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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
Table of Contents
Abbreviations .................................................................................................................................. 5
Definitions ........................................................................................................................................ 6
1 INTRODUCTION .................................................................................. 7
2 PROJECT GOALS AND BENEFITS ................................................... 7
3 PROJECT SCOPE ............................................................................... 7
3.1 The Current System (As-IS) ..................................................................................................... 8
3.1.1 Organisational Structure ................................................................................................. 8
3.1.2 Wide Area Network Infrastructure ................................................................................. 9
3.1.3 nSystem Context Diagram (as-is) .................................................................................. 10
3.1.4 Key Service Areas (current) ........................................................................................... 12
3.1.5 Current system functions .............................................................................................. 12
3.2 Proposed system ................................................................................................................... 15
3.2.1 Context Diagram ........................................................................................................... 15
3.2.2 New/Additional service needs ...................................................................................... 16
3.2.3 Functional Requirements .............................................................................................. 17
3.3 Integration requirements...................................................................................................... 19
3.3.1 Business Intelligence (BI) .............................................................................................. 19
3.3.2 Human Resource Management System (SAP) .............................................................. 19
3.3.3 Financial System (Syspro) .............................................................................................. 20
3.3.4 Microsoft Exchange Diary ............................................................................................. 20
3.3.5 Integrated Justice System ............................................................................................. 20
3.4 Non-functional Requirements .............................................................................................. 20
3.4.1 Performance.................................................................................................................. 20
3.4.2 Proactive error alerts .................................................................................................... 21
3.4.3 Security ......................................................................................................................... 21
3.4.4 Audit Trail ...................................................................................................................... 21
3.4.5 Validation Checks .......................................................................................................... 21
3.4.6 Database Management System .................................................................................... 21
3.4.7 Recoverability................................................................................................................ 22
3.4.8 Maintainability .............................................................................................................. 22
3.4.9 Scalability ...................................................................................................................... 22
3.4.10 Browser compatibility ................................................................................................... 22
3.4.11 End-User Device Independent ...................................................................................... 22
3.5 Technical Requirement Specifications .................................................................................. 22
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 3
3.6 System Migration Requirements. ......................................................................................... 23
4 REQUIREMENTS FROM BIDDERS ...................................................23
5 PAYMENT TERMS AND SCHEDULE ................................................24
6 PROCESS TIMELINES OF THE RFP ................................................25
7 FUNCTIONAL EVALUATION CRITERIA ...........................................25
8 COSTING ............................................................................................26
9 GENERAL TERMS AND CONDITIONS .............................................27
9.1 Proposal Submission Form .................................................................................................... 27
9.2 Language of the Proposal ..................................................................................................... 27
9.3 Technical Proposal Content .................................................................................................. 27
9.3.1 Project experience ........................................................................................................ 27
9.3.2 Proposed methodology for software development ..................................................... 27
9.3.3 Key Personnel ................................................................................................................ 28
9.3.4 The Financial Proposal .................................................................................................. 28
9.3.5 Currencies of Proposals ................................................................................................ 28
9.3.6 Project Timelines ........................................................................................................... 28
9.4 Joint Venture, Consortium or Association ............................................................................ 28
9.5 Alternative Proposals ............................................................................................................ 29
9.6 Proposal Validity ................................................................................................................... 29
Annexure A: Costing ................................................................................................................... 30
Annexure B: Resources CVs ..................................................................................................... 34
Annexure C: Technical Proposal ............................................................................................. 37
Annexure D: Use Cases .............................................................................................................. 38
