Frequently Asked Questions

Table of Contents

1. What is the purpose of the software?
2. How can it help us?
3. What is the cost?
4. Is it mandatory that we use it in our office?
5. Who do we call if we have questions or problems?
6. How do we handle charges that aren't in the database?
7. What if my system crashes and I lose all my data?
8. What are the conditions on using the software?

What is the purpose of the software?

The purpose of any case management software is to more efficiently manage your caseload and at the same time help generate the necessary documents. As a by-product of generating the necessary documents, each site using the software will be able to produce custom reports showing the caseload, disposition and crime types managed by the office.

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How can it help us?

The case management system can help in several ways:

• Automate much of the document creation process
• Track case loads and statistics for reporting and budgeting purposes
• Accrue comprehensive defendant/criminal history, automate the production of state reports such as the BCI declination to prosecute report
• Event tracking and reminders so important events are not forgotten
• Customized reports
• A site-central database that all authorized users can access for case, defendant, witness and other important information

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What is the cost?

The case management software and the database which stores the case information is provided free by UPC to all users within any public attorney office in Utah. The cost of any necessary hardware upgrades will be the responsibility of each office. If your staff size increases and you are using Microsoft SQL Server, you will be responsible for paying the cost of additional Microsoft database access licenses. Additional database client access licenses are a one-time fee of approximately $130 per user. Our case management software is still free, even if your office grows. The program will run on a single computer, on a peer-to-peer network, a Local Area Network or on a dedicated server running Windows NT Server and Microsoft SQL server version 6.5 (depending on the number of users). UPC also recommends, but does not require, that each office maintain at least one connection to the State of Utah Wide Area Network (WAN). The cost of WAN connection is $31.00/per device (a device is a user or printer).

Minimum workstation configuration:  Pentium 166Mhz, 32MB RAM, 2GB hard drive with at least 200MB free space.

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Is it mandatory that we use it in our office?

No. UPC is offering the software for no charge as a tool to help increase the productivity and case tracking ability of each prosecutor’s office. We recognize that some offices may decide not to use the free case management software for various reasons.

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Who do we call if we have questions or problems?

The vendor is under contract to provide toll-free technical support. UPC will pay an annual maintenance fee that will entitle each site to free upgrades and technical support.

When the program is initially installed, UPC staff will train the administrator and users in the use and maintenance of the program.

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How do we handle charges that aren't in the database?

The software provides a means of updating, modifying and adding charges as needed. As much as possible, we will standardize all charges so statewide reports and documents will remain consistent. UPC will update the charge tables at all sites on a regular basis to reflect the necessary changes and additions (including annual legislative changes). Our vision is to have charging language built into the program for every crime that crosses your desk.

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What if my system crashes and I lose all my data?

Backing up the data will be an integral part of the administration of the program. During the installation and training process UPC will help determine the best strategy for data backup and disaster recovery.

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What are the conditionson using the software?

The funding for this application is from federal criminal history improvement money. That means that offices that use the software must help improve the quality and amount of criminal history information in the state=s databases. One place where there is a severe deficiency of information in the state=s databases is prosecutor declinations. Historically, this information is manually tracked on Offense Tracking Number fingerprint cards or other paper-based systems. For various reasons, such as prosecution office workload or clerical oversight, the OTN cards have not been properly completed or not returned at all. It is anticipated that this report will be transferred to the Utah Bureau of Criminal Identification on a monthly basis. The long-term plan is to make sure that an OTN number is assigned to all cases tracked by BCI and the Federal Bureau of Identification. In some instances, this may involve sending a summons to the defendant requiring that he or she go to the local booking agency and get fingerprinted. The second major purpose of the system is to improve the reporting of case dispositions to better assess regional crime trends and the effectiveness of legislative changes. All reports proposed to be collected by the state will first be submitted to the Utah Prosecution Council for its approval. The Council is composed of nine members, including the Attorney General (or her designated representative), the Commissioner of Public Safety (or his designated representative), four elected county attorneys, two city prosecutors and the chairman of the Advisory Board of the Statewide Association of Prosecutors.

Finally, since a private company owns this software, each office will be required to enter into a confidentiality and non-disclosure agreement with the Utah Prosecution Council to help ensure that the copyright interests and trade secrets are adequately protected. Case reports and statistical information generated by the system is of course public information and not within the scope of confidentiality and non-disclosure agreement.

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