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HomeMy WebLinkAboutMC AdvoLogix.com LLC Response - Bozeman City Attorney RFP - Final AdvoLogix.com LLC RFP Response for Bozeman City Attorney’s Office Case Management System Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 2 August 27th, 2021 Mike Maas City Clerk City of Bozeman P.O. Box 1230 Bozeman, MT 59771-1230 Re: Case Management System RFP Dear Mike, We greatly appreciate the opportunity to respond to the Bozeman City Attorney’s Office (“Bozeman CAO”) RFP for a legal case management system. Our team has extensive experience with offices with both Civil and Criminal Matters at State and City levels. We are also currently working with several clients to replace their legacy JustWare system and to migrate their data to our cloud based AdvoLogix solution. We are actively engaged with The State of Montana Office of Public Defender (“Montana OPD”) and The State of Montana Department of Justice (“Montana DOJ”) in deployment on AdvoLogix. (Montana OPD just went live this month and Montana DOJ will be live by the end of this year.) These are both projects that will be fully completed in a matter of months...not years. Based on our experience with city, county and state agencies in Arizona, California, Indiana, Maryland, Montana, New York, Ohio, Pennsylvania and Texas, we firmly believe our platform and capabilities are a great fit for the needs you expressed through your RFP requirements. We have made our best efforts to fully respond to your RFP. There is always a process of evaluating additional information and context beyond the RFP when planning and coordinating projects with several stakeholder groups, complex business and technical requirements, various training approaches and potentially multiple change management strategies. Once you have an opportunity to further understand our product capabilities and implementation decisions, we will actively collaborate with your team to further refine and evolve the implementation approach and resource plan. We have included the proposed implementation team and plans from our trusted partner HIKE2, who is working with us on several relevant implementations (e.g., both of the State of Montana projects). AdvoLogix is an extremely secure, scalable and configurable SaaS application. Our solution is a comprehensive solution and a platform that permits you to make changes and improvements as your needs evolve. Your investment is protected and not “stuck” or limited by the technology. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 3 Our solution is configurable (does not require technical coding or customization to create screens, add fields, create workflow, etc.), so it allows you to shape the solution for your specific needs. AdvoLogix is a comprehensive solution that provides comprehensive legal case, matter and issue management, stakeholder experiences, dashboards and analytics, forms, engagement portals, etc. Our solution is designed and capable to meet your immediate and future needs. We would be pleased to have you meet and learn from our client base and fully participate in our product roadmap planning as we continue to actively invest in the extension of the platform to continue its leading position. We look forward to the opportunity to provide your evaluation team with a formal demonstration and further discuss your objectives in the near future. Should you have any questions, please contact me at mcrawford@advologix.com. Sincerely, Michael Crawford Customer Success and Strategy AdvoLogix.com LLC (240) 350-2188 Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 4 Table of Contents Executive Summary ............................................................................. 8 Company Profile .................................................................................. 9 Global Recognition ..................................................................................................................... 10 Supporting Documentation 10 Continual Innovation & Commitment to Clients ...................................................................... 10 Scope of Project ................................................................................. 10 Engagement Scope ..................................................................................................................... 12 Proposed Approach .................................................................................................................... 18 Understand ............................................................................................................................. 18 Pre-Business Requirements Workshop Meeting with Project Stakeholders 19 Requirements Workshop 19 Ideate .......................................................................................................................................... 19 Build ........................................................................................................................................... 20 Test ............................................................................................................................................. 21 Unit Testing 21 User Acceptance Testing 21 Data Testing 22 Testing Approval 22 Data Migration ........................................................................................................................... 22 Data Migration Assumptions: 23 Integration .................................................................................................................................. 23 Integration Assumptions: 23 Required Salesforce Environments ........................................................................................... 24 Deliverables Review & Approval ................................................................................................ 24 Project Management and Communication ................................................................................ 26 Project Communications ............................................................................................................ 27 General and Technical Requirements .................................................. 27 Architecture ................................................................................................................................ 27 Data Center Infrastructure 27 Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 5 Scalability 27 Security, Compliance & Data Management ............................................................................... 28 Protection at the Application Level 28 Protection at the Network Level 28 Protection at the Facilities Level 29 Third-Party Validation 29 Compliance Certifications 29 Data Backup 29 Disaster Recovery 30 Case/Matter Management Features .......................................................................................... 31 Search & Query 31 Creating Screens & Workflow for Your Unique Needs 31 Minimize Duplicate & Redundant Data Entry 32 Home Page 32 Home Page Example 32 Case Intake 33 Case Summary Screen 33 Case Summary Screen Example 33 Case Timeline 33 Case Timeline Example 34 Case Hierarchy 34 Case Hierarchy Example 34 Cross-Reference Cases Example 35 Web Portals 35 Web Portal Home Screen Examples 36 Account & Contact Management 37 Case Participant Management 38 Case Participants Example 38 Participation Map Example 38 Calendar & Task Management 39 Calendar Example 39 Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 6 Case Task Checklist 40 Case Task Checklist Tab Example 40 Outlook Integration 40 Case Notes 40 Document Management 41 Forms & Document Generation Management 41 Records & Archive Management 41 Legal Hold 42 Discovery Management 42 Reports, Dashboards & Analytics 42 Dashboard Examples 43 Mobile & Offline Access 43 Mobile Access Examples 44 Integrations ................................................................................................................................ 44 Attachment C – Cloud Questionnaire ................................................ 45 Cloud Services Questions ........................................................................................................... 45 Related Experience with Similar Projects .......................................... 50 Proposed Implementation Schedule ................................................... 51 Timeline ...................................................................................................................................... 51 Milestones .................................................................................................................................. 51 Project Team .............................................................................................................................. 52 AdvoLogix Project Team ............................................................................................................ 53 The Bozeman CAO Project Team ............................................................................................... 53 The Bozeman CAO Responsibilities 54 Present & Projected Workloads ......................................................... 55 References ......................................................................................... 56 Training .............................................................................................. 57 Maintenance & Support ..................................................................... 58 Ongoing Support ........................................................................................................................ 58 Maintenance & Enhancement Updates ..................................................................................... 59 Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 7 Solution Releases & Management 59 Update Downtime 59 Price Proposal ................................................................................... 59 Attachment A – Affirmation of Nondiscrimination ........................... 60 NONDISCRIMINATION AND EQUAL PAY AFFIRMATION .................................................. 60 Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 8 Executive Summary AdvoLogix appreciates the opportunity to respond to the Bozeman CAO RFP for a Case Management System. It is our understanding that the Bozeman CAO will use this system to support prosecution, civil litigation and general legal service needs. We are confident our solutions meets / exceeds the requirements you have provided. AdvoLogix is an extremely secure, scalable and configurable SaaS application. Our product provides comprehensive legal case, matter and issue management, stakeholder experiences, dashboards and analytics, etc. Our solution is designed and capable to meet your immediate and future needs. Our team also has extensive experience with several agencies at City and State levels. All screens, Home Pages, rules, workflow, etc. can be configured and customized to meet the unique needs of each division, team, etc. Fields and objects can be added as needed. Workflows, business rules and validation rules can be configured to use branching logic, parallel processing steps, single and/or tiered approval processes, etc. One of the many great advantages of our solution is that all of these capabilities are configurable. It does not require coding or a developer, although certain very complex rules and workflow may require this. An implementation partner would configure these for you prior to Go Live, and would also provide system administrator training to your selected team members – enabling you to manage your own screens, workflows and rules and/or create new ones as your team’s needs change, processes or legislation changes, etc. AdvoLogix is proposing an agile implementation approach, which will include all engagement activities that involve project management, stakeholder alignment, business process requirements review and definition, solution design, build, testing, training and production deployment of the solution. This approach enables the Bozeman CAO and AdvoLogix to work through and agree to the core requirements and design details – and then begin the development (build phase) with an iterative process of sprinting. The Bozeman CAO will be able to review and test the progress of the development after each sprint. This model of design and deployment has proven very successful in supporting Organizational Change Management needs by involving the team in the solution (having a voice) and having the users work in the solution early (starting the training and adoption process early). We also manage the project in the AdvoLogix platform so all designs, user stories, issues and decisions are transparent (another method we employ to build understanding of the product, dashboards and reports, and capabilities). Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 9 Company Profile Founded in 2006, AdvoLogix was established with the mission of creating the first legal case management solution built from inception for the modern cloud computing environment. Today the AdvoLogix Matter Management application is a leading legal matter management solution that helps law firms, in-house counsel, government agencies and non-profit organizations automate unique business processes to support their matter management operations. Our management team includes team members with 30+ years of experience in the technology industry. Over the last 15 years, we have worked with implementation partners to develop best- in-class cloud-based legal matter management solutions for several hundred clients. We have several clients with less than 10 users and others with several hundred attorneys on our platform. Our approach allows your organization to differentiate itself by tailoring a software solution unique to your proven business processes. Our philosophy is to provide a robust matter-centric platform with best-in-class business process automation, accompanied by a key suite of core functionality: ▪ Matter management ▪ Account and contact management ▪ Calendaring and docketing ▪ Document and email management ▪ Time and expense tracking ▪ Spend management ▪ Enterprise-class reporting and dashboards ▪ Integrated collaboration for internal and external users ▪ Scalable architecture ▪ Configurable mobile device access AdvoLogix is focused solely on providing cloud-based legal matter management solutions. We have Public Sector clients in several cities and states. Most of these are migrations from legacy systems that require migrating data and documents to AdvoLogix. We can leverage this knowledge and migration assets to help reduce risk and time required. From our experience, our platform and capabilities are the right solution to support your business needs today and into the future. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 10 Global Recognition AdvoLogix is acclaimed by users globally and has been featured in media outlets worldwide, including LegalTech News, Legal IT Insider, Law.com and American Bar Association editorials. The AdvoLogix case management solution has been awarded for its innovative legal technology standing by Salesforce and in CIO Review as a Top 20 Most Promising Legal/Case Management Technology Solution Provider. As a vendor member of the American Bar Association, International Legal Technology Association and American Legal Administrators Association, AdvoLogix is active in the legal technology community and is at the forefront of case management, cloud and security practices. Users describe the AdvoLogix solution as “best in class”, “great and extensible” and “amazingly configurable and powerful”. To see more of what users are saying, please click on the following link: AdvoLogix Legal Suite Supporting Documentation Continual Innovation & Commitment to Clients AdvoLogix is built on the Salesforce platform and provides new functionality 3 times a year, along with new functionality provided through the Salesforce platform 3 times a year. We continually invest in product R&D, as demonstrated by our history of product updates. We would like to have you participate in interactions with our like clients, product roadmap team and others within our community that can assist you in maximizing the value from AdvoLogix. The Salesforce platform also has an online community that enables all Salesforce users to propose and vote on potential new product features. Scope of Project The City of Bozeman Civil Division advises the City Commission, departments within the City and defends lawsuits filed against the City of Bozeman. Staff is currently not using a case management system for civil cases but is interested in doing so in the future. The Criminal Division prosecutes misdemeanor criminal cases originating from citations issued by Bozeman Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 11 Police Department and Montana State University and is using Justware’s Prosecutor system to support roughly 1500 new cases a year. Going forward, these processes can be managed using our out-of-the-box AdvoLogix case management and workflow capability. The high-level scope of this implementation is summarized below, based upon information provided in the RFP: ▪ Forms Management – eforms (i.e., Incident, Property Damage, Vehicle Crash Report). ▪ Reports Generation – pre-creation and ad-hoc capability. ▪ Search – global search and browse through data in the system. ▪ Security and Privacy – CJIS Compliant. ▪ Case Data Management – case/matter management for prosecution, civil litigation, and general legal services. ▪ Paperless Environment – all work product can be created and maintained electronically. ▪ Client Management – client relationships, interactions and other city department relationships included. ▪ Calendaring – across departments and including court appearances, filing deadlines, meetings and hearings. ▪ Performance Measurement – tracking of system usage metrics. ▪ Business Rules Management and Automation – business rules and automation of certain business activities to follow practices and procedures. ▪ Records Management – archive and retrieval of closed files and associated data. ▪ Document Management – generate, modify, store, retrieve and archive case-related documents. ▪ Discovery – eDiscovery solution that records receipt and processing of discovery requests, including Bates stamping, redacting and indexing features. Preferably a separate section of the LCMS. ▪ Legacy Data Migration – JustWare for Prosecution. ▪ Customization – customize the system in order to fully support each practice within the department. ▪ Data Query – ability to query data as needed. ▪ System Integration – Bozeman Police Departments’ Zuercher program to upload data on citations and Getac software for access to video links. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 12 ▪ Compatibility with Other Software Being Used by Bozeman CAO – Outlook Integration, Adobe Pro interface. ▪ Platform – Cloud Based. The above description sets forth the scope of currently known requirements, approach, deliverables, roles and responsibilities, anticipated schedule, fees and expenses associated with the services that AdvoLogix will provide to the Bozeman CAO in support of the AdvoLogix implementation as described herein. Engagement Scope This section describes an overview of the scope that is associated with this project, as well as the implementation approach, which will include requirements understanding, ideation on solution design, system build, testing, training, deployment and post-implementation support. The scope listed below is a high-level summary, based on the RFP provided by the Bozeman CAO, our past experience implementing case management solutions for City Attorney offices and our experience working with City Attorney offices who are migrating from the JustWare Prosecutor system. It is expected that scope items will be refined as we collaborate with the Bozeman CAO through the Understanding and Ideate portions of the project. Our current resource and timeline estimates are based upon this scope. Prior to our build phase, we will have a milestone checkpoint on requirements and determine if there are any requirements that are beyond the scope of this Description of Services. Please also note there are Build Assumptions that may recommend a 3rd-party application in order to fully support the scope item. Those application costs are not included in this estimate for services. Scope Item Description Build Assumption Business Analysis Consultant requires the review of all requirements to further define the specific outcomes client requires for each functional area of the system. Client project manager, subject matter expert/champions and technical resources will be available and participate in all activities as required. Security As an admin, I need to provide limited access to matters, so the privacy of certain matters is only available to certain individuals and groups. Configuration based on business security requirements of Profiles, Roles, Org Wide Sharing and Sharing Rules. Up to 2 Profiles, 3 level role hierarchy, 3 sharing rules, 3 groups, report folder security, and 4 permission sets. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 13 Scope Item Description Build Assumption User Setup As an admin, I need to create and configure users so they can access the legal management application. Import users, configure role, profile, permission sets and group membership. Allow access to the AdvoLogix package. Up to 15 users. Client must provide user list completed on template provided by consultant. Matter Types As a user, I need the ability to support different types of matters we support, so that I can collect the correct type of information. Limit the number of record types to 3 and determine best approach to handling variation of managing cases through Type, subtype, statuses and tasks associated to the matter. Workflow Requirements Business Rule Management and Automation – These services are concerned with business rules and workflows that are reflected in locally determined practices or procedures that govern the way that routine business activities are performed and automated. The AdvoLogix/Salesforce platform allows for sophisticated business validation and workflow process configuration that make it easier for users to enter data and to prescribe certain data collection and validation of proper data entry. These processes can create new records, update records, notify individuals and trigger other processes. We are assuming for this description of services up to 3 complex flows across all processes being configured in the system. AdvoLogix Setup Config As an admin, I need to set up global settings in AdvoLogix so my organization can utilize AdvoLogix features as designed for our organization. All settings are reviewed and configured to support the business processes implemented within the AdvoLogix application. Task Management As a user I need the task fields and picklist values configured so it supports our management and reporting processes. Configuration of the task object with custom fields and status as necessary. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 14 Scope Item Description Build Assumption Calendar Setup Calendaring – These services must support calendaring for multiple people, including cross-access for all department members, multiple cases, schedule entries for upcoming court appearances, filing deadlines, meetings and hearings for multiple courts – with customized views, printing and tickle events. Setup of Calendars for users. Account Setup As a user, I need to differentiate between the different types of accounts we use in legal so I can record the correct type of information regarding these accounts. Configuration of the Account object to handle the tracking of organizations, agencies or other organizations. Up to 3 record types to support user needs. Contact Setup As a user, I need to differentiate between types of contacts we use in our process so I can record the correct type of information regarding these Contacts. Configuration of the Contact object to handle tracking of individuals involved in matters and other projects, including judges, attorneys and other agency contacts. Up to 2 record types to support user needs. Home Page Customization As a user, I need my home page to have the appropriate default components that are the most useful information presented to me when I access the application. Configuration of 1 page layout, exclusive of any custom components needing development. Intake Form Launcher Facilitate the creation, modification and usage of electronic forms to capture case and name related information in a structured, consistent format. These services should assist with the development and management of electronic forms, including form field design and data entry validation to assist users with entering relevant data. Configuration of up to 3 forms using the standard AdvoLogix Intake Form Launcher. May provide training for client user(s) to be able to provide support for creation of more forms going forward. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 15 Scope Item Description Build Assumption Discovery Process As a user I should be able to track the request for and receipt of Discovery documentation and track the acceptance of those documents into the system. Discovery object and process configured - assume we would integrate to an external document management system for the "processing of the documents including bates stamping, redacting and indexing." Solution will support tracking of document receipt and capture sender, receiver, date received and confirmation of receipt. Action Plan Setup As a lawyer, I need to set up internal processes and rules of procedures we frequently use so these repeatable best practices can be automatically applied to matters as needed and ensure accurate and on-time execution of tasks. Configuration of 3 action plans with up to 10 tasks. Email Template Setup As a user, I need to have typical email templates created so I can efficiently communicate in frequently occurring situations. Up to 10 email templates to support workflow and action plans. List View/Search Setup As a user, I need frequently accessed record queries and results that show specific information. Search – These services include the ability for users to search and browse through case, people and event data to find all records that match the search criteria. Examples include data entered by a certain attorney or cases that were decided in a particular jurisdiction, or records that contain a particular term. Global Search and search layout setup as well as up to 5 List views for each object tab. