to be trained correctly, we
rely on the attorney to set policy and procedures to accommodate these changes. Another factor to your
success will be the degree of willingness the system administrators have to enforce policies and actively
participate in the configuration and training of users. Then, their commitment to continue working together
to make uniform, office wide policy decisions regarding additional configuration changes is critical.
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Karpel Solutions Response – Bozeman City Attorney RFP 61
Karpel Solutions will begin each project with a project kickoff meeting with designated staff from the
Bozeman City Attorney’s Office and Technology Department. This will be an online meeting where system
configuration will begin with an analysis of current business practices, gap/fit analysis, data conversion
analysis, interface development analysis, reporting analysis, document template gathering for conversion
and formalizing schedules such as data conversion milestones, installation, and training.
Pre-Implementation Meeting
1. Karpel Solutions will begin training the agency system administrators regarding the best practices
developed by implementations of other customers in Montana and throughout America.
2. Karpel Solutions will carefully listen to the system administrators and project managers as be begin
documenting the application workflow which will form the basis for the configuration of
PROSECUTORbyKarpel.
3. Determine and gather the documents needed for template creation.
4. Provide detailed instructions on completing a pre-implementation spreadsheet that will be loaded
into the system prior to training. This spreadsheet will contain law enforcement agencies; officers;
prosecuting attorneys; defense attorneys; judges; court/docket divisions, workflow events,
disposition codes and all users of the system. This spreadsheet will contain data received from the
first data conversion. Its purpose is for data cleansing.
5. A schedule for data conversion reviews will be created and included in the project timeline.
Milestones will be placed into the schedule to ensure all timelines are met prior to training. We will
rely on the system administrators and/or designated power users to review data using our data
validation worksheets during the conversion for accuracy.
6. During the business analysis, a Fit/Gap assessment will be made and incorporated into the project
timeline.
7. A communication plan will be established between Karpel Solutions and the project manager.
8. A proposed training schedule will be given to the project manager/system administrators that will
include training group assignments and training class descriptions. Training will continue for System
Administrators throughout the entire timeline.
9. Karpel Solutions will review and receive contacts and any data exchange documentation for interface
requirements as deemed necessary.
Karpel Solutions will provide a Project Implementation Timeline that will include scheduled meetings;
required agency resources; project scope; initial implementation and training plans, and all other deliverables
as determined during the project kickoff meeting.
Business Analysis and Fit/Gap Assessment
Karpel Solutions understands that most customizations to each agency will be data driven through code
tables that will be prefilled as defined by the agency. System Options to enable/disable certain features and
show/hide system fields will also be part of this custom implementation. It has been our experience that
each agency may have different procedures that require some software customization. There may be a data
element that we don’t currently capture but is needed for case processing or reporting requirements.
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Karpel Solutions Response – Bozeman City Attorney RFP 62
1. Karpel Solutions, the project manager and system administrators will review current software
functionality and identify areas in which software customization is required. This will be performed
on a first data conversion to show how your data looks in the application.
2. The project manager and system administrators will review how case processing occurs in the
application and will provide detailed explanations of all noted inadequacies.
3. Karpel Solutions will make the required software customizations, depending on the scope of the
customization, at no cost to the City as we have for all other implementations. Depending on the
scope of the modification, any changes to the timeframe will be mutually agreed upon by Karpel
Solutions and the City of Bozeman.
Application and Database Installation
1. Karpel Solutions will install the application database and upload the second data conversion files on
the agency hosted site.
2. Karpel Solutions will perform application testing, operating system and browser compatibility test and
MS Office compatibility /document generation tests on all agency workstations unless the City IT
department elects to perform this function.
Data Conversion, System Customization Review, user acceptance testing
1. The second data conversion will be exported to the agency site where it will be imported into our
database.
2. Via a 4-hour webinar, Karpel Solutions, the designated system administrators, and project manager will
review the data for inaccuracies using our data validation spreadsheets. Completed system
customizations will also be reviewed.
3. Karpel Solutions will continue to train system administrators and the project manager how to use the
basic functions of the application during this webinar to being user acceptance testing.
4. System administrators and the project manager will receive a user ID and password to access the
application for data conversion review, system customization review and user acceptance testing.