UC 1: Apply for Legal Aid online.............................................................................................. 40
UC 2: Capture LA 1 Form ........................................................................................................... 41
UC 3: Approve application for Legal Aid ............................................................................... 41
UC 4: Appeal for rejected application for Legal Aid ........................................................... 42
UC 5: Judicare Registration ...................................................................................................... 42
UC 7: Assign Judicare ................................................................................................................ 43
UC 8: Update MAR ....................................................................................................................... 44
UC 9: Print LA 2 Form ................................................................................................................. 45
UC 10: Monthly Report (Legal Manager) ................................................................................ 45
UC 11: Matter Finalisation ......................................................................................................... 46
UC 12: Bulk Transfer ................................................................................................................... 46
UC 13: Pro-bono Allocation ....................................................................................................... 47
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UC 14: Pro-bono Closure ........................................................................................................... 47
UC 15: Linking of co-accused ................................................................................................... 48
UC 16: Judicare Payment Verification .................................................................................... 48
UC 17: Taxation ............................................................................................................................ 49
UC 18: Quality Self-Assessment .............................................................................................. 50
UC 19: Supervisor Rating .......................................................................................................... 51
UC 20: Allocate Matter – Internal (Proposed) ....................................................................... 52
UC 21: Cancellation of legal aid ............................................................................................... 53
UC 22: Maintenance of Judicare Practitioner – Vendor ..................................................... 53
UC 23: Maintenance of Judicare Practitioner – Decision Suspend ................................ 54
UC 23 : Maintenance of Judicare Practitioner – Suspend................................................. 55
UC 24: BAC Procurement .......................................................................................................... 56
UC 25: Asset Procurement Module ......................................................................................... 57
UC 25: Asset Procurement Module ......................................................................................... 57
UC 26: Validate vendor (creditors) tax status ...................................................................... 58
List of Figures
Figure 1: Organisational Structure .......................................................................................................... 9
Figure 2: Ad-Infinitum (AI) As-Is Context Diagram................................................................................ 10
Figure 3: Proposed System Context Diagram ...................................................................................... 16
List of Tables
TABLE 1: SERVICE DELIVERY POINTS ........................................................................................................ 9
TABLE 2: CURRENT SYSTEM SERVER’S CAPACITY ............................ ERROR! BOOKMARK NOT DEFINED.
TABLE 3: THE LIST OF LEGAL FUNCTIONS IN THE CURRENT SYSTEMS: ........................................... 13
TABLE 4: ACCOUNTS PROCESSING FUNCTIONS ...................................................................................... 14
TABLE 5: ROADMAP OF THE SOFTWARE IN THE CURRENT AI SYSTEM. ............................................ 22
TABLE 6: REQUIREMENTS FROM BIDDERS ................................................................................................ 23
TABLE 7: PAYMENT SCHEDULE ..................................................................................................................... 24
TABLE 8: RFP TIMELINES ................................................................................................................................. 25
TABLE 9: EVALUATION CRITERIA ................................................................................................................... 26
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 5
Abbreviations
Term Meaning
AI Ad-Infinitum
OEM Original Equipment Manufacturer
NO National Operations
ISSC Information Systems Steering Committee
BASM Business Application Software Manager
PPU Post Payment Unit
HCUM High Court Unit Manager
CA Candidate Attorney
PA Professional Assistant
SPA Supervisory Professional Assistant
JCE Justice Centre Executive
ROE Regional Office Executive
COTS Commercial-Off-The-Shelf
CAS Criminal Application System
ISCCJ Inter-Sectorial Committee for Child Justice
LA 1 Application for legal aid
LA 2 Instruction to legal practitioner
LA 9 Refusal to provide legal aid
IJS Integrated Justice System (IJS).
AD Active Directory
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Definitions
Term Meaning
Accreditation A process whereby a legal practitioner who has applied to be put on the
Legal Aid SA’s Directory of Accredited legal practitioners has been
evaluated to comply to the accepted code of practise
Integrated
Justice System
(IJS).
The members of the Justice cluster are Home Affairs, National Prosecuting
Authority, Department Of Justice, South African Police Service, Social
Development, Correctional Services and Legal Aid SA. Integrated Justice
System (IJS) projects ensures that the participating departments systems
are integrated and opens the way for greater co-operation, speedier
access to data and reduce duplication of processes and information.
Judicare Provision of legal aid through instructing private legal practitioners to
represent individual legal aid clients
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1 INTRODUCTION
Legal Aid South Africa is an independent statutory body established by the Legal Aid
Act (1969) as amended. The objective of Legal Aid South Africa is to render or make
available legal representation to indigent persons with the strategic approach outlined
in the Legal Aid SA Strategic Plan 2015-2020. The core business requirements are
informed by the Legal Aid Guide 2012 and further defined primary principles outlined
in the IT policies, IT Strategic Plan 2015-2020, and IT Architecture 2015.
