RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 1 BID SPECIFICATION FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SOUTH AFRICA 29 De Beer Street, Braamfontein Johannesburg, 2017, South Africa Private Bag X76, Braamfontein, 2017 Tel: +27 11 877 2000 Fax: +27 11 877 2222 www.legal-aid.co.za
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RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 1
BID SPECIFICATION
FOR
SELECTION OF SOFTWARE DEVELOPMENT
OF
LEGAL AID SOUTH AFRICA
29 De Beer Street, Braamfontein
Johannesburg, 2017, South Africa
Private Bag X76, Braamfontein,
2017
Tel: +27 11 877 2000
Fax: +27 11 877 2222
www.legal-aid.co.za
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 2
Business Intelligence Microsoft BI Tools Microsoft BI Tools
Integration tool Dcom WCF/Web Services
Database MS-SQL 2008 MS-SQL 2012 or higher
Operating System (Server) Windows 2008 Windows 2012 or higher
Operating System (Desk Top) Windows 7 Windows 7, 8 ,10
Web Browser Internet Explorer 9 Browser Independent
End user device( Operating
System)
Workstations running Microsoft operating system
Device Independent (Work station, Laptop,
Tablet and Smart Phone)
User Authentication MS- Active Directory (AD) MS- Active Directory (AD)
E-mail MS-Exchange 2010 MS-Exchange 2013 or higher
Bids should respond with parameters of the software application in table 5 above or
motivate the benefits of their proposed deviation.
3.6 System Migration Requirements.
The migration to the new system has to be a phased approach. Bids must supply a
migration plan to the new system that includes among others data migration, change
management and user training.
4 REQUIREMENTS FROM BIDDERS
The primary Supply Chain Management (SCM) documents providing bidders
requirements are in terms of the PPPFA and the Standard Bid Documents (SBD).
Bidders are in addition also required to cover requirements in table 6 below:
Table 6: Requirements from bidders
STAGE 1 (Pre-requisite for consideration of bid)
1.1 Attend compulsory briefing session on the RFP on 25 November 2015 at 10:00 am
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 24
1.2 Company profile: Company certification to ISO 9001:2008, EOM certification relevant to the bid, directors, staff
component- focussed skills & capacity and location
1.3 Proposed solution including Change Management Plan and structured migration strategy. Change Management needs
to be based on the agreed resource rates and bidders to outline their approach in their proposals. User training needs
to be stated.
1.4 Provide a project plan at the time of bidding. Bidders need to ensure that the activities listed are all completed within
the proposed project timelines.
1,5 Costing using format in Annexure A in a separate sealed envelope marked with bidder’s particulars and the bid
reference details.
STAGE 2 (After bid award)
2.1 Signing of Vendor Contract and Service level Agreement
2.2 Provide a study report that will be based on the initial analysis done on the system (a base document will be provided
for validation). The study report must include a broad outline of the systems architecture, providing further details on
the software and the hardware requirements. This document should include the software design methodology to be
adopted.
2.3 Provide a detailed Functional Requirements Specification, software test plan and a software quality assurance plan.
The conditions of these plans will be binding to the bidder, and any failure to achieve the items in this section will result
in negative consequences for the bidder.
2.4 A detailed description indicating how the bidder will facilitate the post implementation phase.
2.5 Develop and document the required software solution as per the Functional Requirements Specification
2.6 Testing should consist of functional, integration and regression.
2.7 User acceptance and sign off to be done and documented after completion of each module as per test plan.
2.8 Bidder to ensure the replication service is set up between the Production and the Pre-Prod environment.
2.9 A structured migration process followed from the Ad-Infinitum System to the new system to be confirmed. The software
developer to state their structured migration strategy at the time of bidding.
2.10 Deploy the solution to the Production environment.
STAGE 3 (Post implementation)
3.1 New solution run for next six months (preferably parallel run)
3.2 Incorporating amendments and enhancements were required.
3.3 Affirmation/sign off /validation of new solution by users. Legal Aid SA reserve right to have the solution certified that it
is fit for purpose by its Internal Audit Department and/or by third party.
3.4 Ad-Infinitum system to be decommissioned.
3.5 Bidder must provide a warranty that the deliverables provided, as detailed in the functional specification, will operate
and function as designed for a period of no less than one (1) year from the date of system acceptance. The warranty
shall require the bidder to correct, at its own expense, the legal aid application so that it functions according to the
organisation’s requirements.