Inaccuracies will be reported to Karpel Solutions by the project manager.
5. Via a second 4-hour webinar, Karpel Solutions and the agency will review the most critical document
templates, such as charging instruments, subpoenas, and victim/witness letters. All other documents
may be tested by System Administrators after this webinar and report document conversion issues to
Karpel immediately to be correct by Karpel Solutions.
6. Typically, many subsequent data and document review webinars are held as items reported by the
System Administrator are corrected.
7. Once data accuracy and user system testing is approved by the project manager/system
administrators, the data conversion will be complete awaiting the final data cut for general training
and go live.
We will work closely with City IT department and the project manager to retrieve data from the City’s server.
We will schedule on-line demonstrations with the project manager and designated system administrators to
review data conversion and system customization accuracy as outlined in the project timeline.
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Karpel Solutions Response – Bozeman City Attorney RFP 63
Mock “go-live” System Administrator Training
1. Karpel Solutions project manager and trainer will train agency system administrators on exactly how
staff will be trained upon go live within 30 days of the agency’s designated go live date.
2. System administrators will be trained on preliminary data conversion and will include document
templates and workflow configurations.
Karpel Solutions project manager and trainer will train agency system administrators on
PROSECUTORbyKarpel to further define workflow and system configurations 30 days prior to go live. The
commitment of the system administrators and project manager will determine the success of the
implementation. Karpel Solutions will work closely with the system administrators and the project manager
to support them during this time for a successful implementation.
Data Exchange Interfaces
Karpel Solutions will work closely with the City IT Department and other personnel referred by the City of
Bozeman to build and/or modify and test data exchanges desired by the City Attorney’s Office. These will be
reviewed and placed into a Phase II project schedule after the completion and signing of the Interface
Request Form.
Present and Projected Workload
Karpel Solutions schedules all client implementations and go live dates during contracting. It’s not unusual
for a project’s scheduled go live date to be six -eight months out from the date of contracting. Presently
these go live dates are being scheduled twelve months out. With most projects taking approximately four
months, each project begins four months prior to the scheduled go live date (i.e., scheduled go live in
August, project begins in April).
Karpel Solutions employs eight project managers along with multiple data conversion specialist, developers,
interface developers, document template specialist, reports specialists and a fully staffed helpdesk that
support all PROSECUTORbyKarpel Implementations.
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Karpel Solutions Response – Bozeman City Attorney RFP 64
References
Deschutes County District Attorney’s Office, Oregon
Casey Newsom, Applications Systems Analyst
(541) 388-6527
Casey.Newsom@dcda.us
Tulsa County District Attorney’s Office, Oklahoma
Keli Blanchett, Executive Assistant
(918) 596-4859
kblanchett@tulsacounty.org
Cascade County Attorney’s Office, Montana
Josh Racki, County Attorney
(406) 454-6915
jracki@cascadecountymt.gov
Gallatin County Attorney’s Office, Montana
Madison Ambrose Hall, Office Administrator
(406) 582-3745
Madison.ambrosehall@gallatin.mt.gov
Billings City Attorney’s Office
Vicki Davidson, Paralegal
(406) 237-6139
davidsonv@billingsmt.gov
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Karpel Solutions Response – Bozeman City Attorney RFP 65
Training
Karpel Solutions will provide training to City staff in the method outlined below considering the operational
needs of the City Attorney’s Office. Training will be provided for end users, system administrators and
technical staff.
PROSECUTORbyKarpel training is on-site, instructor led and hands-on. All users, including attorneys, support
staff, designated system administrators and project manager are trained together by a seasoned Karpel
instructor.
The trainer leads the instructions using a projector to clearly demonstrate the policy decisions made by the
System Administrators during the pre- implementation process, so users can see exactly how the application
is to be used. Step-by-step instructions are given during our hands-on portion of each 4-hour training session.
We encourage training with live data. This means data conversion is completed prior to the first general
training session. Users will enter defendants, witnesses, initial arrest/charging referrals and create cases in
the system during their first training session. They will update cases with hearing dates and dispositions
during their second training session. Two, 4-hour sessions are all that is required for most users.
A training facility that can accommodate up to 5-6 users, with one computer per every two users is desirable.