This RFP seeks proposals from potential bidders for development and implementation
of a software application of the core delivery service of Legal Aid SA which will meet
the required functional and technical requirements intended for identified service
requirements. The proposed software application should be a new write.
2 PROJECT GOALS AND BENEFITS
The goal of this project is to bring about improved efficiencies of operations of Legal
AID SA through writing of a new software application of the core delivery service. The
new system is to incorporate current workflow practices, add newly identified services,
expand client and stakeholder services, as well as integrate to key ERP systems and
other key systems.
The project bring about effectiveness of business processes of Justice Centres,
Regional Offices and National office in the functional areas of legal operations, legal
development, as well as procurement and payment of Judicare practitioners. It
ensures integration of data between the core system and ERP systems and other key
systems; and foster for a holistic Management Information and Decision Support
System for practitioners, managers, Executives and the Board of Legal Aid SA. The
project is thus leverage through technology meant to strengthen legal aid service to
clients and stakeholders and defines service delivery channels which includes new
delivery channels e.g. remote client and Judicare updates and access.
3 PROJECT SCOPE
The Current System (As-IS): This section outlines the current (as-is) business processes that relate to the AI system.
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 8
Proposed system: The proposed system will either be developed using the technologies listed below:
Table 0: development technology breakdown
User Interface K2 Smartforms
Business Logic C#
Workflow Processes K2 BlackPearl
Backend data storage MS SQL 2012
Documents Management System SharePoint 2013
3.1 The Current System (As-IS)
This section describes the current system artefacts which among others must be taken
into consideration in developing the new system.
3.1.1 Organisational Structure
The Legal Aid SA organisational structure is in figure 1 below as at 30 October 2015.
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 9
Figure 1: Organisational Structure
3.1.2 Wide Area Network Infrastructure
The Legal Aid SA has 135 service delivery points as per Table 1 below. These points
are all connected directly to the head office computer centre where all the present
system computing is done via Wide Area Network (WAN) VPN/MPLS. All
communication to and from the Internet is via the head office.
Table 1: Service Delivery Points
REGION
Regional Office Justice Centres Satellite Office Region Total
EC 1 10 11 22
KZN 1 10 11 22
FS - NW 1 13 6 20
GP 1 10 4 15
WC - NC 1 12 15 28
LIM – MP 1 9 17 27
National 1
TOTAL 6 64 64 135
This infrastructure enables connectivity to more than 2895 users (legal and non-legal)
with a computer desktop complement of 2339 pc as at 30 October 2015
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3.1.3 nSystem Context Diagram (as-is)
The System Context Diagram is used to display how system inter operates at a very
high level or how systems operate and interact logically. The present system context
diagram is presented in figure 2 below.
Figure 2: Ad-Infinitum (AI) as-is context diagram
With reference to figure 2 above, the servers’ capacities are further described in table 1
below.
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Table 2: Current system server’s capacity
Environment
Type Description Operating System Memory
Hard
Drive
Virtual Machine Application Server
Microsoft Windows Server 2008
R2 (64-bit) 6 Gig 100Gig
Virtual Machine Data warehouse Server
Microsoft Windows Server 2012
(64-bit) 49 Gig 780Gig
Virtual Machine DHCP
Microsoft Windows Server 2012
(64-bit) 4 Gig 40Gig
Virtual Machine DNS Server
Microsoft Windows Server 2008
R2 (64-bit) 4 Gig 136Gig
Virtual Machine DNS Server
Microsoft Windows Server 2008
R2 (64-bit) 4 Gig 50Gig
Virtual Machine
Microsoft Exchange
Server
Microsoft Windows Server 2012
(64-bit) 49 Gig 2,1TB
Virtual Machine
Microsoft Exchange
Server
Microsoft Windows Server 2012
(64-bit) 49 Gig 2,1TB
Virtual Machine SAP
Microsoft Windows Server 2008
R2 (64-bit) 32 Gig 1,2TB
Virtual Machine
K2 BlackPearl
Server(primary)
Microsoft Windows Server 2008
R2 (64-bit) 8 Gig 100Gig
Virtual Machine
K2 BlackPearl
Server(secondary)
