Request for Proposals: Legal Aid Foundation of Los Angeles Online Intake Technology Project Manager

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Job location
634 S. Spring Street, Suite 400A
Los Angeles, CA 90014
United States
Organization information
Organization name: 
Legal Aid Foundation of Los Angeles
Street address: 
634 S. Spring Street, Suite 400A
City: 
Los Angeles
State: 
California
ZIP: 
90014
Job type: 
Technology
Position Description: 

Request for Proposals:
Legal Aid Foundation of Los Angeles Online Intake Technology Project Manager
Brief Project Overview
The Legal Aid Foundation of Los Angeles (LAFLA) is one of the largest legal aid organizations in Los Angeles, home to a population of over 10 million and almost two million of those living in poverty. The organization’s phone intake system handles over 100,000 calls a year; however, due to the daily volume of calls, many prospective clients with priority issues may have difficulty obtaining access when needed.
LAFLA seeks to develop an online intake and triage system to provide an additional point of access to its delivery system to better connect with eligible clients. The online intake and triage system will be accessible to prospective clients 24 hours a day, 7 days a week and be accessible by smartphone, tablet, and personal computers.
A key piece of the triage system will be to provide just-in-time legal information and resources to prospective clients as they make their way through the online intake system. This information will be made available through a feature in the A2J Author 5.0 (A2J 5) online intake platform through which LAFLA will be able to seamlessly integrate short animated informational videos.
Another key feature and reason for choosing A2J 5 is to provide further accessibility to Los Angeles’s large and linguistically varied population. A2J 5 offers support for multiple languages which LAFLA will make intake available in, including: English, Spanish, Simplified Chinese and Korean. In addition to the supported languages, LAFLA will also translate intake into Thai and Mon-Khmer Cambodian.
Our Organization’s Background
LAFLA is a 501(c)(3) nonprofit that serves as the frontline law firm for the poor of Los Angeles. We do not charge clients for our services. We directly represent families when they are faced with a legal crisis that threatens their shelter, job security, health and well-being or livelihood. We also assist many others at our four self-help centers and three domestic violence clinics.
In addition to helping individuals and families, we work for systemic change. We value fairness, justice, and strong communities.
Project Goals & Target Audience
• LAFLA aims to develop an online intake and triage system to provide an additional access point to its services for the Los Angeles low income community. Implementation of the online intake system will drive LAFLA towards achieving LSC’s goal of 100% access by not only helping LAFLA connect with eligible clients but also assisting with triage to provide all applicants with access to legal informational videos, self-help court form packets, and referral links to other agencies.
• A2J 5 is the platform that LAFLA has chosen to conduct online intake. A2J 5 offers the ability to provide online intake in multiple languages and has the additional benefit of providing built in mobile adaptability so that intake may be available on smartphones, tablets, and other mobile devices.
• A key piece of the triage system will be to provide just-in-time legal information and resources to potential clients as they make their way through the online intake system. Using existing features in A2J 5, LAFLA will be able to seamlessly integrate short animated informational videos into the intake system.
LAFLA will also install analytics software to track use of the online intake system, drop off points in the interview, use of videos and other resources, and completion rate.
• To complete the implementation of an efficient online intake system, it will be necessary to create a transfer module that electronically transfers information inputted into the online A2J 5 interview into LAFLA’s case management system, ProLaw.

Requirements: 

Scope of Work & Deliverables
We are hiring a vendor to provide project management over the various technological components of the project including:
1. Installation of A2J 5 on LAFLA’s server
2. Integration of A2J 5 on LAFLA’s website as the outward facing platform for online intake submissions
3. Programming of the various language interviews into A2J 5.
4. Integration of analytics software into A2J interview.
5. Embed legal information videos within the guided interview according to the question logic and also place them on LAFLA’s legal resource page.
6. Integration of translation software to translate non-English A2J interview files into English
7. Building of a transfer module to export translated A2J interview files and load into ProLaw, LAFLA’s case management system.
8. Testing, feedback & evaluation of project’s technological components.
Timeline
Our timeline of the project runs through June 30, 2019. We want the English language online intake launched by December 2017. The additional language intake interviews will be launched in fall of 2018. Data collection and evaluation of the systems will be conducted in 2019.
Here is our proposed timeline for 2017:
• May 19, 2017: Receive proposals
• May 26, 2017: LAFLA chooses project manager
• June 9, 2017: A2J 5 is installed on server;
• June 23, 2017LAFLA finalizes contractors for A2J interview programming; video production;
• June 30, 2017: A2J 5 is integrated into website along with analytics software; LAFLA delivers question logic and scripts to A2J 5 programmers
• September 29, 2017: A2J 5 English and Spanish language interview programming completed; Legal Information Videos are integrated in online intake; Translation software is installed and tested
• October 27, 2017: Bridge between online intake and ProLaw is completed
• December 15, 2017: Conduct staff testing and client focus groups
• December 29, 2017: Complete fixing any bugs and launch English language online intake
A hard 2018 and 2019 timeline has not been set as of yet but our milestones include:
• June 30, 2018: Program additional language interviews into A2J
• December 31, 2018: Translate animated videos into additional languages; conduct staff & user testing and focus groups for additional language videos and intake
• June 30, 2019: Data collection and analysis; preparation of evaluation for grant final report
Principal Point

To apply: 

Fatima Dadabhoy, Intake Managing Attorney and online intake project manager, 323-801-7942,
fdadabhoy [ at ] lafla.org. Please direct any questions to her.

Notes: 
Equal Opportunity Employer
Salary range: 
Our budget is up to $12,000, subject to negotiation and with allowances for additional hours if needed. Please note any nonprofit discount in proposal.
Submission deadline: 
Friday, June 30, 2017