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 16 Scope Item Description Build Assumption Document Management Setup As a user, I need to be able to access documents related to my matters in an efficient way which allows me to view them within the solution in context with the matter that I am viewing. Records Management – These services must have the ability to archive and retrieve closed files, associated data and documents in an easy and efficient manner. Standard Salesforce file management capability setup or pre-built/available integration to a 3rd-party file management solution. Outlook Integration Setup As a user, I need to be able to synchronize contacts, tasks, calendars and email from my email application so I can see these items in context with my matters in AdvoLogix. The solution must have the ability to integrate with Microsoft Office. We will provide for integration between AdvoLogix and Outlook for the ability to synchronize events and to associate emails to matters. Document Assembly Templates As a user, I need access to a library of frequently used document templates so I can automatically generate them, incorporate data kept in my matters and distribute completed documents as required. 5 document templates with data sources from the matter and immediate child level data merged to the template. Security configuration for user/author on the document merge object. We will provide training for any user to be able to create and manage document templates going forward. Assume use of AdvoDocs. More complex formatting or data merge identified during our Understand phase would require a 3rd-party solution not scoped within this response. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 17 Scope Item Description Build Assumption Report & Dashboard Customization Reports Generation – These services include generating many types of reports including from case files, name files, and overall system data. Reports to include data reports, case status reports, discovery reports, calendar reports and a variety of statistical, system and performance reports. Report generation services support the organization and presentation of data into a useful, relevant and interactive format, including stock reports as well as custom built reports. Vendor offers report building services as well as the ability of the City to create its own reports. Customization of EXISTING AdvoLogix reports and creation of custom reports for custom objects created in support of business processes. Services include up to 10 custom reports and 1 Dashboard. User training will also provide the capability for Ad-Hoc reporting capability. Document Migration Migration of files stored in JustWare Prosecutor. Assuming we will use the Salesforce/AdvoLogix file management capability. It will be the client's responsibility to extract existing documents - tag appropriately with consultant's guidance to prepare for migration. Data Migration Migration of data from JustWare Prosecutor Accounts Contacts Matters/Cases Participants/Parties Notes Events Tasks Integration and Interfaces Integration to Zuercher Ability to upload data elements from the Zuercher citation system. Assumes there is an existing API available for integration to the Zuercher citation system. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 18 Scope Item Description Build Assumption Gatec Link to Gatec for video viewing. Link to the proper site address provided and associate to the Matter within AdvoLogix. This scope does not include direct integration but an ability to log through the system via link to Getac site location for viewing of video. Proposed Approach AdvoLogix is proposing an implementation approach which will include all engagement activities that involve project management, stakeholder alignment, business process requirements review and definition, solution design, build, testing, training and production deployment of the solution. This is an agile approach that allows the Bozeman CAO and AdvoLogix to work through and agree to the core requirements and design details – and then begin the development (build phase) with an iterative process of sprinting. The Bozeman CAO will be able to review and test the progress of the development after each sprint, which will allow for adjustments to the project going forward from that point. The following graphic illustrates the proposed project approach in detail: Understand Our design and sprinting or build principles are to use the standard AdvoLogix capability as much as possible and only use customizations and/or 3rd-party applications in those areas that Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 19 are required features and have been mutually determined cannot be met by standard capabilities. The functional and technical scope of this Description of Services assumes as much standard out-of-the-box capabilities of the AdvoLogix platform capability as possible to meet the requirements. The “Build Assumptions” provided for each functional requirement specify the limit of the effort to be performed to satisfy the requirement. We will be configuring AdvoLogix for a set of matter processes as well as migrating the data that currently exists in the JustWare Prosecutor. Upon completion of this Understand phase, AdvoLogix will have a set of more detailed User Stories to describe the requirements for review and approval by the Bozeman CAO. This requirements development and review process is critical to being able to move forward with design and development of the Acceptance Criteria necessary for users to subsequently test and accept the solution as designed and delivered. Pre-Business Requirements Workshop Meeting with Project Stakeholders ▪ Introductions and project governance processes. ▪ Review high-level processes currently in place today. ▪ Identify project participants (business subject matter experts or SMEs) and schedule availability. ▪ Develop process review sessions calendar and overall project plan. ▪ Develop metrics for project success. Requirements Workshop The requirements workshop will consist of detailed requirements review sessions with key stakeholders as well as the identification of change necessary to enable the new system and processes to be embraced. AdvoLogix will leverage knowledge and understanding of current state gained in our initial discovery meetings. The purpose of the process requirements review is to understand the key business processes and related solutions that have been and may need to be included in the implementation build. The roles and responsibilities, user profiles and security model will be validated and refined as well. The Bozeman CAO’s key project stakeholders should participate in the process review to optimize the system’s configuration and enable increased overall user adoption. Ideate In this Ideate stage, AdvoLogix will identify the AdvoLogix objects, related applications and the corresponding processes aligned with the entities that must drive the application so the user interface can be configured accordingly as part of the deployed system. AdvoLogix will employ a Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 20 design that uses as much out-of-the-box functionality of AdvoLogix as possible and will revert to custom development only if needed by business requirements and the Bozeman CAO stakeholders agree. The following activities will be performed during the Ideate phase: ▪ User security set-up, considerations and compliance. ▪ AdvoLogix configuration considerations for the Matter Management process and other functional capability outlined in the Engagement Scope Section. ▪ Identify areas where adoption of industry experience or best practice is appropriate. ▪ Entity and data model validation of required data relationships for needed customization and data migration. ▪ Technical discussions and design of Integration architecture and plan. ▪ Various considerations for data migration and production cutover to ensure full support of processes that are being configured/supported by the system upon Go Live. ▪ Requirements will be documented as User Stories and include high level design and acceptance criteria. Build AdvoLogix will lead the Bozeman CAO through an iterative build process culminating in one or more review sessions of the capability built out during that time. Capabilities to be built during each cycle will be planned out accordingly and be sequenced if one capability relies upon another in order to be completed. The Bozeman CAO SMEs and project leadership will be engaged along the way to participate in the review of capability built during the sprints and to test and provide feedback on development updates as needed to refine our solution. Our goal will be to ensure features are adopted by users and to provide the benefit/value impact we have anticipated at the outset of the project. A diagram that depicts the sprint activities during the build phase is provided on the next page. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 21 Test Unit Testing ▪ AdvoLogix will perform unit testing for all configuration and processes. ▪ Unit testing will validate the functional scope and confirm adherence to the requirements as defined. ▪ Users/SMEs will also be expected to test after each sprint and provide feedback. User Acceptance Testing ▪ User Acceptance Testing will represent the final round of testing and will include end-to-end testing for the City of Bozeman user teams. ▪ AdvoLogix will provide a template for preparing User Acceptance Testing (UAT) scripts. ▪ AdvoLogix will advise the Bozeman CAO project team members on the preparation of UAT scripts to be used for end-to-end testing. ADVOLOGIX.COM 9 UAT SandboxRETROSPECTIVE PLANNING REVIEW USER DESIGN SESSIONS & BUILD Sprinting Detail Sprint Review Deployment to PROD Sprint Retrospective Meeting Release PlanningProject Vision Sprint Planning Daily Scrum SPRINT 1 WEEK 1 WEEK 2 Sprint Review Deployment to PROD Sprint Retrospective Meeting Release PlanningProject Vision Sprint Planning Daily Scrum SPRINT 2 RETROSPECTIVE PLANNING REVIEW USER DESIGN SESSIONS & BUILD UAT Sandbox PROD User Testing Sprint 1 WEEK 1 WEEK 2 PROD User Testing Sprint 1 Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 22 ▪ The Bozeman CAO project team members will prepare UAT scripts representative of end-to- end testing. ▪ The Bozeman CAO project team members will perform the UAT per the prepared scripts in a timely manner to ensure there is minimal impact to the project schedules. Data Testing ▪ Data Testing focuses on the quality and accuracy of the Bozeman CAO data that has been migrated and integrated. ▪ AdvoLogix will perform an initial validation of the migrated/integrated data to ensure the data mapping and transformation is working as designed. ▪ The Bozeman CAO will be responsible for all aspects of Data Testing as it relates to the quality and accuracy of the data. ▪ The Bozeman CAO is responsible for all data cleansing and de-duplication related to ensuring the quality and accuracy of the data. Testing Approval Testing is considered complete when: ▪ All approved Test Scripts have been executed. ▪ All critical defects identified by the Bozeman CAO have been provided to AdvoLogix in writing. ▪ All defects have been addressed and re-testing. ▪ All addressed defects are accepted by the Bozeman CAO. ▪ If there have been no further defects received in writing 5 days from the completion of UAT and Data Testing, then AdvoLogix will assume testing to be complete and approved. Data Migration The Bozeman CAO is responsible for source system data understanding, availability, data cleanup, data de-duplication, data extraction, data conversion, data validation and the resolution of data defects (both during the Project and during the Post-Implementation Support Phase of the Project). AdvoLogix access to the data source or staging source will be necessary in order to build out the data migration mapping, transformation and scripting of migration tasks. Current estimates assume AdvoLogix will load test sample files and then Full Data Set once into the UAT environment and once into Production. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 23 AdvoLogix will provide data migration of legacy data into our solution for the Bozeman CAO per the details in the table below: Migration Requirements Assumptions JustWare - Prosecutor Map and Load data into objects that have been configured to support the processes currently being managed by JustWare Prosecutor for Prosecution users for the objects listed in the Engagement Scope section. Data Migration Assumptions: ▪ Sole source system is JustWare Prosecutor. ▪ Access to test version of the data source directly is the optimal way for us to analyze and prepare for migration. ▪ Data Subject Matter Expert from the Bozeman CAO is necessary to help with the analysis of existing data table usage, data element/field definitions, setup of queries/output if direct access is not available and testing for validation once data has been migrated. Integration Integration work outlined in the Engagement Scope section of this document will run in parallel to the functional build Sprint work. Any configuration work needed or that is a dependency to getting the integration developed will be slated to be done in Sprint 1 in order to ensure we have enough time to complete the integration work. Integration Assumptions: ▪ APIs are available for integration to each of the systems. ▪ If existing integration exists, we will look to reuse code as much as possible. ▪ IT/System resources are available for each of the systems for data model insights and understanding of existing integration code or APIs. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 24 Required Salesforce Environments Environments are set up based on specific phases of the Project. The following environments are required for the Project and are set up on or before the commencement of the phase specified in the table below: Environment Comments Required Before Commencement of Phase User Acceptance Test Salesforce Full sandbox which will be used to conduct UAT and test loading of the Bozeman CAO data for user verification and functional testing. Testing Production Salesforce environment used to run the system in production. Deploy Deliverables Review & Approval Bozeman CAO will review and accept Deliverables within two (2) business days. The Deliverables will be assumed to be approved and accepted once all issues, if any, provided to AdvoLogix in writing during the two (2) business day review period have been addressed. Once a Deliverable is accepted by the Bozeman CAO, changes requested by the Bozeman CAO will require a change order. Each Deliverable shall be deemed accepted unless rejected in writing within the two (2) business day review period. The Bozeman CAO will work with AdvoLogix to control and manage scope, schedules and resources, and will follow project change control processes as required in a timely manner. ACTIVITY DELIVERABLE Mobilization ▪ Implementation Plan o Stakeholder and project team meeting cadence o Tools decisions ▪ Identification and onboarding communication to team members ▪ Requirements workshop plan, agenda and scheduling ▪ Data Assessment - begin high level Data Migration Plan ▪ Business Process - ID processes, collect any existing documentation Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 25 ACTIVITY DELIVERABLE Understand ▪ Kickoff and onboarding of team members ▪ Requirements Sessions conducted ▪ Technical sessions conducted ▪ User Stories written and reviewed - loaded to tool AdvoTracker Ideate ▪ Requirements updates with Use Case - and start on Acceptance Criteria ▪ Implementation Plan o Sprint level o Integration plan o Data Migration plan ▪ High-Level Solution Architecture documented Build ▪ Iterative process for design and build with users ▪ Detailed design - story/requirement based ▪ Configuration Workbook - evergreen during build ▪ Sprint review sessions ▪ Unit Testing scripts developed ▪ Data migration - mapping, process build ▪ Integration(s) build ▪ Training curriculum outline ▪ Sprint - deployment to testing environment Testing ▪ Unit Tests by Sprint for functionality ▪ Data validation test use cases provided by client ▪ UAT test scripts are the responsibility of the client ▪ Feedback and issue resolution process Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 26 ACTIVITY DELIVERABLE Training ▪ End User Training ▪ Training Content Created ▪ End User Training Delivery – two 3-hour sessions Deployment & Turnover ▪ Deployment checklist ▪ Pre-deployment, during Deployment and Post-deployment ▪ Process for issue review, prioritization, fix and deploy ▪ Production ready system Project Management and Communication AdvoLogix and the Bozeman CAO will work together to control and manage scope, schedules and resources, and to follow project change control processes as required in a timely manner. We recommend the use of an on-platform tool to manage the project. This tool allows for the tracking of overall project progress, user stories, open items, issues, blockers, test cases and decisions. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 27 Project Communications AdvoLogix will provide weekly status updates to include hours consumed to date, work completed since the last update, next steps and any risks/issues that need to be addressed. General and Technical Requirements Architecture AdvoLogix is built on and runs on the Salesforce platform, which is known for its industry leading Platform-As-A-Service capabilities. This provides best in class technology infrastructure for security, reliability and performance. In addition, it is a platform for “out-of-the-box” reporting, analytics, mobile access, integrations and a modern ecosystem of add-on / downloadable capabilities. AdvoLogix on the Salesforce platform supports the ability to encrypt client data and make it available without inadvertently accessing another client's data. The architecture provides an effective logical data separation for different customers via customer-specific "Organization IDs" and allows the use of customer and user role-based access privileges. Additional data segregation is ensured by providing separate environments for different functions (e.g., testing and production). Please click on the following link for more details: Architecture Overview Data Center Infrastructure All AdvoLogix client data is managed through a world-class data center infrastructure. Each customer's solution is hosted from a primary and secondary production data center, with near real-time replication occurring between the two sites. All data centers provide only power, environmental controls, and physical security. Salesforce employees manage all other aspects of the service at the data centers. Co-location data center personnel do not have network or logon access to the systems. Scalability A solution has good scalability when it performs effectively and remains stable regardless of the demands on it. This means the solution can handle changes, upgrades, overhauls and resource reduction without freezing, crashing or UI lags. The solution can also handle the workload of thousands of users using the solution all at once – viewing, adding and deleting data. How your data is structured in the solution and how it will be used also impacts scalability. AdvoLogix understands and addresses scalability challenges through the power of the platform it is built upon – the Salesforce platform. The platform architecture is constantly monitored to Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 28 ensure there is enough bandwidth, and allows for the easy addition of database, web and application servers as needed to accommodate more users, processes, etc. Security, Compliance & Data Management AdvoLogix automatically inherits all security, compliance and auditing protocols established by Salesforce. Independent audits confirm security design and features (see Compliance Certifications Section). Using the latest firewall protection, intrusion detection systems and TLS encryption – AdvoLogix gives you the peace of mind only a world-class security infrastructure can provide. AdvoLogix does not have access to any customer data, unless the customer specifically gives us user access to assist with questions, etc. Protection at the Application Level Client administrators assign data security rules that determine which data users can access and how this data can be accessed. Sharing models define company-wide defaults and data access based on a role hierarchy. Security can be applied at the: ▪ Record level – which matters, documents and other records a user can access and how these can be accessed. ▪ Screen level – which screens or data on a record can be accessed and how these can be accessed. ▪ Field level – which fields on a matter or other type of record a user can access and how these can be accessed. All data is encrypted in transfer. Data can be encrypted at rest using the Salesforce Shield Feature (add-on feature). All access is governed by strict password security policies. Multi- factor authentication can be enabled for additional security. Passwords are hashed with a per- user salt, using PBKDF2. Applications are continually monitored for security violation attempts. System activities and events are logged, and audit logs can be reviewed or exported as needed. Protection at the Network Level Multi-level security products from leading security vendors and proven security practices ensure network security. To prevent malicious attacks through unmonitored ports, external firewalls allow only http and https traffic on ports 80 and 443, along with ICMP traffic. Switches ensure that the network complies with the RFC 1918 standard, and address translation technologies further enhance network security. IDS sensors protect all network segments. Internal software systems are protected by two-factor authentication, along with the extensive use of technology that controls points of entry. All networks are certified through third-party vulnerability assessment programs. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 29 Protection at the Facilities Level Security standards are on par with the best civilian data centers in the world, including the world’s most security-conscious financial institutions. Authorized personnel must pass through multiple levels of two-factor authentication (including biometrics) to reach the dedicated space with systems hosting client data. All buildings are completely anonymous, with bullet-resistant exterior walls and embassy-grade concrete posts and planters around the perimeter. All exterior entrances feature silent alarm systems that notify law enforcement in the event of suspicion or intrusion. No media containing client data leaves the data center. Third-Party Validation Security is a multi-dimensional business imperative that demands consideration at every level, from security for applications to physical facilities and network security. In addition to the latest technologies, world-class security requires ongoing adherence to best-practice policies. To ensure this adherence, third-party certification is continually obtained, including ISO 27001, PCI-DSS, FedRAMP, and SOC 1 (SSAE 18) and SOC 2 Type II audits. Third parties also conduct periodic vulnerability scans and penetration testing. Please click on the following link for more details: External Security Assessments Compliance Certifications AdvoLogix inherits all Salesforce compliance certifications, and meets all compliance standards and regulations – including the following: ▪ HIPAA ▪ C5 (ISAE 3000) ▪ DoD IL2 and DoD IL4 ▪ FedRAMP ▪ CJIS ▪ GDPR ▪ ISO 27001, ISO 27017 and ISO 27018 ▪ NIST SP 800-171 ▪ IRS 1075 Please click on the following link for more details: Compliance & Certifications Data Backup At any given time, your AdvoLogix instance is actively served from one location with transactions replicated in near real-time to a completely redundant and geographically diverse secondary location. Each location can be considered a complete backup (files and data) of the Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 30 other. This approach supports Salesforce’s ability to provide a seamless customer experience while working on site maintenance, compliance and disaster recovery items. We also strongly recommend that clients regularly back up their own files and data to their own server or other location to address other potential issues such as accidental client user data deletion, a need to roll back to a particular point in time due to a third-party software update or custom coding issue the client is trying to address, etc. Clients can choose to set up a completely automated process for periodic data backups through third-party apps or scripts. There is also a defined process for a client’s system administrator to set a schedule for automatically copying all files and data for backup purposes to a zip file that can be saved to a hard drive, server, etc. Clients can choose a full backup and/or a backup of certain objects with associated files. The schedule can be set for as often as once a week. Each table that is copied is saved in a separate .csv file. Disaster Recovery AdvoLogix automatically inherits all the disaster recovery protocols established by Salesforce. Salesforce has developed a global Business Continuity and Disaster Recovery Program, hired