Microsoft Windows Server 2008
R2 (64-bit) 8 Gig 100Gig
Virtual Machine Domain Controller
Microsoft Windows Server 2012
(64-bit) 4 Gig 80Gig
Virtual Machine Domain Controller
Microsoft Windows Server 2012
(64-bit) 4 Gig 80Gig
Virtual Machine Core Database Server
Microsoft Windows Server 2008
R2 (64-bit) 64 Gig 4,32TB
Virtual Machine Core Database Server
Microsoft Windows Server 2008
R2 (64-bit) 64 Gig 3,73TB
Virtual Machine Database Server
Microsoft Windows Server 2008
R2 (64-bit) 64 Gig 12,47TB
Virtual Machine Database Server
Microsoft Windows Server 2008
R2 (64-bit) 64 Gig 3,18TB
Virtual Machine Database Server
Microsoft Windows Server 2012
(64-bit) 32 Gig 1,86TB
Virtual Machine Database Server
Microsoft Windows Server 2012
(64-bit) 32 Gig 700Gig
Virtual Machine
VMware Site Recovery
Manager
Microsoft Windows Server 2008
R2 (64-bit) 4 Gig 80Gig
Virtual Machine SYSPRO Database Server
Microsoft Windows Server 2008
R2 (64-bit) 12 Gig 150Gig
Virtual Machine VMware vCenter Server
Microsoft Windows Server 2008
R2 (64-bit) 16 Gig 250Gig
Physical Machine Application Server
Microsoft Windows Server 2008
R2 (64-bit) 64 Gig 550Gig
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3.1.4 Key Service Areas (current)
The Objective of the project is to meet key functional requirements and standard level
of business processes in response to current and new /additional service needs. The
organizational requirements and service needs (existing and additional) as raised
formed a basis for identification of Functional Needs and System Requirements for the
new system. Key functional modules include:
a) Applications and Appeals for Request for Legal Aid, Matter Search and Matter
finalisation and outcomes and their subsidiary modules, all activities thereof lies
at Justice Centre levels and are used by internal practitioners and
administrators;
b) Cancellations of legal aid instructions (which include reallocation of instructions
between internal practitioners, Judicare practitioners, probono and Agency
Agreement), bulk transfer , legal quality reviews (self, supervisory and
management), Matter Activity Report and Petitions and their subsidiary
modules;
c) Accreditation processes, Provision of legal aid through Judicare, and Agency
agreement allocations and their subsidiary modules, all being business process
needs in sourcing the services of external practitioners;
d) Vendor creation and related processes, Judicare Practitioners accounting
processing functions including processes of Judicare as creditors and their
subsidiary modules; all administered by Justice Centres and national Office
Finance Department; The Vendor management process should be integrated
with the supplier database that Legal-Aid suppliers are registered on for the
creation of already registered suppliers on the database
3.1.5 Current system functions
The AI system has presently functions that are used by various systems
stakeholders.
a) The functions relating to legal processes are listed in table 3 below and further
described in Annexure D.
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Table 3: The list of legal functions in the current systems:
Legal Functions Performed by
Request Legal Aid –Application
Apply for legal aid : Complete LA 1 Paralegal/Admin Officer
Link co-accused (if any) Paralegal/Admin Officer
Evaluate Legal Aid Application Admin Officer
Provide Legal Aid Admin Officer
Reject Legal Aid Application: Print LA 9 Admin Officer
Print Referral Letter Admin Officer
Request Legal Aid –Appeal
Index Appeal Letter Admin Officer
Evaluate Appeal Recommendation Justice Centre Executive (JCE)
Cancel Legal Aid Provide Process
Select Instruction to Cancel JCE
Reallocation of instruction JCE
Issue Cancellation Letter JCE
Update Court Details JCE
Matter Search All
Matter finalisation and outcomes Attorney(CAs, PAs, SPAs)
Bulk Transfer SPA/JCE
Perform MAR Attorney(CAs, PAs, SPAs)
Petitions
Matter finalisation and outcomes Admin Officer, SPAs
Internal Practitioner Maintenance Admin Manager
Service Unit Maintenance JCE,HCUM,SPA
Pro bono Module
Pro bono Allocation JCE,HCUM,SPA
Pro bono Closure Attorney(CAs, PAs, SPAs)
Quality
Self-review(during finalisation process) Attorney(CA,PA,SPA)
Supervisory review SPA/ JCE
JC Management Review SPA/ JCE
ROE Review ROE
Legal Quality Assurance Unit Review Internal Audit
b) The function relating to accounts processing are listed in table 4 below and
further described in Annexure D.