The training room must be networked with internet access to the hosted site with the availability for the
trainer and assistant trainer to access the network.
The training for the City Attorney’s Office will be like other office implementations. Users will be assigned to
groups. The two groups will be comprised of a mix of staff such as intake personnel and their
charging/reviewing attorneys and victim/witness personnel. The first training session will consist of adding
arrest/charging referrals, charges, witnesses and creating cases. The second training session will consist of
adding case events, court dates, dispositions, and sentencing. Each group will alternate between two 4-hour
training sessions within the first two days of training. At the end of all user training, system administrators
will receive additional system administration training.
Group training allows an office to remain open to handle the day-to-day business operations throughout the
training period. You will assign a mix of attorneys, investigators, victim advocates, support staff and system
administrators into each group. Group scheduling will determine which attorneys are available for court,
support staff available to handle daily office operations, etc. This training strategy has been successfully used
in all previous implementations.
Training Sessions
PROSECUTORbyKarpel is a fully integrated system allowing all divisions with each office to work in the same
application. While our training sessions are geared towards certain staff roles or duties, it is important for all
staff, regardless of their role, learn how to navigate the application. It is also important for all staff to know
the office policies and procedures for data entry, case creation, charging, disposing/sentencing, and case
closing. This will promote data integrity allowing supervisors and administrators the ability to gather
meaningful data to meet their reporting requirements. Your assigned project manager will begin developing
a tailored training plan during the Mock Go-Live sessions that will include specific workflows to meet your
business processes such as case initiation, charging, witness management, etc.
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Karpel Solutions Response – Bozeman City Attorney RFP 66
City Attorney staff
Each group will be trained in two sessions.
Session 1 – application overview including search options, case initiation, charging, co-defendant charging
and adding witnesses.
Session 2 – adding workflow events and generating documents, court dates, calendaring, preparing
discovery, disposing, and sentencing.
Specialized sessions are provided based on role such as Juvenile, Civil, and Victim Advocates. For example,
Victim Advocates are trained specifically on how to use and maintain PROSECUTORbyKarpel Victim Services
area. This training includes tracking services provided, victim rights, restitution, and grant reporting.
Post-live training occurs based on need. Often, users will have more question and need further instructions
after using the system for few days. We schedule these training sessions as needed during our onsite post-
live support period.
Administrator Training
Our approach to system administrator training begins at the onset of each project. Training begins during
the pre-implementation meetings with the designated system administrators where system configuration
will begin with an analysis of current business practices, data conversion and document gathering for
conversion. A detailed overview of the system is shown to begin system configuration and how codes tables
from the legacy system will be imported into the new system. Training on Workflow Management will begin
in demonstrating the configuration of business practices that will be incorporated along with document
conversion training.
Training continues during the data migration phase. System administrators, along with power users, conduct
an extensive audit of converted data in the pre-production environment. By doing this, they learn how to
work with PROSECUTORbyKarpel and will have the ability to maneuver through all components of the
program.
System administrators play a very important role during user training. They will attend all training with
support staff and attorneys. They will answer procedural questions asked by staff during training and help
set office wide policies on the use of the system. By doing so, they will become well versed on all aspects of
the program and its configuration. It has been our experience in past projects that system administrators
learn enough during the first user training session that they assist other users during our hands-on portion of
each training session.
System administrators receive additional training at the conclusion of user training. Additional instructions
are provided on system maintenance tables, reports, user security and profiles, document template creation
and charge codes/charge language maintenance.
Karpel Solutions will conduct system administrator training on-site and via periodic webinars, to provide
the designated staff with:
• In-depth understanding of how the system works (user training)
• A review of best practices in the configuration and use of the system
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Karpel Solutions Response – Bozeman City Attorney RFP 67
• The knowledge to configure the system’s code tables, displayed/hidden fields and field labels,
MyView and dashboard configurations, individual and role-based security profiles, workflow
business rules, integration preferences (emails, calendars, schedules), and batch workflows
• In-house expertise on document template creation and configuration – data merge fields and
formatting
• Instruction on data conversion auditing
Technical Training
Karpel Solutions will provide technical assistance and written documentation to City IT staff on the
workstation configuration, testing, and troubleshooting. Karpel Solutions will also provide documentation on
the PROSECUTORbyKarpel database, web services, and other items for the implementation and support of
interfaces and reports.