3.6 Final application software along with source code and licences of any other third party software used. The Intellectual
Property obtained in the development of the system will vest with Legal Aid SA.
5 PAYMENT TERMS AND SCHEDULE
The payment will be based on stages completed as described in Table 6 above
and Table 7 below. Request for Payment Terms be submitted to the Legal Aid
Project Manager with supporting documents with proof delivery for his/her
approval before payments can be processed.
Table 7: Payment schedule
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 25
Stage Outputs Percentage Condition for Payment
1 Returned bid documents 0% 30 days after signoff and invoice received. 2.1 to 2.3 Detailed
1. Functional Requirements Specification
2. software test plan 3. Software quality assurance plan. 4. Post implementation plan.
10%
2.4 to 2.6 1. User acceptance and sign off divided into 4 work streams.
15% per work stream completed.
2.7 to 2.9 1. Deployed solution in Production environment.
20%
3 1. Source code and software licencing documents.
2. Post implementation review document.
10%
6 PROCESS TIMELINES OF THE RFP
Anticipated process timelines are listed Table 8 below for the purposes of clarifying
the RFP process to be followed. Legal Aid SA reserves the right to make changes to
dates given hereunder.
Table 8: RFP Timelines
No Activity Date
1 Place Advertisement at Government Printers for placement on Friday 13th
Nov 2015 Tender Bulletin.
06th November 2015
2 Issue the RFP 16 November 2015
3 A mandatory briefing session to be held at Legal Aid House, 29 De Beer
Street, Braamfontein, Johannesburg and the session is for clarity of
process and not technical specification requirements. The questions are to
be deposited into external portal on our website (Legal Aid SA will provide
format)
N.B. Only bidders that have attended the briefing session will be
eligible to respond to the RFP
Wednesday 25th November 2015
4 Questions raised by bidders by (electronic communication with bidders) 01st December 2015
5 The RFP closing date 11h00, 12th January 2016
7 FUNCTIONAL EVALUATION CRITERIA
The criterion for evaluation of proposals is in Table 9 below. Bidders, who score less
than 80% of the 100 points for functionality will be disqualified, and will not be evaluated
further.
The bids that would have achieved 80% or more from the Functionality Evaluation will
be further evaluated on the 90/10 points system where 90 points are for Pricing, and 10
points are for preferential procurement requirements.
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 26
Preferential points will be awarded in terms of the B-BBEE Status Level of contribution
which must be substantiated as follows (please refer to Form SBD6.1 for more details):-
Bidders must submit a valid B-BBBEE status level verification certificate, which must be
issued by a Registered Auditor approved by IRBA or a Verification Agency accredited
by SANAS.
Table 9: Evaluation Criteria
1 Expertise of the Firm 15%
ISO 9001:2008 and OEM certification. Organisational capability/resources, and experience of organisation, the list of projects/contracts (both completed and on-going, both domestic and international) which are related or similar in nature to the requirements of the RFP.
2 Methodology: 15 %
Its appropriateness to the condition and timeliness of the Implementation Plan. The proposed methodology should clearly delineate what the Bidder expects the solution to do, thus making it a basis for defining project scope. The bidder should provide a detailed description of the essential performance characteristics proposed and demonstrating how the proposed methodology meets or exceeds the specifications
3 Technical Proposal 60%
Bidders proposal as per this RPF in meeting the following:
1. As-Is requirements; 2. New functional requirements; 3. Integration requirements; 4. Non-functional requirements; 5. Technical requirement specification; and 6. System migration requirements.
4 Management Structure and Qualification of Key Personnel 10%
The Bidder must provide details regarding management structure of the organisation, qualification of resources, detailed CV of a team leader with a precise description of educational background, professional experience including previously implemented projects (please list all the projects - at least 2 projects are required). CV(s ) of QA (Quality Assurance) specialist(s) with ISTQB (International Testing Software Qualification Board) certificate (at least 1 specialist is required)
TOTAL 100%
8 COSTING
All bids received should reflect costing on two levels; the high-level costing and the
detailed cost using the forms in Annexure A. The costing schedule must be presented
in separate sealed enveloped marked with bidder’s particulars and the bid reference
details.
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 27
9 GENERAL TERMS AND CONDITIONS
Bidders must meet the following general terms and conditions:
9.1 Proposal Submission Form
Bidders shall submit their proposals using the “Proposal Submission Form” furnished
in Annexure C of the RFP.
9.2 Site visit
The bidder must arrange for a site visit by Legal Aid SA to at least 3 client reference where similar technology was deployed. Site visit dates will be communicated with prospective bidders.