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Table 4: Accounts Processing Functions
Accounts Functions Performed by
Accreditation Process
Capture Practitioner Details Admin Officer
Accreditation of Practitioners JCE
Determine Impact JCE
Suspension of Practitioner: Temporary/Permanent Regional Operations Executive/Data Unit Manager
Agency Agreement Allocation JCE, HCUM, SPA
Judicare Process
Prepare/verify Judicare account checklist Admin Officer
Judicare Justification JCE
Maintaining a Judicare practitioner record. JCE
Judicare Authorisation ROE
Allocation of Instruction: Practitioner BEE Ranking High Court Unit Manager(HCUM), JCE,SPA
Offer Option Feedback: Send/Receive SMS Judicare Practitioner
Print LA 2 Admin Officer
Judicare Verification PA,SPA,JCE
Agency Agreement Allocation JCE, HCUM, SPA
Payment Processing Unit (PPU)
Verify Payment History PPU
Tax Account PPU
Post Payment Verification PPU
Create Commitments PPU
Purchase Order Creation Admin Officer
Finance functions (Syspro Interface)
Bid Adjudication Committee Procurement Admin Officer
Asset Procurement Admin Officer
Tax Clearance Certificate Validity Admin Officer
Authorise Requisition Admin Officer
Cancel Requisition Admin Officer
Create Purchase Order Admin Officer
Create Vendor Admin Officer
Modify Vendor Admin Officer
Authorize Vendor Admin Officer
Reject Vendor - Notification Admin Officer
Capture BEE Info Admin Officer
Update BEE Info Admin Officer
3.1.6 AS-IS Document
Bidders to take note that AS-IS Document would also serve as a base of validating AS-
IS system. Bidders are encouraged to attend a compulsory briefing where a
demonstration of the current system will be done by Legal Aid SA.
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3.2 Proposed system
The proposed system must include all functionalities described as current system (As-
Is) in section 4 and new required functionalities described in this section and further
described in Annexure D.
3.2.1 Context Diagram
The System Context Diagram is used to display how system inter operates at a very
high level or how systems operate and interact logically. The proposed system context
diagram is presented in figure 3 below.
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Figure 3: Proposed system context diagram
External
Websites
Financial
System
(SYSPRO)
Legal Aid System
Internal Users
HR System
(SAP)
Authenticating
System (Active
Directory)
SMS ServiceWork Flow
(K2 BlackPearl)
Electronic
Document Storage /
Knowledge
Management
System
MS-
Exchange
Diary
Module
Document
Scanning System
(Descriptiff)
Civil Module
(HotDocs)
Supplier
Registration
System
3.2.2 New/Additional service needs
New functional modules identified will include,
a) external websites for clients, Judicare, agencies and co-operations to cater
for external users;
b) the Civil Merit assessment modules and their subsidiary modules;
c) Purchase Order modules for processing of Judicare accounts; and
d) Civil enhancements.
e) SAP/ AD Synchronization
f) Walk-in Client Registration
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Detailed functional requirements for each of the identified service areas (existing and
new) are defined hereunder.
3.2.3 Functional Requirements
The current functions of the AI system need to be included in the proposed system.