Certified Business Continuity Planners (“CBCP”) and retained the services of leading consultants to assist in the ongoing development of Business Continuity and Disaster Recovery plans and procedures. This program is overseen by senior management for each of the key functional areas within Salesforce and is supported by executive leadership at the highest level. A global Crisis Management Team (“CMT”) comprised of select executives from key departments manages this process. The CMT is mobilized when a crisis or significant event occurs and is responsible for evaluating the situation and responding accordingly. Depending on the severity and nature of an incident, the CMT Leader may request engagement from various support teams to assist with mitigation of the incident. The CMT meets periodically for training, education and review of the documented CMT Action Guide, or as required due to a crisis or significant event. CMT members have specified roles and responsibilities and are available 24/7/365. The CMT conducts table-top exercises, at a minimum of once annually. Salesforce maintains a Mirror Site that is a 100% staged warm site with block-level data replication. The secondary data center is replicated at 100% of capacity (host, network, and storage) of the Production data center. As part of developing a viable Disaster Recovery plan and program, Salesforce schedules Disaster Recovery exercises which are conducted several times per year. Additionally, disaster communication processes are exercised using the mass notification system during each exercise, which includes call outs with response requests to the Crisis Management Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 31 Team and the Production Disaster Recovery Teams. The disaster recovery plan is tested at a minimum on an annual basis and will continue to enhance and develop processes and its technology related to disaster recovery to further reduce RPOs and RTOs. Additional procedures, processes and plans have been developed, including a Pandemic plan. The DR/BCP Plan Summary and recent DR post-mortem can be provided to customers under NDA/MSA upon request. Please click on the following link for more details: Disaster Recovery Case/Matter Management Features Search & Query AdvoLogix enables users to search every record with keywords, Boolean searching, wildcards and search operators. Files and data accessible via an integration with AdvoLogix can also be searched (e.g., an integrated document management solution). Users can also save search criteria to create list views that can be re-used and shared with other team members. Clients can query data in AdvoLogix using SOQL SELECT statements similar to those used in SQL to query the data. The Salesforce platform also provides an online tool called Workbench that can be used to easily create SOQL queries. Creating Screens & Workflow for Your Unique Needs All screens, Home Pages, rules, workflow, etc. can be configured and customized to meet the unique needs of each division, team, etc. Fields and objects can be added as needed. As a general rule, you can add up to 500+ custom fields per object. You can also add 200 – 2000 custom objects, depending on the solution your team chooses. Security can be enforced down to the field level, so users who can see a certain screen may only see or edit certain fields on that screen – depending on your needs. Business rules, validation rules, workflow, alerts and notifications can be applied to any object - including approvals and tasks - based on business unit, practice area, matter type, matter subtype and other criteria. Workflows, business rules and validation rules can be configured to use branching logic, parallel processing steps, single and/or tiered approval processes, etc. One of the many great advantages of our solution is that all of these capabilities are configurable. It does not require coding or a developer, although certain very complex rules and workflow may require this. An implementation partner would configure these for you prior to Go Live, and would also provide system administrator training to your selected team members – enabling you to manage your own workflows and rules and/or create new ones as your team’s needs change, processes or legislation changes, etc. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 32 Minimize Duplicate & Redundant Data Entry The ability to identify potential duplicate data entry for individuals or entities is standard out-of- the-box functionality, along with the ability to merge duplicate records. Additional data rules can be easily configured to support more advanced duplicate data validation processes. AdvoLogix enables clients to streamline processes and in turn limit or eliminate redundant data entry. Case intake and other data entry processes can be configured within AdvoLogix to streamline data entry. AdvoLogix can also be integrated with other agency systems such as police department and court systems to obtain data that has already been entered into these systems and auto-create new records and/or update existing records within AdvoLogix. Home Page The AdvoLogix Home Page can be configured based on a user’s Role or Profile, and organizations can have different Home Pages for different types of users. The Home Page can also be configured to display those items most relevant to each user, including but not limited to the following: ▪ Dashboards. ▪ User’s calendar, checklists and outstanding tasks. ▪ Recent records reviewed by the user. ▪ Messages and notifications. ▪ Items awaiting approval. ▪ Pending legal hold acknowledgements. Home Page Example Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 33 Case Intake The AdvoLogix Intake functionality allows organizations to create customized intake forms for a variety of use cases and business processes. An important feature of the intake system allows organizations to design a user experience capable of collecting multiple data elements within a single intake session. Intake forms can be set up on an internal or external portal, and clients can create different intake forms to support different types of requests. Workflow and notifications can be incorporated to further streamline and automate the process. Case Summary Screen AdvoLogix provides users with easy one-click access to every aspect of a case – details, documents, events via the calendar, tasks/checklists, timeline, participants, notes, reserves, related cases, etc. Case Summary Screen Example Case Timeline The AdvoLogix Matter Timeline feature displays a consolidated list of matter-related information from several areas of the application – tasks, events, emails, documents, status updates, etc. – to provide a comprehensive view of every activity that has occurred in relation to the matter. The Matter Timeline can be customized to display information based on your AdvoLogix Timeline setup options. Data viewed using the Matter Timeline is also searchable. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 34 Case Timeline Example Case Hierarchy Case hierarchy can be used to manage case relationships, associated customers or partners, account and contact relationships across related cases, etc. AdvoLogix uses several approaches to support case hierarchy management. Our case hierarchy relationship tree can be viewed from any case to show grandparent/parent/child relationships and other types of relationships such as cases arising out of the same incident. These relationships can also be viewed from any case using our Cross-Reference Cases Object. Case Hierarchy Example Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 35 Cross-Reference Cases Example Web Portals AdvoLogix clients can create online portals for internal and external users through Salesforce Experience Sites. These Sites are a great way to share information and collaborate with people who are key to your business processes – employees, clients, outside counsel partners, etc. Experience Sites can be used to manage partner and customer relationships, internal and external content management, B2B Commerce, etc. Experience Sites share the same security protocols that are available within AdvoLogix. Please click on the following link for more details: Web Portals Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 36 Web Portal Home Screen Examples Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 37 Account & Contact Management Accounts (organizations, departments, etc.) and Contacts (people) provide the core requirements for maintaining information related to the various entities in which an organization maintains a relationship. The Account record allows your organization to collect information about the organizations with which your team interacts. The Account record helps support other records (cases, contacts, activities, etc.) that collectively give your organization a 360° view of your relationships. Common Account relationships might include clients, courts, medical facilities, and insurance companies. If an organization serves multiple locations or divisions, you may choose to use Account hierarchies. In AdvoLogix, you can link multiple offices (of an organization) by using the Parent Account field on the Account record. The Contact record allows your organization to collect information about the people with whom your organization interacts. The Contact record helps support (and is supported by) other records (cases, accounts, activities, etc.) Contacts may optionally be assigned to an Account which provides relevant business hierarchy for Contacts within organizations. Common Contact relationships might include outside counsel, judges, witnesses, expert witnesses and consultants. Addresses, phone numbers, relationships, etc. can all be tracked for each Contact. Contact information for victims and witnesses can also be managed through Contact records that are linked to the appropriate case records, with the ability to easily track multiple phone numbers, addresses, aliases, etc. – along with confidential information such as date of birth, social security number, victim and/or family relationships, etc. Victim restitution information can be easily tracked and associated with both the appropriate cases and victim. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 38 Case Participant Management A participant can be an account, contact, internal user or other entity that is related to a matter based on the participant’s role. By appropriately managing participants, organizations can easily identify the variety of business relationships among the entities with whom they conduct business. The participant feature enables users to manage an unlimited number of accounts, contacts, internal users or other entities on a matter. Participants can be added to matters manually and automatically. Participants can also be viewed from a list view or map view, and these views can be filtered by participant type or role. The AdvoLogix Participation Map View enables users to graphically see the participants on a matter – along with their association with other matters. Case Participants Example Participation Map Example Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 39 Calendar & Task Management Dates, appointments, notes, status updates, tasks, meetings and other events throughout the life cycle of a case are easily tracked within AdvoLogix and easily accessed by users via one-click. An individual user’s calendar view can be accessed from the Navigation Bar, although many clients like to make it more easily available on the user’s Home Page. A practice area or team calendar can be easily accessed by clicking on the Calendar Menu on the Navigation Bar. A case- specific calendar can be accessed by clicking on the Calendar Tab when viewing the case record or Case Summary view. One of the great features our calendars provide is the ability for each user to determine what views and filters are most effective for the user’s specific needs. Users can set their calendar views for monthly or weekly views, with multiple weekly view options. Filters can be set to show items such as tasks and events, with additional filter options based on event type, case type, user, etc. Whatever view and filters a user sets for their calendars persist until the user changes them. Calendar Example Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 40 Case Task Checklist The Task Checklist feature enables users to easily manage case-related tasks. Tasks can be grouped in a variety of ways with several filter options. The user experience also provides the capability to quickly edit tasks without opening additional forms. If your team has processes they follow – based on case type, the stage of the case or other criteria – these processes can be automatically applied to the case upon case creation, a change in the stage of the case, an update to a particular field and other triggers using workflow. Case Task Checklist Tab Example Outlook Integration Salesforce Inbox and Einstein Activity Capture can be easily installed to support