9.3 Language of the Proposal
The Proposal, as well as all related correspondence exchanged by the bidders and
Legal Aid SA shall be written in the English language.
9.4 Technical Proposal Content
The Bidder shall structure the Technical Proposal to meet the evaluation criteria, as follows:
9.4.1 Project experience
Descriptions of software development projects in .Net for K2 Smartforms, K2
BlackPearl workflow, C# systems previously implemented by company (at least 3
projects and 3 client references)
9.4.2 Proposed methodology for software development
The proposed methodology should clearly delineate what the Bidder expects the
solution to do, thus making it a basis for defining project scope.
The bidder should provide a detailed description of the essential performance
characteristics proposed and demonstrating how the proposed methodology meets or
exceeds the specifications.
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 28
9.4.3 Key Personnel
The Bidders must provide: names and qualifications of the key personnel that will
perform the services, namely: team leader, developers and at least one QA (Quality
Assurance) specialist with ISTQB (International Testing Software Qualification Board)
certificate using the form in Annexure B. Detailed CV of a team leader with a precise
description of educational background, professional experience including previously
implemented projects (please list all the projects - at least 2 projects are required).
The bidders will only be allowed to substitute a resource with an equivalent skilled
resource or better at the equal bid price and with the approval of Legal Aid SA project
manager.
9.4.4 The Financial Proposal
The Financial Proposal shall be prepared using ONLY the attached forms in Annexure
A. No other pricing approach is accepted.
9.4.5 Currencies of Proposals
All prices shall be quoted in the South African Rand currency.
9.4.6 Project Timelines
Project milestones and the implementation timetable must be well-defined.
9.5 Joint Venture, Consortium or Association
If the Proposer is a joint venture, consortium, or association, all of the parties shall be
jointly and severally liable to Legal Aid SA for the fulfilment of the provisions of the
Contract and shall designate one party to act as a leader with authority to legally bind
the joint venture, consortium, or association.
The leader or lead entity, composition or the constitution of the joint venture,
consortium, or association shall not be altered without the prior consent of Legal Aid
SA. The description of the organisation of the joint venture/consortium/association
must be clearly defined in the course of establishing the eligibility of the Proposer, by
defining the expected role of each of its component/member firm in the course of
performing the services defined in the RFP.
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 29
9.6 Alternative Proposals
The proposal to be accepted is only about the development of the new system based
on the technology outlined on Table 0, No alternative technology shall be considered.
9.7 Proposal Validity
In exceptional circumstances, prior to the expiration of the proposal validity period,
Legal Aid SA may request bidders to extend the period of validity of their Proposals.
The request and the responses shall be made in writing, and shall be considered
integral to the Proposal.
10 BID CONDITIONS
10.1 Bidders may be requested to attend a meeting where they will be given the opportunity to present their proposal to the bid evaluation committee.
10.2 Bids must be submitted in line with detailed specifications and requirements. Failure to bid accordingly shall invalidate the bid.
10.3 Legal Aid SA reserves the right to award the bid to one or more service providers.
10.4 Legal Aid SA reserves the right to award the bid in whole or only partially.
10.5 The General Conditions of Contract as stipulated by National Treasury will be applicable.
Note: Legal Aid SA reserves the right not to award.
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 30
Annexure A: Costing
High-level costing
For milestones listed in item 5 bidders should indicate the cost associated with
providing the deliverable listed using Form 1 below.
Form 1: High level costing
Task Description Duration Cost
2.1 to 2.3
Solution definition
Solution design
Technical document
Stage 2.4 to 2.6
Module development,
integration and deployment
Testing (Unit Testing and
UAT)
Conduct Developer and
Administrator training
Change management
End-User training
Stage 2.7 to 2.9
Scheduled replication to Pre-Prod
platform
Data migration
Solution Deployment
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 31
Stage 3
Document post-implementation
reviews
Total
VAT
Total Cost (Inc. VAT)
Software Cost
Quantity Cost
Scanning Software
Development Tool
Integration
Data Migration Tool
Total
VAT
Total Cost (Inc. VAT)
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 32
Detailed costing
Bidder should specify the technical skills that will be used for the project. The proposals
should reflect the costing Form 2 below:
Form 2: Detailed costing
Task Description Resource Quantity Duration Cost
Stage 2.1 to 2.3
Solution definition Lead
Architecture
Solution
Architecture
Business
Analyst
Solution design Lead
Architecture
Solution
Architecture
Technical
document
Technical
Writer
Business
Analyst
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 33
Stage 2.4 to 2.6
Module
development,
integration and
deployment
Testing (Unit
Testing and UAT)
Conduct
Developer and
Administrator
training
Change
management
End-User training
Stage 2.7 to 2.9
Scheduled replication
to Pre-Prod platform
Data migration
Solution Deployment
Stage 3
Document post-
implementation
reviews
Business
Analyst
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 34
Total
VAT
Total Cost (Inc. VAT)
.
