case management software, optional modules and associated costs

Summary

The request sought detailed cost breakdowns for the Prescient+ case management system and information on digital systems used by the Attorney General's Chambers. The authority disclosed the specific first-year costs for the software, configuration, training, and support, though the response regarding Manx Care system access was cut off in the provided text.

Key Facts

• The Attorney General's Chambers uses the Prescient+ case management system.
• The Civil Litigation team has limited access to Manx Care's 'Protocol' system.
• The Civil Litigation team has limited access to Manx Care's SharePoint site.
• The response provided a total first-year cost breakdown for the Prescient+ system.
• The request was received on 2022-08-09 and the outcome was issued on 2022-09-06.

Data Disclosed

• £46,600
• £10,545
• £12,000
• £69,145
• 2014
• 2022-08-09
• 2022-09-06
• 2572689

Original Request

What were the annual base costs associated with the Prescient+ case management system and any additional cost of each itemised optional module, any other separate costs such as customised maintenance, training, technical support and enhanced service level agreement from year 1 in 2014 and any finalised or projected changes in future costs in terms of a managed total cost of ownership? What are the "small number of secure systems operated by Manx Care" accessed by the civil litigation team and if relevant the criminal prosecutions team, the purpose of the access and how the limited access differs from full access? What is the purpose and extent of "beyond-public access to the Companies Registry facilities"? If the core system in the criminal prosecutions team is different to the civil litigation team, such as NEC Connect, please supply adequate information to understand why case management requirements were considered so different and what year was it selected and if Prescient+ was considered and on what basis it was ruled out. What digital systems are used by the criminal prosecutions team to specifically support case management, for example, just lists and documents and macros in Microsoft Word and Microsoft Excel with emails via Microsoft Outlook and labour/disbursements in Microsoft Dynamics or more specialist software or cloud systems such as the Egress email management system, a timesheet system, a billable hours management system, legal support systems such as the UK Police National Legislation Database or Nexis Lexis etc but to include any automated ediscovery system, any automated evidence timeline functionality/system. What were the base costs associated with the criminal prosecutions team case management core system if different, such as NEC Connect, and any additional cost of each itemised optional module, any other separate costs such as customised maintenance, training, technical support and enhanced service level agreement from year 1? Are there any plans to standardise case management systems?

Data Tables (1)

Data Tables (reformatted)

Full Response Text

Attorney General's Chambers 2nd floor Belgravia House Circular Road, Douglas Isle of Man, IM1 1AE Telephone: (01624) 685452 E-mail: attgen@gov.im

Our ref: 2572689 6 September 2022

Dear ###

We write further to your request which was received on 9 August 2022 and which states:

"What were the annual base costs associated with the Prescient+ case management system and any additional cost of each itemised optional module, any other separate costs such as customised maintenance, training, technical support and enhanced service level agreement from year 1 in 2014 and any finalised or projected changes in future costs in terms of a managed total cost of ownership? What are the "small number of secure systems operated by Manx Care" accessed by the civil litigation team and if relevant the criminal prosecutions team, the purpose of the access and how the limited access differs from full access? What is the purpose and extent of "beyond-public access to the Companies Registry facilities"? If the core system in the criminal prosecutions team is different to the civil litigation team, such as NEC Connect, please supply adequate information to understand why case management requirements were considered so different and what year was it selected and if Prescient+ was considered and on what basis it was ruled out. What digital systems are used by the criminal prosecutions team to specifically support case management, for example, just lists and documents and macros in Microsoft Word and Microsoft Excel with emails via Microsoft Outlook and labour/disbursements in Microsoft Dynamics or more specialist software or cloud systems such as the Egress email management system, a timesheet system, a billable hours management system, legal support systems such as the UK Police National Legislation Database or Nexis Lexis etc but to include any automated ediscovery system, any automated evidence timeline functionality/system. What were the base costs associated with the criminal prosecutions team case management core system if different, such as NEC Connect, and any additional cost of each itemised optional module, any other separate costs such as customised maintenance, training, technical support and enhanced service level agreement from year 1? Are there any plans to standardise case management systems?"

Our response to your request is as follows, broken down per question, numbered as appropriate:

1. “What were the annual base costs associated with the Prescient+ case management system and any additional cost of each itemised optional module, any other separate costs such as customised maintenance, training, technical support and enhanced service level agreement from year 1 in 2014 and any finalised or projected changes in future costs in terms of a managed total cost of ownership” • Application Software Cost £46,600 • Software Configuration & Training Cost £10,545 • Software Support Charge £12,000 • Total First Year Cost £69,145 + VAT
2. “What are the "small number of secure systems operated by Manx Care" accessed by the civil litigation team and if relevant the criminal prosecutions team, the purpose of the access and how the limited access differs from full access?” Of Manx Care’s systems the Civil Litigation team use; • Access to Manx Care’s ‘Protocol’ system, limited to only certain members of the team. • Manx Care’s SharePoint site, limited to only certain members of the team.
3. “What is the purpose and extent of "beyond-public access to the Companies Registry facilities"?” The beyond public access refers to (a) that Chambers is not charged for accessing documents; and (b) access is provided to some additional originating search options (e.g. directors and officers surnames) in terms of the information in the Registry’s databases. Noting that ‘plain’ public access enables access to company information only.
4. “If the core system in the criminal prosecutions team is different to the civil litigation team, such as NEC Connect, please supply adequate information to understand why case management requirements were considered so different and what year was it selected and if Prescient+ was considered and on what basis it was ruled out.” The Criminal Prosecutions Team’s core system is Prescient+. See 7.
5. “What digital systems are used by the criminal prosecutions team to specifically support case management, for example, just lists and documents and macros in Microsoft Word and Microsoft Excel with

emails via Microsoft Outlook and labour/disbursements in Microsoft Dynamics or more specialist software or cloud systems such as the Egress email management system, a timesheet system, a billable hours management system, legal support systems such as the UK Police National Legislation Database or Nexis Lexis etc but to include any automated ediscovery system, any automated evidence timeline functionality/system.” The Prosecutions team do not have any access to any system operated by Manx Care. The Prosecution Team use: • Egress for external email communications outside of Isle of Man Government • Prescient+ for document storage and time recording • Prosecutions Admin Team have access to the Court ‘Axiom’ system • Microsoft Word for producing documents • Microsoft Excel and Outlook for managing cases electronically, using spreadsheets and Outlook diary entries • Westlaw, Lexis and Crimeline as external support systems • No system to manage obligations under the Criminal Procedure and Investigations Act 2016 • Limited access to NEC CONNECT (Police system) to retrieve case papers, and no access to Police National Legal Database 6. “What were the base costs associated with the criminal prosecutions team case management core system if different, such as NEC Connect, and any additional cost of each itemised optional module, any other separate costs such as customised maintenance, training, technical support and enhanced service level agreement from year 1?” While our aim is to is to provide information whenever possible, in this instance a practical refusal reason applies under section 11(3)(a) of the Freedom of Information Act 2015, as Prosecutions/Chambers do not own the NEC CONNECT system and therefore do not hold the information requested. 7. “Are there any plans to standardise case management systems?" Attorney General’s Chambers uses Prescient+ as its standard case management system across the Office. Other software, such as the Microsoft suite of programs, are used by each division/team in conjunction to varying degrees based upon their own division/team requirements. Please quote the reference number 2572689 in any future communications.

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