full integration with Outlook – including the ability to link emails to a case, and sync events, tasks and contacts with a one-way or two-way sync. There are also other third-party solutions that can be installed to support these features, such as Revenue Inbox. Case Notes Case notes can be configured to support both general and private notes. Security can be defined so that general notes are accessible by all or some team members who have access to the case, whereas private Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 41 notes can be secured so that only the note creator can access them or perhaps only the note creator and a supervisor can access them. Business rules can also be defined so that certain notes cannot be edited. Document Management Our document management functionality relates documents to cases, accounts, contacts or discussion threads. This functionality includes managing basic document metadata, maintaining multiple versions, tracking user views and downloads, secure access, managing user access (e.g., read-only access vs. edit and delete access), etc. Documents can be categorized and previewed. All searchable documents (e.g., searchable PDF, Word, Excel, .PPT) and document descriptions are searchable, so files such as JPEGs or video can still be searchable using keywords or tags in description/category fields. This includes any documents or files that reside in an integrated document management solution. Documents can be emailed directly from a case, account, contact or other record. Documents can also be made accessible to other agencies via a web portal or an integration. Virtually all file types are supported. AdvoLogix supports a paperless environment. AdvoLogix also integrated with many dedicated document management solutions such as SharePoint, iManage, Box, NetDocuments and others. Forms & Document Generation Management Users can create forms or and documents using our AdvoDoc feature. Templates are created with our built-in document designer, enabling data fields and related lists to be merged with pre-designed templates. Documents are automatically associated with the matter, account or contact for which the document was created. For complex document generation that requires pulling fields 4 levels or more from the originating record, AdvoLogix also integrates with many dedicated document assembly/automation systems such as HotDocs, XpressDox, Conga, Nintex Drawloop and others. Features such as the ability to scan and OCR all document formats saved in the system can be added by installing a third-party solution. Records & Archive Management Closed files can be archived using different approaches. For example, business rules and processes can be defined so files (including all data and documents) that have been closed for more than 5 years are electronically moved to a separate digital location, with additional rules set up to automatically delete files older than a certain time period – based on your organization’s retention policies. We can work with your team to define and develop the best approach to meet your business needs. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 42 Legal Hold Our built-in Legal Hold functionality assists organizations with the process of hold acknowledgement and matter-related data preservation. Organizations can centrally manage legal hold acknowledgement activity across all matters. These acknowledgements are tracked by AdvoLogix for the life of the matter. The ability to place a matter on legal hold or to remove a legal hold can be secured based on user profiles and other security protocols. Matters on legal hold are clearly labeled. Documents and other records related to a matter on legal hold are tagged with a legal hold designation. Pre- defined restrictions prevent matter-related data from being deleted from AdvoLogix. Organizations can fine-tune these restrictions. Users identified as legal hold notification recipients receive an email notification with a link to acknowledge the notification. User Home Pages can also be set up so that Pending Legal Hold Acknowledgements are clearly seen each time the user logs into AdvoLogix or goes to their Home Page. Reminders can be automatically sent to users who do not acknowledge a legal hold notification in a timely manner. Discovery Management Discovery management features such as electronically recording receipt and processing of discovery requests, indexing, redacting and Bates stamping can be added by integrating AdvoLogix with a robust third-party discovery management solution such as Relativity, Encase, Exterro, OpenText and others. Reports, Dashboards & Analytics AdvoLogix is built on the Salesforce platform and inherits all the reporting functionality provided by Salesforce. An independent survey of more than 4,000 Salesforce customers found that customers were able to cut the time needed to prepare reports by an average of 52 percent. Our solution provides 54 out-of-the-box reports and 3 dashboards. Case, section, name, calendar, statistical, performance measurement, system, audit and other types of reports can be easily created to support your team’s business needs. Our implementation teams have created reports for many government agencies to manage criminal, civil, claims and general legal matter reports. We will work with your team to create any needed reports, while also training your team how to edit these and create their own reports. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 43 Dashboard Examples Mobile & Offline Access AdvoLogix on the Salesforce Platform Mobile App gives users the same access to all AdvoLogix data that is available from a desktop or laptop – using their mobile phone, iPad or tablet. The screen views on the Salesforce Mobile App can be configured to provide a better user experience, catering to the smaller mobile device screen size. Users can also work offline using AdvoLogix on the Salesforce Mobile App – with any mobile device that uses Android or iOS. Mobile access can be set up to cache records so users can easily view, edit and/or delete data while offline. Users can also create new records. Once the user has Internet access, all record changes can be automatically pushed to AdvoLogix. Users can keep track of all changes made while online or offline from the Pending Changes page. This page is available from the navigation menu. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 44 Mobile Access Examples Integrations AdvoLogix uses the Salesforce platform and its 11 standard APIs to support integrations with other systems such as Active Directory and SAML for single sign on, advanced Microsoft Office 365 and Google Gmail integration solutions, Adobe Acrobat, robust document management solutions, records management solutions, data warehouses, court systems, etc. We can implement integrations as needed between AdvoLogix and your systems [name if possible]. Please click on the links below for more details: Salesforce Platform Integration Guide Salesforce Platform APIs Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 45 Attachment C – Cloud Questionnaire Cloud Services Questions 1. Service levels: What level of service should we expect? What is the City’s recourse for excessive downtime? Refund of percentage of monthly fee? AdvoLogix is built and runs on the Salesforce platform, which has a proven 99.9+ percent uptime record. To ensure maximum uptime and continuous availability, the Salesforce platform provides redundant data protection and the most advanced facilities protection available, along with a complete data recovery plan. Online maintenance for AdvoLogix is controlled by the Salesforce platform. There is no downtime during a standard system maintenance window or update. There are occasions when a 4-hour window is needed for certain system maintenance. Clients are provided advance notice regarding these windows, which are always slated to occur during off-hours for the time zone being impacted (e.g., 12 am – 4 am or 2 am – 6 am, and generally on a Sunday morning). 2. Data ownership: Who owns the data we provide and what can be done with the data? Clients own their data and can access, copy or export it at any time. AdvoLogix does not have access to any customer data, unless the customer specifically gives us user access to assist with questions, etc. 3. Data security: How secure is our data and how is it being kept secure? a. If this is a multi-tenant environment on the same hardware how is our data kept separate and secure from other customers, including any PII (Personally Identifiable Information) that may be gathered? AdvoLogix is built on the Salesforce multi-tenant platform, which supports the ability to encrypt client data and make it available without inadvertently accessing another client's data. The architecture provides an effective logical data separation for different customers via customer-specific "Organization IDs" and allows the use of customer and user role-based access privileges. Additional data segregation is ensured by providing separate environments for different functions (e.g., testing and production). Please click on the following link for more details: Architecture Overview Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 46 b. If PII is gathered, is it encrypted in transit and at rest? All data is encrypted in transfer. Data can be encrypted at rest using the Salesforce Shield Feature (add-on feature). All access is governed by strict password security policies. Multi-factor authentication can be enabled for additional security. Passwords are hashed with a per-user salt, using PBKDF2. Applications are continually monitored for security violation attempts. System activities and events are logged, and audit logs can be reviewed or exported as needed. c. If credit card transactions are occurring is your system fully PCI compliant? AdvoLogix inherits all Salesforce compliance certifications and is fully PCI DSS compliant. 4. Data integrity: What do you do as a vendor to ensure our data maintains its integrity? AdvoLogix provides clients with data integrity best practices. Data Security Using the latest firewall protection, intrusion detection systems and TLS encryption – AdvoLogix gives you the peace of mind only a world-class security infrastructure can provide. Protection at the Application Level Client administrators assign data security rules that determine which data users can access and how this data can be accessed. Sharing models define company-wide defaults and data access based on a role hierarchy. Security can be applied at the: ▪ Record level – which matters, documents and other records a user can access and how these can be accessed. ▪ Screen level – which screens or data on a record can be accessed and how these can be accessed. ▪ Field level – which fields on a matter or other type of record a user can access and how these can be accessed. All data is encrypted in transfer. Data can be encrypted at rest using the Salesforce Shield Feature (add-on feature). All access is governed by strict password security policies. Multi- factor authentication can be enabled for additional security. Passwords are hashed with a per-user salt, using PBKDF2. Applications are continually monitored for security violation attempts. System activities and events are logged, and audit logs can be reviewed or exported as needed. