Overview

Cook County’s Office of the Public Guardian (OPG) was seeking consulting services to implement a new Juvenile Client Services Case Management System (JCS-CMS) that would accomplish the following:

  • Give users access to docketing information
  • Provide a comprehensive suite of tools to manage case information, important contacts, navigate conflict determinations, and maintain a dashboard to track deadlines, outstanding tasks, discovery requests, and more
  • Replace a legacy system with a modern, unified, web-based system that can support a modernized court using the latest technology to support the operational needs of the OPG legal staff
  • Achieve optimal litigation of OPG juvenile cases and enable more effective management of information related to general client wellness

This also follows a mandate to replace disparate systems, including the deprecated AS400 Case Management System, Access databases, and Excel trackers currently being utilized by OPG.  The project is phased out in 3 parts, all of which include Clarity’s engagement.  Phase 1 is complete with details noted below.  Phase 2 is in progress.  We will also project manage Phase 3.

Client

Appointed by the Chief Judge of the Circuit Court, the OPG represents society’s most vulnerable individuals who, by virtue of age or disability, are targets for exploitation and abuse.  Specifically, abused and neglected children, children in highly contested custody cases, and acts as guardians for adults with disabilities and their estates.

Project Start Date

Phase 1 of this project began in January 2021.

Clarity’s Role

In order to prepare for a new, cloud-based Legal Case Management System, Clarity performed an in-depth, current state business process and technological requirements review and analysis.  The end result of the requirements gathering process was the creation of a detailed Request for Proposal.

Phase 1 included Clarity completing the following, designed to set up the rest of the project for success:

  • Defined organizational and functional scope for future system
  • Development of comprehensive functional and technology requirements
  • Change management planning
  • Analysis and mapping of current business processes associated with the OPG’s functions, including identifying the roles and key project resources for the process mapping phase
  • Developed the Request for Proposal (RFP) for Juvenile Client Software and implementation services

Project Overview for Public Guardian Juvenile Case Management System

Phase 1 Completion Date

Phase 1 was completed in June 2022.  Clarity is currently working on Phase 2 of this project.

Future Endeavors

Phase 2 includes assisting the OPG with review of proposals, selection of a proposal, and assisting with contract negotiations.  The expected outcome is identifying and selecting a proposal and entering into a contract that provides the OPG with a JCS-CMS that meets its goals.

Phase 2 includes, but is not limited to:

  • Assisting with forming the JCS-CMS proposal evaluation team
  • Review and selection of the best JCS-CMS solution for the best value
  • Negotiation of software license and implementation services agreement for the primary solution and third-party solution(s)

As mentioned above, once Phase 3 begins, Clarity will also be the project manager for this final stage through completion.