Additional functional requirements will thus respond to new services identified under
3.2.2. Above.
a) External Judicare Portal
External Judicare portal should be developed and hosted on internet to facilitate easy
access for our external accredited practitioners to interact with the electronic Legal Aid
administration system. The portal should allow Judicare practitioners, Agency
Agreements and Co-ops to perform the following functions amongst others:
Sign in and out
Reset password with forgotten password reminder
change their contact details
view instructions allocated to them
accept/decline instructions allocated to them
view/print LA1 and LA2
submit their account online
administrator to activate/deactivate practitioner’s access to the portal
b) The Civil Merit assessment modules
The Merit Report is primarily for civil matters. When a client applies for legal
assistance for civil matters, the completed application is granted and allocated to
a practitioner. The practitioner then assesses the case by contacting the client and
evaluating the merit of the case, by assessing the feasibility of proceeding with the
case. Based on the outcomes of the assessment a merit report will be generated
indicating if the case has merit or not. If the case is found not to have merit, it is
RFP FOR SELECTION OF SOFTWARE DEVELOPMENT OF LEGAL AID SA Page 18
then declined. Conversely, if the case has merit the Practitioner may proceed with
the case
c) Purchase Order modules
I. Cancellation of purchase orders
When a purchase order is cancelled for Judicare accounts, the system
needs to ensure the requisition is also cancelled on the financial system
(Syspro). In certain cases, where an account is sent back to the Justice
Centre by PPU, the system must ensure the previous purchase order is
cancelled.
II. Commitments
When a matter is being paid, the system would need to confirm that
corresponding value of the initial commitment done in the financial system
is also reduced. The system will generate alerts for any commitment that
are not reducing on the financial system.
III. Requisitions
At creation of a requisition, the system should allow for users to capture the
details of the quotes received.
IV. Taxation
Purchase orders should not be in Payment Processing Unit beyond the
expected time limits. The workflow for this module needs to ensure strict
time limits are enforced from the time a purchase order is initiated at the
Justice Centre to the payment phase.
d) Civil enhancements
I. Multiple Applicants
Civil Matters with more than one applicant, the system should allow for
multiple applicants to be included in one matter. An example of this would
be an estate matter that has more than one child.
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II. Apply for Legal Aid Function Enhancements
The function must include Administration of Estates, Curatorship (litigation
or monetary related), Alternative Dispute Resolution (mediation), Hague
Convention Cases, Mental Health Care Act Users and Conveyancing.
e) SAP/ AD Synchronization
When SAP HR system is updated, the changes should reflect on the Active
Directory (AD), in real time or within the specified period.
f) Walk-in Client – clients may require legal advice, but not legal representation.
Currently information about these clients is kept in a stand-alone system. The
proposed system should incorporate this functionality, such that if a client
qualifies for legal representation, they can be promoted to Request Legal Aid
(LA1).
3.3 Integration requirements
The new system need to integrate seamlessly with the existing systems at Legal Aid SA
and its external partners.
3.3.1 Business Intelligence (BI)
Legal Aid SA has an operational Business Intelligence solution (inclusive of legal,
finance and HR). The proposed system (service provider) should provide Business
Intelligence solution for BI Legal environment and must work with the BI Specialist to
ensure that the current ETLs are updated to reference the correct fields in the new
database. Also Service Provider should provide the detailed database dictionary of
their proposed solution for assisting in data mapping, data migration and enhancing
up-to-date information from the core System, SYSPRO and SAP.
3.3.2 Human Resource Management System (SAP)
SAP as a system need to be integrated to the core system of legal Aid SA in order to
have one entry / input for personnel data such as recruitment, training and staff
attendance/Leave information.
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3.3.3 Financial System (Syspro)
Improve integration with Syspro to cater for two way data sharing in order to eliminate
data duplication.
3.3.4 Microsoft Exchange Diary
The system must update practitioners and his/her manager diary for matters assigned
to the practitioner.
3.3.5 Integrated Justice System
Integration with IJS applications that contribute to the information needs of the
organisation and the justice cluster. The data received from IJS should be used to
populate the LA1 and flag the used records from the IJS data.
3.3.6 HotDocs (Civil Module)
Integrate the system with the HotDocs system to cater for two way data sharing in
order to reduce time generating customized legal documents.
3.3.7 Tools and Equipment Register/Assets
The system should have a capability to identify tools and equipment from Asset based
the correct combination of amount and GL Code during procurement process, and
populate the tools and equipment register under the value of R5000.
3.3.8 BAC
When BAC contracts are awarded, the system should have the capability to ring-fence
total budgeted amount such that it can only be used for that project, and furthermore,
allow users to divide the budget according to the contract duration.
