Legal Case Management System

The University of Bristol (UoB) has approved a business case to procure a Case Management solution to manage emails and documents relating to:

• Research (and research-related) grant and contract applications and awards, which will be used jointly by the Research and Enterprise Development (RED) and Finance Services Divisions,
• Separately, legal cases, which will be used by the University Secretary's Office (SecO).

Whilst this is one business case, we view the implementation of the Case Management solution to manage(i) research (and research-related) applications and awards, (ii) and legal cases, as separate instances of the Case Management solution.

The Research and Enterprise Development (RED) Department works with academics, researchers, students and entrepreneur communities within and outside of UoB to bid for research and enterprise-related grants and contracts, and to manage contractual negotiations. RED and Finance Services have a requirement for a Case Management solution to enable it to effectively and efficiently manage detailed contractual negotiation sand related communications throughout the pre-award lifecycle from application to award covering are as such as: the terms and conditions of the scheme; ethical governance implications; managing the process of contract negotiations with funders and research and enterprise partners. It is intended that a Case Management solution will form part of a wider solution to manage and administer research and enterprise-related grants and contracts.

The University Secretary's Office (SecO) provides a wide range of advice and support on legal and compliance issues to all academic and professional departments of the University. The Office's responsibilities include work in the areas of property and commercial law, employment law, intellectual property, insurance, risk management, data protection, freedom of information, staff and student mediation and dispute resolution, appeals and discipline. SecO has a requirement to use a Case Management solution to manage their case load in all these areas, as well as to provide management information for the team to support workload management and internal reporting requirements.

Potentially staff in any department of the University may require access to the system.

Additional information:

The initial contract period is 5 years plus up to a further 5 years if the options to extend are exercised.

The contract duration in Section 1 assumes the options to extend are exercised in full.