Annexure B: Resources CVs
Bidders must submit CVs for each resource that will be working on the project and the
summary for each resource using the format in Form 3 below. The bidders will only be
allowed to substitute a resource with an equivalent skilled resource or better at the
equal bid price and with the approval of Legal Aid SA project manager.
Form 3: Resource skills
Name
Resource Title
(e.g. Senior
Developer)
Cost Per Hour
Skill Skill Level
(Entry/Interme
diate/advanced
/expert)
Years’
Experience
Last Date
Used
Programming Languages
C#
C ++
VB.Net
ASP.Net
Java applet & servlet
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 35
JavaScript & Ajax
Visual Studio.Net
ASP/VBScript
(specify)
Other (specify)
Platforms/architecture
.Net Framework 2.0,
3.5, 4.5
J2EE
Google Android
.Net Remoting
EJB/RMI
Other (specify)
System Integration Technologies
XML
Web Services
EDI
CORBA
K2 Connect
SharePoint
Databases
SQL Server 2012 or
higher (specify)
Operating Systems
Windows Server
2012 or higher
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 36
(specify)
Workflow
SharePoint
K2 BlackPearl 4.5 or
higher
K2 Smartforms
Other Business Software
SYSPRO
SAP
Active Directory
HotDocs
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 37
Annexure C: Technical Proposal
The Bidder shall structure the Technical Proposal to meet the evaluation criteria, as follows:
Form 4: Proposal Submission Form
1. Company Profile –Nature of business, field of service, accreditation, quantity of personnel and their qualifications.
The Bidders must provide: names and qualifications of the key personnel that will perform the services, namely: team leader, developers and at least one QA (Quality Assurance) specialist with ISTQB (International Testing Software Qualification Board) certificate; b).
Detailed CV of a team leader with a precise description of educational background, professional experience including previously implemented projects (please list all the projects - at least 2 projects are required);
CV(s ) of QA (Quality Assurance) specialist(s) with ISTQB (International Testing Software Qualification Board) certificate (at least 1 specialist is required)
2. Expertise of Firm/Organization
The Bidder must provide details regarding management structure of the organisation, organisational capability/resources, and experience of organization/firm, the list of projects/contracts (both completed and on-going, both domestic and international) which are related or similar in nature to the requirements of the RFP.
3. Expertise of Firm/Organization
The Bidder must provide details regarding management structure of the organisation, organizational capability/resources, and experience of organisation/firm, the list of projects/contracts (both completed and on-going, both domestic and international) which are related or similar in nature to the requirements of the RFP.
4. Descriptions of software development projects using K2 Smartforms within .NET framework previously implemented by company (at least 3 projects and 3 client references)
5. Proposed methodology for software development
The proposed methodology should clearly delineate what the Bidder expects the solution to do, thus making it a basis for defining project scope. The bidder should provide a detailed description of the essential performance characteristics proposed and demonstrating how the proposed methodology meets or exceeds the specifications in this RFP document
6. Bidders proposal as per this RPF in meeting the following:
1. As-Is requirements; 2. New functional requirements; 3. Integration requirements; 4. Non-functional requirements; 5. Technical requirement specification; and 6. System migration requirements.
7. Project Timelines
Project milestones and the implementation timetable
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 38
Annexure D: Use Cases
Use case is a list of steps, typically defining interactions between a role (known in UML
as an "actor") and a system, to achieve a goal. The use case specification also
provides the details of the functionality that the system will support and describes how
the actors will interact with the system. The actor can be a human or an external
system.
Please note that the following use cases are for informational purposes and can differ
from the final one that should be approved in system design.
