Northamptonshire County Council - Registrar Services Management System

Registrar Services Management System

Northamptonshire County Council must replace its existing Registrar Service application and be fully operational with the new system by December 2019 as our existing application will cease to be supported by Microsoft in January 2020. We are therefore unable to progress any enquiries that cannot deliver within that timeframe while also ensuring that we remain fully compliant with current legislation. Consequently we will be looking for a hosted application which should reduce the implementation time. Description of required functionality In order to support the service we are looking to acquire an integrated online booking application and case management system [CMS] for births, deaths, stillbirths, weddings and civil partnerships, and citizenship ceremonies. Customers seeking to purchase copies of certificates must also be able to place an order via the CMS online. The online booking system would need to allow customers to make appointments with the Registration Service at all of the council's designated registration offices, or to book ceremonies at the approved venues across the county. The appointment booking system must be able to: - • allow back office staff to allocate registrar resources intelligently to both onsite and offsite appointment slots, and be able to increase the available appointment slots to take account of seasonal variances. • Individual appointment slots will be designated for specific events and will not be offered to customers seeking to arrange a different type of event. • The booking system would need to prevent double-bookings of both registration appointments and ceremonies • It would be expected that the booking system would interface with MS Outlook with regard to the registrar appointments and transfer the details of the event from the CMS [PDF?] automatically as an attachment to the Outlook meeting appointment. • The details of the event would also be emailed/SMS to the external customer using the contact details collected by the CMS. • It would also be expected that the booking system administrative functionality would allow manual input by registration staff to block specific appointment slots for internal meetings and training, or allocate alternative registrar resources to a pre-booked event. Northamptonshire is very keen to introduce online payments for events and copy certificates, and would be looking for this functionality to sit as an integral part of the booking process within the CMS. The county's payment system is Civica, and any application would need to integrate seamlessly with this software. We are not necessarily expecting a user account to be created for the external customer, but would be happy to entertain the thoughts of providers on this point.