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 47 Protection at the Network Level Multi-level security products from leading security vendors and proven security practices ensure network security. To prevent malicious attacks through unmonitored ports, external firewalls allow only http and https traffic on ports 80 and 443, along with ICMP traffic. Switches ensure that the network complies with the RFC 1918 standard, and address translation technologies further enhance network security. IDS sensors protect all network segments. Internal software systems are protected by two-factor authentication, along with the extensive use of technology that controls points of entry. All networks are certified through third-party vulnerability assessment programs. Protection at the Facilities Level Security standards are on par with the best civilian data centers in the world, including the world’s most security-conscious financial institutions. Authorized personnel must pass through multiple levels of two-factor authentication (including biometrics) to reach the dedicated space with systems hosting client data. All buildings are completely anonymous, with bullet-resistant exterior walls and embassy-grade concrete posts and planters around the perimeter. All exterior entrances feature silent alarm systems that notify law enforcement in the event of suspicion or intrusion. No media containing client data leaves the data center. Third-Party Validation Security is a multi-dimensional business imperative that demands consideration at every level, from security for applications to physical facilities and network security. In addition to the latest technologies, world-class security requires ongoing adherence to best-practice policies. To ensure this adherence, third-party certification is continually obtained, including ISO 27001, PCI-DSS, FedRAMP, and SOC 1 (SSAE 18) and SOC 2 Type II audits. Third parties also conduct periodic vulnerability scans and penetration testing. Data Backup & Replication At any given time, your AdvoLogix instance is actively served from one location with transactions replicated in near real-time to a completely redundant and geographically diverse secondary location. Each location can be considered a complete backup (files and data) of the other. Customer data (up to the last committed transaction) is replicated from the primary to the secondary data center in near real-time. Replication of the data is transmitted over an encrypted network (10 Gigabit WAVE network with inline high speed ethernet encryptors). In addition, backups are performed daily at each data center facility and copies are retained for 90 days (30 days for sandbox instances). Standard processes are designed so deleted or modified data cannot be recovered after 90 days (30 days for sandbox instances). Backup Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 48 media never leaves our secure data center facilities unless they are to be retired and destroyed through a secure destruction process. We also strongly recommend that clients regularly back up their own files and data to their own server or other location to address other potential issues such as accidental user data deletion by a client user or system administrator, a need to roll back to a particular point in time due to a third-party software update or custom coding issue the client is trying to address, etc. Clients can choose to set up a completely automated process for periodic data backups through third-party apps or scripts. There is also a defined process for a client’s system administrator to set a schedule for automatically copying all files and data for backup purposes to a zip file that can be saved to a hard drive, server, etc. Clients can choose a full backup and/or a backup of certain objects with associated files. The schedule can be set for as often as once a week. Each table that is copied is saved in a separate .csv file. AdvoLogix does not have access to any customer data, unless the customer specifically gives us user access to assist with questions, etc. Disaster Recovery AdvoLogix automatically inherits all the disaster recovery protocols established by Salesforce. Salesforce has developed a global Business Continuity and Disaster Recovery Program, hired Certified Business Continuity Planners (“CBCP”) and retained the services of leading consultants to assist in the ongoing development of Business Continuity and Disaster Recovery plans and procedures. Salesforce maintains a Mirror Site that is a 100% staged warm site with block-level data replication. The secondary data center is replicated at 100% of capacity (host, network, and storage) of the Production data center. Salesforce schedules Disaster Recovery exercises which are conducted several times per year. Duplicate Data & Validation Rules The ability to identify potential duplicate data entry for individuals or entities is standard out-of-the-box functionality, along with the ability to merge duplicate records. Additional data rules can be easily configured to support more advanced duplicate data validation processes. Validation rules and required fields can be used to ensure the appropriate data is being entered at different points in time (e.g., initial case creation, case closing, etc.) Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 49 5. We require data centers to be located in the United States: What country will our data be located in? All AdvoLogix client data is managed through a world-class data center infrastructure. Each customer's solution is hosted from a primary and secondary production data center, with near real-time replication occurring between the two sites. A given customer's data will be stored in 2 of these co-located data centers, with one acting as the primary location and the other as the fully redundant secondary site. Data centers for government agencies will be located within the U.S. and adhere to FEDRAMP standards. 6. Responding to legal demands to disclose data: What is your process when someone subpoenas or requests our data from you as a vendor? AdvoLogix does not have access to any customer data, unless the customer specifically gives us user access to assist with questions, etc. We would refer any subpoenas or requests for data to you. 7. Reporting: What is your protocol for data breaches? Weak or re-used passwords are often the weakest link cyber attackers love to exploit. Enabling multi-factor authentication is one of the easiest, most effective actions businesses can take to secure their data against the majority of common cyberattacks. Beginning February 1, 2022, AdvoLogix will require all clients to use multi-factor authentication. AdvoLogix inherits all data breach protocols from the Salesforce platform, including review of potential data breaches, notifying clients regarding potential data breaches, etc. 8. Disaster recovery: What protections/protocols do you have in place to mitigate disasters? AdvoLogix automatically inherits all the disaster recovery protocols established by Salesforce. Salesforce has developed a global Business Continuity and Disaster Recovery Program, hired Certified Business Continuity Planners (“CBCP”) and retained the services of leading consultants to assist in the ongoing development of Business Continuity and Disaster Recovery plans and procedures. Salesforce maintains a Mirror Site that is a 100% staged warm site with block-level data replication. The secondary data center is replicated at 100% of capacity (host, network, and storage) of the Production data center. Salesforce schedules Disaster Recovery exercises which are conducted several times per year. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 50 9. Business continuity: If you decide to bring your business to an end what happens to our data? Clients have access to their data at all times and can copy, backup or export their data at any time. Should AdvoLogix choose to bring our business to an end, we would notify all clients in advance and provide guidance on backing up and exporting all data. 10. Termination rights and consequences: What is your termination policy both for you as a vendor and us as a customer? Either party may terminate for cause: (i) upon 30 days written notice to the other party of a material breach if such breach remains uncured at the expiration of such period, or (ii) if the other party becomes insolvent or ceases to do business. Upon any termination for cause by a client, AdvoLogix shall refund any prepaid fees covering the remainder of the term of all subscriptions after the effective date of termination. Upon any termination for cause by AdvoLogix, the client shall pay any unpaid fees covering the remainder of the term of all Service Order Forms after the effective date of termination. 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? Clients have access to their data at all times and can copy, backup or export their data at any time. AdvoLogix does not have access to any customer data, unless the customer specifically gives us user access to assist with questions, etc. Related Experience with Similar Projects City of Santa Clara – City Attorney’s Office Implementation of AdvoLogix for the City Attorney’s Office and 6 staff members. This included the ability to manage the intake of requests from other city departments, management of key matter processes, document management, including integration to a SharePoint repository, tasks and events and communication. The project team worked in collaboration with the City Attorney’s staff to build out requirements, iterate through build and demo/feedback/test cycle in order to refine the design to meet end user needs. State of Arizona – State Board of Equalization The State of Arizona wanted a system to help track the requests to appeal the boards assessment on property. We implemented AdvoLogix to allow for the intake of appeals via an authenticated community. This process in turn created a matter and notified the State of Arizona team of the new appeal request. Other process improvements included in the build were batch hearing Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 51 scheduling, form and document template creation, integration with the other counties for appeal cases and batch document printing. This small team of 6 can now more effectively collaborate across the team and with the constituents and handle the thousands of appeals annually. Proposed Implementation Schedule Timeline The timeline below is an estimate based upon currently known scope and assumed resource allocation for both AdvoLogix and Bozeman CAO team members. Milestones Project Kickoff - initiating the project, planning and executing workshop sessions for requirements. Design and Scope Check - upon completion of documentation of requirements - a collaborative process of prioritizing the requirements/scope for MVP - and determining fit for budget, timeline and resource requirements. ADVOLOGIX.COM 28 Implementation Timeline Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 Requirements & Process Document Solution Architecture & Design Iterative Build -2Sprints Integrations Data Migration -prep, mapping and loads SIT and UAT Training Prep for Deploy -Production Deploy Post-Production Support Design and Scope CheckProject Kickoff Full Build Checkpoint Move to PROD Signoff Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 52 Move to SIT/UAT - upon completion of build sprinting and unit testing - a decision to move to SIT/UAT in order to conduct testing. UAT Sign-off - upon the completion of end-to-end user testing, test data migration and integration in order to be able to proceed to production. Move to PROD - upon completion of SIT/UAT a decision of readiness to move to PROD. Requires UAT signoff that acceptance criteria for requirements have been met. Signoff - upon completion of post PROD timeline a signoff from client that agreed upon high priority issues that have been identified are resolved. Project Team Below we have identified the Bozeman CAO and AdvoLogix roles and responsibilities that we believe will be necessary to make this implementation successful. ADVOLOGIX.COM 20 Roles and Responsibilities KEY SPONSOR ●Input to key metrics and KPIs ●Business process alignment PROJECT LEAD ●Project planning ●End User test planning and oversight CITY AO SMEs ●Provide process understanding ●Review requirements ●Participate in UAT END USERS ●Participate in Sprint Demos ●Participate in UAT ENGAGEMENT LEAD ●Alignment with key stakeholders on goals ●Prioritization of recommendations ●Proposal of next steps PROJECT MANAGER ●Project planning ●Ongoing requirements management ●Testing ManagementCITYOFBOZEMAN ADVOLOGIXIT SMES ●Integration SMEs ●SSO ●Outlook IT ●Data access to Justware,Outlook, and existing systems, integration sources LEAD CONSULTANT ●Requirements management ●Configuration ●Reports and Dashboards ●Testing TECHNICAL ARCHITECT ●Overall solution design ●Integration architecture and lead ●Data migration solution DEVELOPER ●Integration and Data migration, mapping and import TRAINER ●Build training materials and end user session scheduling ●Deliver training sessions TRAINING ●Internal change management ●Communication lead ●Training Lead Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 53 AdvoLogix Project Team Engagement Lead - AdvoLogix will assign an executive from the delivery team to be responsible for the overall success of the project and relationship with the Bozeman CAO. The Engagement Lead is a part-time role focused on project delivery, successful adoption by the user community, and the Bozeman CAO satisfaction. This individual will be available for the Bozeman CAO’s management team to escalate any issues that may arise during the course of delivery and assist with any strategic decisions with regards to the long-term plans for the project. Project Manager - Planning and Requirements Management - Project planning, oversight and communication with the Bozeman CAO project team. Will provide weekly status reports and immediately raise and document any issues identified with the collaboration of the client project manager. Lead Consultant - The Lead Consultant will develop, revise and maintain requirements and design as well as configure and QA the configuration. Architect - primarily responsible for the technical solution design, data migration planning and execution of the system integrations. The architect leads technical resource - overseeing data migration and integration work. Consultant - Data Migration - will collaborate with client data SMEs, BA, Technical Architect and Configuration Consultant on the data analysis, data mapping and transformation. Creation of a systematic way of processing queries or extracts from the source system and running both test and final data migration loads. Will collaborate with the client system SMEs, Technical Architect, BA and Configuration Consultant on the analysis and development of the integration solution. Training Lead - will be the primary lead on development and execution of the change plan, training materials preparation and training delivery. The Bozeman CAO Project Team Key Sponsors - Manage and approve significant decisions/commitments, the decision-makers for all key business, process and implementation escalations regarding funding, scope and execution. Involved in kickoff and may attend monthly meetings to update on status. Project Manager – The Bozeman CAO project manager or lead will work with the AdvoLogix team on coordination of key user involvement, being updated on status, and assisting in ensuring successful delivery of the solution. They will be responsible for coordinating and managing all aspects from the Bozeman CAO side. Project manager to include future ownership Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 54 of AdvoLogix implementation and development. 