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 39
USE CASE NAME Use Case Name/Title
UC 1 Apply for legal aid online
UC 2 Capture LA 1 Form
UC 3 Approve application for Legal Aid
UC 4 Appeal for Rejected Application for Legal Aid
UC 5 Judicare Accreditation
UC 6 Judicare Verification
UC 7 Assign a Judicare
UC 8 Update MAR
UC 9 Print LA2 Form
UC 10 Monthly Report (Legal Manager)
UC 11 Matter Finalisation
UC 12 Bulk Transfer
UC 13 Pro-bono Allocation
UC 14 Pro-bono Closure
UC 15 Linking of Co-accused
UC 16 Judicare Payment Verification
UC 17 Taxation
UC 18 Quality Self-Assessment
UC 19 Supervisor Review
UC 20 Allocate Matter – Internal
UC 21 Cancellation of legal aid
UC 22 Maintenance of Judicare Practitioner – Vendor
UC 23 Maintenance of Judicare Practitioner – Suspend
UC 24 BAC Procurement
UC 25 Asset Procurement Module
UC 26 Validate vendor (creditors) tax status
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 40
UC 1: Apply for Legal Aid online
Use Case Name UC- 1 Apply for legal aid online
Description A process whereby a client applies for legal aid for
either a criminal or a civil matter
Actors Paralegal
Preconditions Client needs legal aid.
Main Success Scenario 1. Paralegal consults with client and determines if client qualifies for legal aid by assessing through the means test using the system.
2. Paralegal evaluates the input received from the website and SMS.
3. Details of online form submitted will be confirmed with the client.
Post condition The LA 1 form has been completed in full indicating the
type of matter to be covered (criminal or civil).
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 41
UC 2: Capture LA 1 Form
UC 3: Approve application for Legal Aid
USE CASE NAME UC 2: Capture LA 1 Form
DESCRIPTION Process Application captured on the system and processed
ACTOR Admin Officer
PRE-CONDITION Client needs legal aid.
BASIC FLOW
1. CA/PA/SPA submit LA1 forms to admin for capturing 2. Admin officer completes the LA1 form on behalf of the client, based on client input. 3. Generate a reference number for matter 4. Client is requested to confirm the details captured, and if satisfied sign the LA1 form.
POST CONDITION Reference number
USE CASE NAME UC 3: Approve application for Legal Aid
DESCRIPTION Application has been rejection and print LA 9 form
ACTOR Admin Officer
PRE-CONDITION Applications form for Legal Aid has been captured
BASIC WORK FLOW
1. The system apply means rest 2. System makes a recommendation 3. The system recommendation is evaluated. 4. If rejected the reasons for refusal are selected
POST CONDITION 1. Application is approved; or 2. Application is rejected and the LA 9 form is printed
and given to the client
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UC 4: Appeal for rejected application for Legal Aid
UC 5: Judicare Registration
USE CASE NAME UC 4: Appeal for rejected application for Legal Aid
DESCRIPTION Appeal for rejected application for Legal Aid
ACTOR JCE and ROE
PRE-CONDITION 1. Appeal for application rejection 2. LA 9 form available
BASIC WORK FLOW
1. Applicant states the reason for reconsideration of application 2. Justice Centre scans the appeal letter to ROE 3. ROE considers application rejection and motivation for reconsideration
POST CONDITION 1. The matter is sent back to evaluation to be assigned to a practitioner; or
2. Application rejection is upheld.
USE CASE NAME UC 5: Judicare Accreditation
DESCRIPTION Approval process for external legal practitioner (Judicare)
ACTOR JCE, Data Unit Manager
PRE-CONDITION Advocates 1. Admission Certificate 2. Good law society of SA stand 3. External mediator is registered with a recognised
professional body/bar 4. Right of appearance in court 5. Valid tax clearance certificate supplied 6. ID copy
Attorneys 1. Fidelity fund certificate 2. Letter of good standard 3. Tax clearance 4. ID Copy 5. Right of appearance in court
BASIC FLOW
1. Admin officer captures personal details 2. Admin officer captures firm details 3. Admin officer captures Tax details 4. JCE approves the documentation 5. ROE approves the Judicare 6. Documents sent to finance with vendor forms to create vendor number 7. Vendor reference generated by SYSPRO 8. Admin officer captures Judicare information on system 9. Data Unit Manger do BEE rating for the Judicare practitioner
POST CONDITION Judicare vendor accredited by Legal Aid to represent their clients
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UC 6: Judicare Verification
UC 7: Assign Judicare
USE CASE NAME UC 6: Judicare Verification
DESCRIPTION A process whereby the principals (PA, SPA), Admin Manager or JCE validates the Judicare practitioner has received the LA2 and has signed it.
ACTORS PA, SPA, JCE, Admin Manager
PRE-CONDITIONS LA 2 has been signed by the Judicare practitioner.