Ongoing Training:
Karpel Solutions provides monthly training webinars on a variety of topics each year to assist our customers
with ongoing training in areas such as document management and eDiscovery, witness management,
document template creation, Diversion, etc. Furthermore, Karpel Solutions hosts a 2 ½ day National User
Group Conference in St. Louis every Spring to review best practices, new features, and networking
opportunities.
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Karpel Solutions Response – Bozeman City Attorney RFP 68
Maintenance and Support
Karpel Solutions has a dedicated team for the success of PROSECUTORbyKarpel including developers and
helpdesk personnel.
We provide support (e.g., software updates, general program enhancements and technical support) for all
software provided, including ongoing unlimited telephone technical support problem determination, and
resolution.
Our technical support is Monday through Friday, at a minimum of eight (8) hours a day. Technical support
services are available between the hours of 7:00 a.m. through 9:00 p.m. Central time. Karpel Solutions
provides a toll-free number, helpdesk email, and remote desktop connectivity to support our customers
including afterhours support at no additional cost.
Karpel Solutions responds to the inquiries regarding the use and functionality of the solution as issues are
encountered by Authorized Users. The severity of the issue/support problem shall determine the average
problem resolution response time in any calendar month of the contract as follows:
Severity Level 1 shall be defined as urgent situations, when the customer’s production system is down and
the customer is unable to use the Licensed Program, Karpel Solutions’ technical support staff shall accept the
customer’s call for assistance at the time the customer places the initial call; however, if such staff is not
immediately available, Karpel Solutions shall return the customer’s call within one (1) business hour. Karpel
Solutions shall resolve Severity Level 1 problems as quickly as possible, which on average should not exceed
two (2) business days, unless otherwise authorized in writing by the customer.
Severity Level 2 shall be defined as critical software system component(s) that has significant outages and/or
failure precluding its successful operation, and possibly endangering the customer’s environment. The
Licensed Program may operate but is severely restricted. Karpel Solutions’ technical support staff shall accept
the customer’s call for assistance at the time the customer places the initial call; however, if such staff is not
immediately available, Karpel Solutions shall return the customer’s call within four (4) business hours. Karpel
Solutions shall resolve Severity Level 2 problems as quickly as possible, which on average should not exceed
three (3) business days, unless otherwise authorized in writing by the customer.
Severity Level 3 shall be defined as a minor problem that exists with the Licensed Program, but the majority
of the functions are still usable, and some circumvention may be required to provide service. Karpel
Solutions’ technical support staff shall accept the customer’s call for assistance at the time the customer
places the initial call; however, if such staff is not immediately available, Karpel Solutions shall return the
customer’s call on average no later than the next business day. Karpel Solutions shall resolve Severity Level
3 problems as quickly as possible, which should not exceed the next available release of software, unless
otherwise authorized in writing by the customer.
General Assistance: For general software support/helpdesk calls not covered by the above severity level
descriptions, Karpel Solutions’ technical support staff shall accept the customer’s call for assistance at the
time the customer places the initial call; however, if such staff is not immediately available, Karpel Solutions
shall return the agency’s call on average no later than the next business day.
Karpel Solutions recommends that all users report problems to their system administrator as the first initial
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Karpel Solutions Response – Bozeman City Attorney RFP 69
contact. If the system administrator is not able to answer the question, or sees the problem as a software
application issue, they will contact our helpdesk. Our helpdesk will try to resolve the problem by working
through the issue with the system administrator. This will include remote access to the customer workstation
for troubleshooting. If the issue cannot be resolved by the helpdesk, contact information and a screen shot
of the issue is immediately forwarded to one of our support developers through our ticketing system. The
developer will correct the issue and contact the customer with the resolution of the issue. If the issue affects
a large portion of our customer base, a hotfix will be scheduled for installation through the system
administrators at all customer sites to be performed by our support technicians.
All issues reported are entered into our ticketing system ConnectWise. ConnectWise is a web-based ticketing
system that also allows customers to submit and track their reported issues.
Remote Support
Karpel Solutions utilizes remote desktop for support sessions between the user and the Karpel Help Desk.
