Specifications include, but are not limited to: The time study will cover four (4) weeks with an anticipated start date in late January 2013. All data collection must be completed no later than March 8, 2013. The time study will be automated and controlled in order to eliminate format errors during the data entry process. Complete and accurate reporting from all employees performing allowable activities is necessary. Data collected through the time study will be matched with data from the Kansas Department for Children and Families (DCF) to determine the time spent on allowable IV-D activities in paternity, child support, and medical support cases. Section A. OJA will provide to the vendor: 1. An accurate census of all district court staff who perform job duties on allowable IV-D activities that include the establishment of paternity and the establishment or enforcement of child support and medical support 2. An electronic version of the first time study data collection instrument which the vendor can use as a model to design the web-based time study data collection tool 3. Instructions and training for district court personnel regarding the capture of allowable IV-D activities from the first time study 4. Weekly transmissions of DCF data 5. A count of cases filed during the previous fiscal year to be used in determining an estimate for yearly reimbursement and 6. Personnel salary and fringe benefit rates sorted by Employee ID number to be matched to case minutes. Section B. Vendor will provide to OJA: 1. A web-based data collection system accessible to not fewer than 750 Kansas district court employees each day at no cost that delivers accurate data in an agreed upon format so that a verifiable and valid analysis can be performed 2. A unique password access to the data collection system for each user identified by OJA 3. Technical assistance to develop training materials which clearly explain the general data collection process (Time spent performing IV-D allowable activities must be recorded comprehensively, accurately, and consistently according to an established set of guidelines.) 4. Recommendation of any additional fields necessary for accurate data collection and analysis 5. A report matching each data entry for total allowable time on this case with an Employee ID number and the date that the employee performed the allowable activity. (This data will be matched with daily records from DCF by OJA staff to verify that the case was a IV-D case on the day the activity was performed.) 6. A web-based help desk, available through a direct e-mail link on the data collection instrument, to assist any of the participants who may encounter data entry problems. (The help desk will be available Monday through Friday during regular court working hours.) 7. Staff availability throughout the data collection period to address technical questions and issues such as login problems, revisions to previously submitted data, and questions about how to report and enter data 8. Daily and weekly reports submitted to OJA showing which employees, sorted by county, are reporting data 9. Daily and weekly reports submitted to OJA showing help desk and technical support activity, sorted by county 10. Match data reported through the time study with DCF IV-D case files 11. A compilation of results reported for the following: a. Reported minutes b. Average Minutes per day c. Average hours per day d. Hours per year (247 days) and 12. The ability to search and report results from item 11, above, by: a. County, judicial district, and state and b. Daily and weekly, accumulated days, and complete time study.