BASIC FLOW
1. Admin Officer sends the practitioner an SMS providing the matter reference number, matter type and court details.
2. SPA, PA, JCE or Admin Manager confirms to have received a signed LA2 from Judicare practitioner.
POST CONDITION Verified LA2.
Exception/Alternate
course
Data Unit Manager has override functionality to execute the
Judicare verification module on behalf of Justice Centre.
USE CASE NAME UC 7: Assign Judicare
DESCRIPTION Case assigned to an external representative
ACTOR SPA/Manager/Principal attorney
PRE-CONDITION Judicare authorisation granted
BASIC FLOW
1. Matter is evaluated 2. Decision to allocate to Judicare is made 3. Reason for allocation selected 4. Systems ranks using district, level of experience, language, SARS tax standing
and BEE rating 5. Send instruction via SMS 6. Response (accept/deny)
POST CONDITION Matter allocated to a Judicare practitioner
EXCEPTION/ALTERNATE
COURSE If no response is received within 48 hours, practitioners are in the Judicare practitioner list are rotate and a notification is sent to 4 other random practitioners.
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UC 8: Update MAR
USE CASE NAME UC 8: Update MAR
Continuous update of matter progress until finalised
ACTOR CA/PA/SPA(allocated/replacement attorney)
PRE-CONDITION Matter assigned to CA/PA/SPA
WORK FLOW
1. Practitioner updates daily progress and time spent as per allocated instruction worked on.
2. Practitioner updates next court appearance date on instruction worked on central diary.
3. The system update practitioner diary on Microsoft Exchange.
POST CONDITION Updated practitioners MAR and calendar on Microsoft Exchange. (Practitioner and Manager)
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UC 9: Print LA 2 Form
UC 10: Monthly Report (Legal Manager)
USE CASE NAME UC 9: Print LA 2 Form
DESCRIPTION Confirms case has been allocated
ACTOR Admin Officer, JCE
PRE-CONDITION Case accepted by practitioner
BASIC WORK FLOW
1. Signs 2 LA forms, 1 kept for audit 2. JCE & Judicare signs 3. Practitioner collects client files from Justice Centre
POST CONDITION Judicare represent client in court.
USE CASE NAME UC 10: Monthly Report (Legal Manager)
DESCRIPTION Practitioner supervision
ACTOR SPA
PRE-CONDITION All the necessary data have been captured
WORK FLOW
1. Awaiting trial Prisoner (ATP) – progress and outcome
Interaction with Presiding Officer (Judge or Magistrate)
Report on meetings with a stakeholder
Cash flow Management Meetings
Children awaiting trial
Court orders
Judicare reviews
Litigation against government departments
Independent prison visitors
Increase fees
Pending matters exceeding turnaround times
Legal training
High court roll
Appeal monitoring
Complaints register
CA Court readiness & pre-admission program
POST CONDITION Quality and progress reports
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UC 11: Matter Finalisation
UC 12: Bulk Transfer
USE CASE NAME UC 11: Matter finalisation
DESCRIPTION Finalise and close instructions
ACTOR CA/PA/SPA
PRE-CONDITION A judgement must be passed by a court (guilty, not guilty, withdrawal).
BASIC WORK FLOW
1. Practitioner enters matter reference number. 2. Practitioner selects the option to record the matter outcomes. 3. Practitioner indicates if the outcome concerns a case with an individual or a
case that has co-accused. 4. If the matter is for an individual, the practitioner records the outcomes on the
system. 5. If the matter has co-accused, the practitioner needs to record the outcomes for
all the individuals linked to the matter. 6. Practitioner capture minor charges and outcome per applicant (where
applicable) 7. Complete self-assessment (where applicable). 8. Close instruction.
POST CONDITION Matter closed
USE CASE NAME UC 12: Bulk Transfer
DESCRIPTION Allows you to transfer processes/tasks in bulks
ACTOR PA/SPA
PRE-CONDITION Status of the matter or practitioner changes e.g. resignation, transfer, court rotation or the contract of the CA has expired
BASIC WORK FLOW
1. Transfer instruction to an active practitioner on condition it is the same JC and functional unit are the same, with previously allocated practitioner
2. Change the court number (where applicable)
POST CONDITION Successful transfer of matters.
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UC 13: Pro-bono Allocation
UC 14: Pro-bono Closure
USE CASE NAME UC 13: Pro-bono Allocation
DESCRIPTION A process whereby the JCE can indicate to which entity type a case should be assigned to. This is an additional type (i.e. Pro-Bono)
PRIMARY ACTORS JCE
PRECONDITIONS Allocation can only be made for Request Legal Aid process, cancel instruction process and appeal against refusal process.
