5.1 Baseline for Management of Client and Case Data – Case Management System (CMS)

Needed capacities or functions -Case Management System (CMS)    

1. The following capacities should be available, including reporting features and access to client and case data. The CMS should offer the ability for organizations to:  

   1. Require multifactor authentication ("MFA") for administrators and users to gain access to the system or use related technologies, such as single sign-on ("SSO") identity management that requires multifactor authentication; 

   2. Securely store and routinely back up data in standardized data formats so data can be easily transferred and accessed across different systems and will remain usable in the future;  

   3. Accommodate extraction of all stored data as needed; 

   4. Customize data entry processes to align with organizational practices and eligibility screening requirements; 

   5. Customize CMS displays, features, and processes to align with organizational needs, such as modifying field values and creating new fields; 

   6. Conduct timely conflict checks for both clients and adverse parties; 

   7. Enter and edit CMS data in real time, including for timekeeping purposes; 

   8. Securely and ethically transfer client and case data electronically to and from other service providers, provided that they have the appropriate technologies;  

   9. Perform routine case management functions remotely and securely; 

   10. Generate reports and extract case and client data (consistent with applicable privilege and ethical considerations) for strategic planning, program evaluation, reporting to LSC and other funders, responding to LSC requests for information, and other purposes; 

   11. Export case and client data in customizable formats in a manner that facilitates casework, such as document templates or summary screens; 

   12. Assign appropriate funding sources to cases and activity records; 

   13. Have the technological capacity to check for data integrity, ideally in an automated way (which ensures that integrity checks are performed regularly and uniformly), to reduce staff time and the risk of human error; and 

   14. Have the capacity to integrate and securely share data with external systems to enhance and increase functionality, particularly for improved reporting, data analysis and visualization, document management, and integration with coordinated intake systems.