3.4 Non-functional Requirements
The overall quality and attributes of the system are defined by the non-functional
requirements. The non-functional requirements include performance, security, external,
database software, interface as well as input and output.
3.4.1 Performance
It is important to ensure the system can process a required number of transactions
within a specified time limit and handle a high number of concurrent user sessions. The
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system needs to be able to process any type of input it receives. If it receives
unexpected input, it should be able to respond to input errors in a user-friendly manner,
where errors are handled in gracefully and descriptive enough for users.
3.4.2 Proactive error alerts
The system should have a way to monitor errors as they occur on the interfaces that
communicate with other modules. The errors should then be sent to the person that
initiated the transaction as well as to the IT Support team to allow for immediate
attention.
3.4.3 Security
The system needs to ensure only authorised users may work on the system. The system
access should be done through Active Directory. The definition of roles is done through
Active Directory (AD). It is very crucial that AD is updated regularly to reflect the current
employees as referenced on the SAP HR system. This will ensure the system is
protected from malicious intrusion.
3.4.4 Audit Trail
The application software should provide proper audit trail for any change made in the
data. The software should be capable to store date and other identities of the applicant
entering online data. The system should maintain proper logs of any changes made in
the data.
3.4.5 Validation Checks
The application software should incorporate proper validation checks so that garbage
data is not stored in the database. The validation checks should be able to minimize
data entry mistakes and business rules violations.
3.4.6 Database Management System
Any maintenance performed on the database system needs to be performed outside
the system’s operational hours to reduce system unavailability. Planned maintenance
is communicated with business stakeholder through a maintenance calendar shared
with business. However, emergency maintenance is not included in the maintenance
calendar; this is also communicated to the stakeholders warning them of the possible
unavailability of the system
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3.4.7 Recoverability
Since AI is a crucial system for the organisation, disruptions to systems relating to
availability and functionality should be minimised. Should the system go down, the IS
department should have a recovery process. The recovery process should stipulate the
recovery timescales; if these timescales are exceeded then a system hosted at an
alternative site needs to be initiated. Core to recoverability is the availability of the latest
backups. The current recoverability of the AI system needs to be reviewed.
3.4.8 Maintainability
The system needs to conform to good design principles. The principles include amongst
others; architectural, design and coding standards. The current system is not adequately
designed. The design and coding of the systems functions is based on old procedural
style of design. Coding does not adhere to any coding convention as a result making
maintenance a time-consuming exercise.
3.4.9 Scalability
The system must be scalable to accommodate future business needs and changing
business environment.
3.4.10 Browser compatibility
The application user interface should provide full system functionality across multiple
internet browsers among others Internet Explorer, Firefox, Safari (iPad’s Tablet) and
Chrome (Android’s Tablet).
3.4.11 End-User Device Independent
The application user interface should be device Independent, that is it must able to
interface with different operating system used in desktops, laptops and tablets.
3.5 Technical Requirement Specifications
The proposed solution should be in line with the technologies detailed in the Legal Aid
SA’s IT strategy. In developing the new system, the existing technology and skill base
of Legal Aid SA should be taken into cognisance. The present system software
technology environment is presented in table 5 below:
Table 5: Roadmap of the software in the current AI system.
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Component Current
Proposed
Framework ASP.Net(2.0) K2 Smart forms
Integrated Development
Environment (IDE)
Visual Studio 2010 Visual Studio 2013/2015
Development Language C#.Net C# 4.5 or higher
Documents Repository SharePoint 2007 SharePoint 2013 or higher
Workflow K2 BlackPearl 4.5 Latest version of K2 BlackPearl
ERP (Finance) SYSPRO 6.1 SP2 SYSPPRO 7.0 or higher
ERP (HR) SAP HCM 6.0 SAP HCM 6.0 or higher
Scanning Tool Descriptiff v2.4 SharePoint Compatible Scanning Tool
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
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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.
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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.
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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.
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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.
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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.
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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
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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)
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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
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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
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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
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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
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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.
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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
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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).
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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
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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
ACTOR Procurement Admin Officer/ Procurement Manager/ Finance officer (vendor creation) /Finance Manager
PRE-CONDITION A contract is approved by BAC.
BASIC FLOW
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.