BASIC FLOW
1. The following should be captured: 2. Type of case (civil or criminal). 3. District that matches the district where the Pro-bono practitioner will work. 4. Pro-bono practitioner’s appearance rights and experience type (i.e. district,
regional or high court).
POST CONDITION Matter allocated to Pro-bono practitioners.
USE CASE NAME UC 14: Pro-bono Closure
DESCRIPTION Finalisation of a case allocated to a Pro-bono practitioner.
ACTOR Admin Officer, Admin Manager
PRE-CONDITIONS Matter issued on a pro-bono basis has been attended.
BASIC FLOW 1. Pro-bono practitioner will send a report containing the outcome of the case, finalisation date and hours spent on the case.
2. The report is scanned and indexed by the Admin Officer. 3. Admin Officer captures the hours worked and marks the
case as finalised.
POST CONDITION The matter is successfully closed.
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UC 15: Linking of co-accused
UC 16: Judicare Payment Verification
USE CASE NAME UC 15: Linking of co-accused
DESCRIPTION An activity whereby an accused can be grouped with the primary accused in the same matter for civil and criminal cases.
PRIMARY ACTORS Admin Officer
PRE-CONDITIONS The initial allocated matter reference is required.
BASIC FLOW 1. Admin Officer opens a new matter. 2. Admin Officer captures the details of the accused. 3. If the case number and the seat of court are similar to any
active matter, the system will highlight it as a co-accused and the admin officer will have to indicate it as such.
POST CONDITION All co-accused have been successfully linked.
USE CASE NAME UC 16: Judicare payment verification
DESCRIPTION A process where payment is verified
ACTOR Admin Officer, AM, JCE (JC)
PRE-CONDITION LA2 & Invoice submitted
BASIC FLOW
1. Verify payment history 2. JC indicated whether the payment is additional/interim , corrective payment or final
payment 3. Create purchase order
POST CONDITION Judicare invoice ready for payment
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 49
UC 17: Taxation
USE CASE NAME UC 17: Taxation
DESCRIPTION Process where Judicare is taxed
ACTOR PPU
PRE-CONDITION Judicare verification done by JC
BASIC FLOW
1. Verify payment history 2. Verify SARS tax affairs standing 3. Tax Account ”time, date & line item” 4. Post payment verification 5. Prove/Deny Payment 6. Pass the payments to Syspro
POST CONDITION Payment verified, taxed and passed to finance system (Syspro)
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 50
UC 18: Quality Self-Assessment
USE CASE NAME UC 18: Quality Self-Assessment
DESCRIPTION Internal self-assessment by the practitioners
ACTOR CA/PA/SPA
PRE-CONDITION Matter completed
BASIC WORK FLOW
1. Capture case reference number 2. Time spent on cases by internal practitioners 3. Quality check list completed
POST CONDITION 1. Assessment report is populated 2. Quality score captured
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 51
UC 19: Supervisor Rating
USE CASE NAME UC 19: Supervisor Rating
DESCRIPTION Rating score on a practitioner by a supervisor
ACTOR Supervisor/Internal Auditors
PRE-CONDITION Practitioners have adhered to the SOPs
BASIC FLOW
1. SPA check the following:
1.1. The unit standard document has been complied with. 1.2. Quality of details contained in Matter Activity Reports. 1.3. Ensures clients have given consent for legal assistance by signing the LA 1 form.
2. The score that the IA gives and rounded from JCE & ROE is emailed to the practitioner and supervisor
3. If the practitioner doesn’t question the score within 2 weeks. The score is kept in records
POST CONDITION Practitioner has performance rating score
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 52
UC 20: Allocate Matter – Internal (Proposed)
USE CASE NAME UC 20: Allocate Matter – Internal (Proposed)
DESCRIPTION Matter allocated to an internal practitioner
ACTOR SPA/Manager/Principal Attorney
PRE-CONDITION 1. Applicant is granted Legal Aid. 2. Court room information
BASIC FLOW
1. Decision to allocate matter internally is made. 2. The system automatically allocates matter to the relevant practitioner using the
court room information practitioner case load.
POST CONDITION The matter is allocated to an internal practitioner.
