Case Management and Investigation Tracking System
West Yorkshire PoliceEstimated Value
Up to £150,000
Deadline
Not specified
Published
25 November 2025
Type
Not specified
Key points
- Client-based access control with configurable access levels.
- User IDs: Employee number assigned; password set on enrolment and changed on first login. Administrator capabilities:
- Configure search options and table contents. (configurable).
- Manage users and groups. (configurable).
- Grant/revoke access to specific reports. (configurable).
- Login method: Web link with username/password. 3. Case Management Features
- Investigations Tab: Displays assigned cases for workload management.
- Search Capabilities: Case reference, type, status, IOPC reference.
- Configurable sub-types linked to case type. (configurable).
- All information fields searchable. (configurable).
- Case Details: 7+ searchable fields including district level. (configurable).
- Summary, progress, details, notes tabs.
- Allegation types and sub-types (configurable).
- Risk assessments driven by legislation. (should be driven by current and emerging legislation and be kept up to date by the supplier)
- Sub Judice case holding.
- Protected characteristics recording. (configurable).
- Geographical/time/date recording.
- Automatic calculation of investigation days.
- "Case-clock" to pause investigation time.
- Assessment tracking. 4. Workflow & Task Management
- Progress Entries: System-generated prompts (e.g., updates needed).
- Workflow Configuration: (configurable).
- Allocate, monitor, complete workstreams.
- Task assignment with due dates.
- Task transfer and sign-off.
- Workflow access control.
- Traffic-light system for task review. (configurable). 5. Integration & Automation HR System Integration:
- Daily auto-import of staff data.
- Pre-populated officer assignment fields.
- Staff history visibility. Document Handling:
- Add files (Word, Excel, PDF) via drag/drop or browse.
- Document repository with folder structure. (configurable).
- DID (Documents in Database) functionality. (configurable). Email integration with Microsoft:
- Attach case documents.
- Format documents into bundles.
- Use templates from X drive. 6. Reporting & Auditing Audit Trails:
- Track case views/changes.
- Log user/group changes. (configurable).
- View active sessions.
- Export Functionality: (configurable).
- Export search results to Excel. 7. Legislative Compliance Legislation Monitoring:
- System prompts for legislative changes that are available from the Home Office. (updates must come from the legislative body and be kept up to date)
- Supplier updates system accordingly with direct input from the governing body in the Home Office.
- Admin verification prompts that must have (e.g., "Is this a 2020 case?"). (configurable).
- Time-period based logic for legislation handling.
- Supplier Practices: Must align with Home Office standards. These must be able to be demonstrated and assurance lead. 8. Additional Features
- Staff Tab: Complaint history visibility. (configurable).
- Agent Tab: Third-party information logging. (configurable).
- Interview Logging.
- Niche RMS Integration. 9. Enhancements & Operational Feedback Lessons Learned
- Add lessons learned per case to build corporate memory at force and individual levels.
- Categorise themes (e.g., custody-related, mispers). (configurable). Mandatory IOPC Referrals
- System must show referral status and reasons.
- Include a "Mandatory IOPC Referrals List" for categorisation.
- Support referrals for death or serious injury cases. IOPC Data Extraction
- Quarterly data extraction with date filters.
- "Get Data" function to compile and format relevant case data. Reactive Investigations
- Auto-add Terms of Reference and Investigation Plans. (configurable).
- Inspector/Sergeant tools for team and task management. (configurable).
- Persistent investigation tracking with documented action logs. Person & Staff Tabs
- Search by name, details, and protected characteristics.
- View all linked cases.
- Staff tab links to HR system for location and identifiers. Search Configuration
- Desired ability to configure search criteria beyond defaults. Protected Characteristics
- Expand staff tab to include all protected characteristics via HR integration. (configurable). Officer Case Details
- Add suspension/restriction details with visibility across all cases.
- Record hearing outcomes with expiry dates.
- Display allegation history in list format. Agents Tab
- Searchable functionality for third-party agents. Whiteboard Tab
- Displays all live cases centrally like a custody whiteboard. (configurable). Queries Tab
- Used for FOI requests and custom data extraction. (configurable). Administration Tab(configurable).
- Admins can:
- Configure date ranges, legislation prompts, user views.
- Set auto-messages (e.g., case volume alerts).
- Manage weeding and retention periods (e.g., 7 years, MOPI rules).
- Configure Azure-based user sign-in.
- Create/manage categories and sub-categories.
- Lock/unlock cases and audit access/modifications.
- Translate ranks and manage document folders/templates.
- Configure traffic-light progress management.
- Manage investigation/workflow teams/groups.
- Merge duplicate staff records.
- Restrict access to sensitive cases. Access Control
- Add users, assign groups, set security levels and user settings. (configurable). Management Information
- SLA/KPI tracking and system-wide performance overview. (configurable). Reporting
- Built-in Crystal Reports and bespoke Client Reports. (configurable).
- Admins import custom reports based on external specifications. Help
- Online guide link available for user support.
Regulations cited
- Police (Complaints and Misconduct) Regulations 2020
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Likely incumbents
Suppliers who won similar work from this buyer in the last 5 years.
- 1
MICHELDEVER TYRE SERVICES LIMITED
£600,000
total awarded
- 2
STAPLETON'S (TYRE SERVICES) LIMITED
£600,000
total awarded
- 3
MITIE CARE AND CUSTODY LIMITED
£39m
total awarded
- 4
BDA Surveying Ltd
- 5
Leica Geosystems Ltd
£650,000
total awarded
MICHELDEVER TYRE SERVICES LIMITED is the most likely incumbent based on recency and category match. To win, bidders typically need a clearly differentiated proposition or a price advantage.
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Buyer Profile
West Yorkshire PoliceKey Dates
Published
25 November 2025
Submission deadline
Not specified
Notice type
planning
Source
find a tender
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