Case Manager

Definition

Case Manager is an essential, top-tier component of a court case information management system. Along with other top-tier components (participant manager, financial manager, calendar manager, and document manager) it forms the bedrock for a fully-functional, componentized CMS.

Within the CMS, Case Manager’s primary function is to support the lodgment, maintenance, management, and reporting of data that constitute a court case record. Since Case Manager relies on other components for certain case information (e.g. e-filings, participants, schedules, evidence, documents, and other resources) it also serves as the “traffic cop” to handle interactions among components that get data from or supply data to court cases.

In most circumstances, Case Manager will be the main component for recording and consuming information about the facts and activities of a case. Work performed by other components will be lodged in or accessible from Case Manager as needed to support efficient administration, management, and resolution of cases.

What it Includes

Case Manager will handle general and limited jurisdiction cases of all types. Differences in process and procedure is accommodated through configuration within Case Manager and other components (e.g. workflow, business rules). It is expected that Case Manager includes:

  • Audit logging within case manager
  • Configurability to support court types, case types, and related codes/parameters
  • Configurability to support role-based case layouts/views
  • Searching for/within one or more cases
  • Lodging of new cases
    • Referrals/pre-cases
    • Case types/subtypes
    • Case matters/claims/charges
    • Case attributes
    • Case relationships/history
    • Case findings, verdicts, settlements, judgments
    • Sentencing conditions/compliance
    • Case disposition/history
    • Incident/Charge/Matter attribute and history maintenance
  • Case triage
  • Case timeline tracking
  • Participant roles within case
    • Participant relationships within case
    • Participant effective dating for case
    • Assigns judicial officer (case/event)
      • Assignment rules/history
      • Recusals/conflicts
  • Create and maintain
    • Tasks/participants
    • Ticklers
    • ROA/clerk docket
    • Minute entries/orders
    • Case notes
    • Case payments/receipts
      • Payment plans
  • Provide view to case activity/history
    • Warrants/alerts on participants
    • Case evidence
    • Link to case documents
    • Process of service/returns
  • Seal and unseal parts/all of case
  • Expunge arrest/disposition data
  • Retain/purge cases/case data
  • Case transfers (case, money)
  • Maintain appropriate data for case reporting
  • Maintain appropriate data for Reporting of key performance metrics

What it Does not Include

In the Next-Gen Court Component Model, Case Manager is not tasked with handling or storing every process, transaction, or data element that affects a case. For instance, while Case Manager will contain a complete Register of Actions for each case, multiple other components may create or update ROA entries if specified by Case Manager interfaces. Likewise, Case Manager may assign case-specific roles to participants even though the participant details and history are maintained by the Participant Manager component. In general, Case Manager is not intended to:

Table 1 - Externally Provided Capabilities

Capabilities

Components

Required/

Expected/

Optional

Security within case manager

(Confidentiality and restrictions to all/parts of case)

23-Identity Management

Required

Authentication in and within case manager

23-Identity Management

Required

 

Case Participant Management

02-Case Participant Manager

Required

 

Configurability of business rules to support case guidelines/pathways

22-Business Rules Engine

 

Expected

Configurability of workflow to support case task assignments

22-Business Rules Engine

28-Workflow

05-DocumentContent Management

02-Case Participant Manager

Expected

 

Create/maintain case scheduling

(calendar configurations or scheduling rules)

 

04-Scheduling Calendaring

05-DocumentContent Management

09-Judicial Tools E-Bench

Required

 

Generate/maintain case documents

05-DocumentContent Management

Document Generation

Required

 

Maintain case evidence

11-Evidence and Exhibit Management

Optional

 

Manage financial/accounting tables, ledgers, or details across the court

 

03-Accounting Financial

Required

 

Notification management

 

Expected

Manage efilings

EFM

Expected

Judicial case management

09-Judicial Tools E-Bench

Expected

Provide public access

08- Public Access Portal

Expected


Applicable Standards and Documents