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 53
UC 21: Cancellation of legal aid
Use Case Name UC 21: Cancellation of legal aid
Description A process whereby request for legal aid application is cancelled and reallocated to another practitioner
Actors PA,SPA,HCUM,JCE
Preconditions One of the following reasons: 1. Conflict of interest 2. Change of Courtroom 3. Practitioner abandons practice 4. Practitioner struck from the role 5. Practitioner change firm 6. Practitioner not available
BASIC FLOW
1. Select the reason for cancellation from the dropdown list , if the selected reason is “Change Court room”,
2. Then select the correct court room number. 3. Then print the “cancellation letter”
OR
1. Select the reason for cancellation from the dropdown list , if the selected reason is not “Change Court room”,
2. Regroup the applicants 3. Print the “cancellation letter”
Post condition Matter cancelled and evaluated pending allocation.
UC 22: Maintenance of Judicare Practitioner – Vendor
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 54
UC 23: Maintenance of Judicare Practitioner – Decision Suspend
USE CASE NAME UC 22 : Maintenance of Judicare Practitioner – Vendor
DESCRIPTION Maintenance of information relating to our existing Judicare Practitioner as a vendor
ACTOR Admin Officer , JCE
PRE-CONDITION Receive a request to update information relating to a Judicare Practitioner.
BASIC FLOW
1. Scan and Index- the request. 2. Amend the Accreditation Application form 3. Update records on Syspro 4. Update BEE information 5. Refer decision to another JC ( if the request is to add a
district falling under another JC) 6. JCE approves or declines the request. 7. Print and send a ‘practitioner letter’ notifying the Judicare
Practitioner of the Acceptance/ Rejection of changes.
POST CONDITION Judicare practitioner information is updated on Accreditation list.
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 55
USE CASE NAME UC 23 : Maintenance of Judicare Practitioner – Suspend
DESCRIPTION The request to suspend /exclude the Judicare Practitioner from rendering his service from a particular District.
ACTOR JCE, ROE and NOE
PRE-CONDITION Receive a request to Suspend or Exclude a Judicare Practitioner.
BASIC FLOW
1. Scan and Index- the request. 2. Update the Accreditation information - by indicating
that the district to be suspended /excluded, the date from and the reason.
3. Refer to ROE/NOE for Investigation. 4. Judicare Practitioner will be suspended during the
investigation. 5. The ROE/NOE makes a decision to Approve/Reject
the request. 6. Suspend/Exclude the district if the request to
approved. 7. Remove suspension if request declined. 8. Print and send a ‘practitioner letter’ notifying the
relevant Judicare Practitioner of the decision.
POST CONDITION If approved, the Judicare practitioner will not be able to render his service in that district- the system will not rank him for work in that district.
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 56
UC 24: BAC Procurement
USE CASE NAME UC 24: BAC Procurement
DESCRIPTION Contracts that are approved via the BAC process are scanned, captured and maintained on the system
1. Scan and index the contract 2. Capture contact information and budgeted amount. 3. Create vendor for this contract on Syspro 4. Generate a GL code for this contract 5. Maintain all a payments on this contract, making sure that they are all within
budget and within the contract period.
POST CONDITION Comply with BAC approved contract budget and condition.
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 57
UC 25: Asset Procurement Module
USE CASE NAME UC 25: Asset Procurement Module
DESCRIPTION This module assists in tracking Assets as they are being acquired until they are captured on Syspro Asset Module.
ACTOR Admin Officer/ Finance officer (assets) /Finance Manager
PRE-CONDITION Create purchase requisition to buy an asset
BASIC FLOW
1. Purchase requisition for an asset is generated. 2. System auto-generate an asset number 3. Update the asset acquisition information on system after the asset has been
acquired. 4. Update the asset information on finance system (Syspro)
POST CONDITION Asset module on Syspro is up to date.
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 58
UC 26: Validate vendor (creditors) tax status
USE CASE NAME UC 26: Validate vendor (creditors) tax status
DESCRIPTION A facility to maintain and conduct a validity check of the vendor’s (creditors) Tax Clearance Certificate Status.
ACTOR Admin Officer / Finance officer
PRE-CONDITION Check vendor’s compliance to tax clearance certificate requirements every first day of the month.
BASIC FLOW
1. The system generates a report of all vendors that will have three months or
less for their Tax Clearance Certificate to expire every first working day of the
month.
2. Send email reminders to the vendors who’s Tax Clearance Certificate are
expiring.
3. If the vendor’ tax clearance certificate has expired the vendor must be
suspended.
POST CONDITION Vendors’ tax clearance certificates up to date.