What should you look for in Collection Software



What should you look for in Collection Software?

- Checklist -

This checklist is used to document your collection software requirements and what the software being evaluated provides in relationship to those needs. Each item is described in detail in the “What should you look for in Collection Software?” document. Each item should be evaluated as to your requirements and checked as “Required,” “Nice to have,” or “Unneeded.” This will then be used to evaluate prospective vendor’s collection software where “Provided,” “Partially provided,” or “Not provided” is checked. When the checklist is completed for several vendors’ collection software, the checklist will assist in determining which vendor’s software most closely meets your collection software requirements. A “Note” area is provided for each item so that a more specific site requirement or vendor specific provision can be documented. (See the last page for instructions on modifying this document.)

|Name of Software being evaluated: |Date: (MM/DD/YY) |

|      |      |

|Name(s) of Evaluator: |

|      |

|Case Management System |

|Provides all |Provide some | |Ability of current case management system to provide information to the collection system |

|needed info |info |No info | |

|Note:       |

|Manage Defendant Payment Plans |

|Evaluation of Vendor’s Collection |Collection Software Requirements |Item List |

|Software | |(See “What should you look for in Collection Software?”) |

| |

|Provided |

| |Partially |Not provided| |Nice to |Un-needed |Create Payment Plan based on payment amount |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Create Payment Plan based on duration |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Create Payment Plan based on rule |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Create Payment Plan based on explicit manual entry |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Manage Cash Bond |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Automatic adjustment of next payment amount due |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Convert Payment Schedule to Community Service Schedule |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Special handling for juveniles (Split & Joint Responsibility) |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Suspend case collection activity |

|Provided |provided | |Required |have | | |

|Note:       |

|Track Cashier Transactions |

| |Partially |Not provided| |Nice to |Un-needed |Receipts Tracking |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Data Import of Receipts |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Quick-cashiering |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Prorating/Allocating Receipt Disbursals |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Individually Disburse, Track & Report Victim Restitution |

|Provided |provided | |Required |have | | |

|Note:       |

|Generate Defendant Letters |

| |Partially |Not provided| |Nice to |Un-needed |Daily automatic letter generation, with English/Spanish preference for each |

|Provided |provided | |Required |have | |defendant |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |User-defined Dunning Letters templates |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Standard Dunning Letters (by rule—15, 30, 60 days) |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Collection for non-adjudicated cases |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |No Payment Plan Status (no-show) |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Deferred Adjudication warning letters |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Dunning letters after Show Cause |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Before inmate release |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Special announcements, such as change of court address |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Warrant round-up |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Configurable to individual courts |

|Provided |provided | |Required |have | | |

|Note:       |

|Printing/mailing capabilities |

| |Partially |Not provided| |Nice to |Un-needed |Printing letters, post cards, or labels |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |If post cards, batched by type (yellow, red, etc.) |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Skip printing a letter if amount due is below user-assigned minimum |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Change of address – automatic re-queue |

|Provided |provided | |Required |have | | |

|Note:       |

|Produce case related documents/communications |

| |Partially |Not provided| |Nice to |Un-needed |Court Documents |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Probation/Parole Officers, Case Workers, Attorneys, etc. |

|Provided |provided | |Required |have | | |

|Note:       |

|Log contact history and provide case alerts |

| |Partially |Not provided| |Nice to |Un-needed |Due diligence notes (time stamped) |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Case Notes |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Case Read/Access Alert |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Alert reminder notices for due diligence follow-up |

|Provided |provided | |Required |have | | |

|Note:       |

|Report Generation, Filing & Distributing |

| |Partially |Not provided| | | |Monthly Office of Court Administration |

|Provided |provided | |Required | | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Periodic Activity (OCA with wider scope) |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Quarterly Activity |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Quarterly Compliance (Assessment/Aging-based) |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Probation Expiration |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Receipt Activity |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Daily Deposit Report |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Prorating/Disbursement Allocation Report |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Warrant Report (by address/zip) |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |System Blueprint Report |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Case Status |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Browse |

|Provided |provided | |Required |have | | |

|Note:       |

|Import data |

| |Partially |Not provided| |Nice to |Un-needed |Assessment and payment information |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Other case Information |

|Provided |provided | |Required |have | | |

|Note:       |

|Export data |

| |Partially |Not provided| |Nice to |Un-needed |OmniBase System |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Export to third party |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Data exchange/interface with skip tracing software |

|Provided |provided | |Required |have | | |

|Note:       |

|Compatibility with Automatic Voice Notification (AVN) |

| |Partially |Not provided| |Nice to |Un-needed |Simple AVN target file (data file) |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Automated (data file + transmission) |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Advanced (data file + two-way transmission) |

|Provided |provided | |Required |have | | |

|Note:       |

|Additional Features |

| |Partially |Not provided| |Nice to |Un-needed |Attach photographs |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Attach scanned images |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |References/Associates |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Multiple search options |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Keystroke shortcuts (Ctrl C, Q, L, etc.) |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Address & phone number history |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Vehicle information |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Warrant Officer Notes |

|Provided |provided | |Required |have | | |

|Note:       |

|Collection Administrative Management |

| |Partially |Not provided| |Nice to |Un-needed |Role-based security and menu privileges |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Caseload assignment |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |System configuration and management tools |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |System backup |

|Provided |provided | |Required |have | | |

|Note:       |

| |Partially |Not provided| |Nice to |Un-needed |Procedures while the system is down |

|Provided |provided | |Required |have | | |

|Note:       |

|Additional Comments |

|      |

Modifying this document:

This document is an MSWord 2003 Form and is “unlocked.” This version allows you to add more items to the checklist. After you have added the additional items you will need to “lock” the form so that the document text can no longer be edited and the boxes can be easily be checked and the blanks filled in as necessary.

Improving this Document:

If you have a suggestion for improving this document, please send an email to:

berny.schiff@courts.state.tx.us or call Berny at 512-936-7557.

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