The session must be initiated by the end user creating an encrypted connection between them. Karpel
Solutions uses this support channel to review and resolve issues related to the application.
Upgrades and New Releases
Karpel Solutions provides two releases each year that includes customer enhancement requests and
changes in technology. Changes in technology includes the ability to incorporate the latest features
provided in browser functionality, Microsoft Windows, Outlook, and Word. For example, being
browser-based allows the application to be used on more devices. PROSECUTORbyKarpel is built
using responsive design which allow the applications to dynamically resize and maximize screen real
estate when opened on a desktop but can scale when the same screen is accessed from a smart
phone or tablet.
Each release is installed remotely on the customer site by a skilled Karpel technician. Average installation
time is approximately one hour. All customer system administrators are contacted to schedule the
installation during afterhours to minimize downtime. The customer will have access to the new release the
next time they log onto the application.
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Karpel Solutions Response – Bozeman City Attorney RFP 70
Price Proposal
Software Products/Licensing Qty. Price Total
PROSECUTORbyKarpel 10 $2,250 $22,500
Total Software $22,500
Installation Services Qty. Price Total
PROSECUTORbyKarpel Installation and Configuration 1 $1,000 $1,000
Client Support Tool, Scanning Tool and System
Compatibility Check (per computer) 10 $50 $500
Total Installation Services $1,500
Professional Services Qty. Price Total
Project Management No Additional Cost
Pre-Implementation Services (hours, remote) 8 $150 $1,200
Data Conversion: JustWare 1 $7,500 $7,500
Mock Go-Live and System Administrator Training (30
days prior to go-live, hours, remote) 4 $150 $600
Document Template Setup, Training and Conversion of
up to 100 document (50 Civil) templates 1 $2,500 $2,500
Total Professional Services $11,800
Onsite Training Services Qty. Price Total
On Site Training (days) 4 $2,400 2 resources $9,600
Total Onsite Training Services $9,600
Customization Services Qty. Price Total
Interface: Law Enforcement (Zeurcher Records Pro) 1 $10,000 $10,000
Total Customization Services $10,000
Estimated Travel Expenses $3,300
Total One-Time Project Costs $58,700
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Karpel Solutions Response – Bozeman City Attorney RFP 71
Annual Support Services Qty. Price Total
PROSECUTORbyKarpel 10 $450 $4,500
Unlimited eDiscovery 1 $1,250 $1,250
Interface Annual Support 1 $2,000 $2,000
Hosted Services (per user/year) 10 $100 $1,000
Total Annual Support Services $8,750
Total First Year Project Cost $67,450
Optional Items Price
Interface: Law Enforcement RMS (per agency) $10,000
Interface Annual Support (per interface) $2,000
Interface: Court $10,000
Interface Annual Support (per interface) $2,000
External Agency Portal (Limited Case Data View, Digital File Attachment, eSubpoena,
eReferral) $5,000
External Agency Portal Annual Support $1,000
Custom Reports (per report) $1,000
Document Template Conversion After 100 Documents (per document)
Criminal document templates $25
Civil document templates $50
Additional Storage After Included 2TB (per terabyte, per year) $1,000
Additional Storage After Included 2TB (per 100 terabytes, per year) $30,000
Attachment A
NONDISCRIMINATION AND EQUAL PAY AFFIRMATION
Karpel Solutions (name of entity submitting) hereby affirms it will not
discriminate on the basis of race, color, religion, creed, sex, age, marital status, national
origin, or because of actual or perceived sexual orientation, gender identity or disability and
acknowledges and understands the eventual contract will contain a provision prohibiting
discrimination as described above and this prohibition on discrimination shall apply to the
hiring and treatments or proposer’s employees and to all subcontracts.
In addition, Karpel Solutions (name of entity submitting) hereby
Affirms it will abide by the Equal Pay Act of 1963 and Section 39-3-104. MCA (the Montana
Equal Pay Act), and has visited the State of Montana Equal Pay for Equal Work “best
practices” website, https://equalpay.mt.gov/BestPractices/Employers , or equivalent “best
practices publication and has read the material.
_Matt Ziemianski, CEO_____________________________________
Name and title of person authorized to sign on behalf of submitter
Please note that Karpel Solutions visited https://equalpay2.mt.gov/BestPractices