50% - 100% commitment is expected throughout the project lifecycle. Criminal, Civil and General Legal Matter Subject Matter Experts – The Bozeman CAO SMEs or champions from each of the groups, that will provide guidance on the current state of processes supported by current matter management application. Designated subset of these SMEs will also be involved in testing functionality during build and during the UAT phase. Some SMEs may also be asked to be a champion - users who understand the build and vision and can help to communicate the changes to others. Involved in the kickoff and workshops and then weekly for status, ad hoc during sprinting and sprint demos - participation ramps higher for the UAT phase. System Integration Subject Matter Experts - the Bozeman CAO will provide access to individuals who have expertise in each of the systems that we will be interfacing with. They will provide knowledge of existing integrations and/or APIs available to use to develop new integrations. Data Migration and other IT SMEs – The Bozeman CAO employees from the IT organization or others who have knowledge of the existing eProsecutor system. Includes individuals identified to provide subject matter expertise and ownership of integrations to Zuercher and Getac systems. Involved in kickoff and participation varies depending on the focus, data migration, and other integrations. The Bozeman CAO Responsibilities The Bozeman CAO acknowledges that the project scope, budget and timeline described in this plan may be impacted if the Bozeman CAO fails to perform its tasks and responsibilities in a timely manner. The Bozeman CAO shall perform the tasks and responsibilities stated below as a condition to the provision of AdvoLogix’s performance of the services as defined within this Description of Services. ▪ The Bozeman CAO assigned staff to the project and must be available to attend workshops and meetings during the project. Lack of availability will impact the project timeline and could impact the project budget. AdvoLogix will notify the Bozeman CAO if sudden non- availability of individuals designated for the project team compromises success. ▪ The Bozeman CAO will assign specific project points of contact for the AdvoLogix team to interact with during the engagement. Access to additional stakeholders may be necessary; however, the single point of contact should have decision-making authority for the project. Introducing new team members or inconsistent involvement from team members increases risk to project success. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 55 ▪ Availability of the Bozeman CAO project team members to review information and provide direction is critical. Lack of availability will impact the project timeline and could impact the project budget. AdvoLogix will set up frequent working meetings for reviews and input. Any non-availability should be identified and planned for during the project kickoff meeting. ▪ The Bozeman CAO will provide assistance in coordinating logistics for meeting dates, any necessary travel for participants and research sessions; this is critical to keeping our commitments to the project schedule. ▪ The Bozeman CAO will share any relevant prior research and analysis to inform AdvoLogix’s work product. ▪ The Bozeman CAO will provide software licenses required to complete the work identified within this Description of Services. ▪ The Bozeman CAO will manage all relationships with any and all license providers, data providers, and AppExchange managed package providers. Present & Projected Workloads AdvoLogix is able to staff for and manage multiple projects of various size and complexity at any one time. We have built out our estimate of the resourcing required for this project according to our experience in having managed similar projects in the past. Please see the Proposed Implementation Schedule for our recommended team members roles and responsibilities for both AdvoLogix and the Bozeman CAO that we feel will be necessary to make this project successful. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 56 References We are pleased to provide more detailed case studies as appropriate and schedule introductions to these and / or any of our 200+ AdvoLogix clients. State of Montana – Office of Public Defender This implementation includes a JustWare migration, several complex workflows/approvals, integrations, advanced analytics, SMS and other communications channels – including a web portal for all constituents and external service providers (>20,000 individuals annually to interact with the Agency). AdvoLogix will manage all billing and spend management activities (budgets, invoice processing, etc.) for external service providers. There are over 500 internal users, several hundred external partners and tens of thousands of users who will access the portal. Phase 1 of this project went live in August 2021. Brett D. Schandelson brett.schandelson@mt.gov State of Montana – Department of Justice This implementation includes a JustWare migration, advanced analytics, several complex workflows and several integrations. There will be 80 users. This project was recently started, is currently in the Design phase and will be ready for deployment later this year. Justin Stolp jstolp@mt.gov City of Santa Clara This project was 4 months (included some additional time to manage the document migration and integration); March – June 2021. The implementation includes an integration with SharePoint, using our AdvoLogix/SharePoint Connector, which enables the integration to be installed with configuration vs. coding. This is a great example of implementation model for a small user population with limited technology and support staff. This implementation supports 11 users. Brian Doyle bdoyle@santaclaraca.gov Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 57 City of Dallas This project started in late 2018, and the City went live using AdvoLogix in May of 2019. We completed a phase 2 in the Spring of 2020. The agency acts as a shared service center for several other agencies. This implementation included five integrations and multiple workflows for over 200 users and stakeholders. Gladys Kabse (214) 671-9165 gladys.kabse@dallascityhall.com Training The AdvoLogix team would provide training services customized to the client’s use of the system. This includes a combination of training materials, short video tutorials for certain features, hands on exercises and end user training sessions. We recommend for this type of engagement scope and number of users 2 3-hour sessions of End User training and supporting training materials. Persona/Role Enablement Topical Areas Enablement Artifacts End-users who use the platform to complete transactions daily Platform-based topics (proposed and to be based on your processes/configuration) ▪ Account/Contact Management ▪ Matter Management ▪ Task Management ▪ Notifications ▪ Document Management ▪ Reports Process-based topics (proposed and to be based on your processes/configuration) ▪ Matter Initiation/Intake ▪ Matter Assignment ▪ Matter Management ▪ Matter Closing ▪ End User Training materials (process based and platform specific materials) ▪ Quick Reference Guides Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 58 Maintenance & Support Ongoing Support All clients are serviced by AdvoLogix’s unique customer success deployment model. AdvoLogix develops, markets and supports the AdvoLogix Matter Management solution. AdvoLogix partners with several implementation partners who bring unique vertical legal expertise to support client-specific implementation needs. These partners are certified in AdvoLogix Matter Management and have deep Salesforce Lightning Platform skills. There are no standard support costs. Each client has a dedicated AdvoLogix Customer Success Manager during and after system implementation. The following technical support is included in each client’s subscription: ▪ 24/7 eMail Support: Clients can submit support cases to support@AdvoLogix.com. Our email queue is monitored 24/7/365 and automated notifications are sent out within a few minutes of receiving an email to confirm the support request has been received. ▪ Live Telephone Support: Live personnel are available via phone, Monday through Friday, from 8 AM to 5 PM CPT (Central Prevailing Time). Our response times for urgent issues are within 1 – 2 hours. General questions or requests may take up to 24 hours. Additional support options are also available. ▪ Salesforce has comprehensive hands-on training modules available online at Salesforce Trailhead Training. ▪ AdvoLogix has extensive online help documentation at AdvoLogix Online Help. ▪ Salesforce has extensive online help documentation at Salesforce Online Help. ▪ Integrated Help Menu - The AdvoLogix and Salesforce platform Help menus are easily accessible from any AdvoLogix screen. Simply click the “?” Icon in the upper right corner of the screen, as shown in the screenshot below. Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 59 Maintenance & Enhancement Updates Solution Releases & Management Both AdvoLogix and the Salesforce platform provide 3 new release updates each year, to ensure our clients are continually receiving new functionality. The Salesforce platform notifies all clients at least 30 days before a new release is pushed out and provides webinars to demonstrate the new functionality. Salesforce platform updates are automatically installed. AdvoLogix notifies clients once a new release is available and provides a webinar for clients to demonstrate the new functionality. This webinar is recorded and can be provided to clients who cannot attend the live webinar. Easy instructions for updating to the latest AdvoLogix release are available through our Integrated Help Menu and on our online Help website. Our support team can also walk your system administrator through the process the first time. AdvoLogix is planning to move toward automatically installing updates in the near future, to be in-line with the Salesforce platform process. All new releases are included in the client’s standard subscription. Update Downtime There is no downtime during a standard system maintenance window or update. AdvoLogix is built and runs on the Salesforce platform, which has a proven 99.9+ percent uptime record. To ensure maximum uptime and continuous availability, the Salesforce platform provides redundant data protection and the most advanced facilities protection available, along with a complete data recovery plan. Online maintenance for AdvoLogix is controlled by the Salesforce platform. There are occasions when a 4-hour window is needed for certain system maintenance. Clients are provided advance notice regarding these windows, which are always slated to occur during off-hours for the time zone being impacted (e.g., 12 am – 4 am or 2 am – 6 am, and generally on a Sunday morning). Price Proposal AdvoLogix Matter Management (15 Users) – $12,000 annually ▪ Government Cloud Plus (FedRAMP and CJIS Certified) ▪ Integration with Outlook ▪ Electronic form entry / matter intake ▪ Product Support Bozeman City Attorney’s Office Case Management System RFP AdvoLogix.com LLC Response 60 Integrations & Data Migration (one-time) $16,000 – $24,000 Installation (one-time) $35,000 – $52,000 Training $6,000 – $8,000 ** We will collaborate with your team to present options to optimize the level of design and effort based on your budget objectives. Total Year 1 Investment $69,000 – $96,000 (includes user licensing and one-time costs) Years 2 – 5 Investment $12,000 annually Attachment A – Affirmation of Nondiscrimination NONDISCRIMINATION AND EQUAL PAY AFFIRMATION AdvoLogix.com LLC (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, AdvoLogix.com LLC (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. Michael Crawford Customer Service and Strategy Name and title of person authorized to sign on behalf of submitter