Transcript matter creation… - TMS Insight Data Capture UK

an
/
Collaboration
…the overview…
LBClarity delivers a consolidated and clear view of
performance across the legal function.
By utilising colour-coded scorecards, it provides the
ability to access a highly visual, real-time view of the
present status of a matter, identified against business
and legal strategies, objectives and targets.
LBClarity provides the process to deliver case
management transparency across the legal team and
introduces consistent and efficient practices that provide
a capability to manage resources more effectively.
…the overview…
Features include:
• Record Matter details – new matter is entered using a
simple to use on-screen wizard
• Track the status of matter – user can record and report
on the status of matter at any time providing real-time
assessment of the current status
• Activity Analysis – LBClarity is supplied with a fully
integrated activity analysis system utilising a range of data
capture methodology
• Track legal resources – internal and external legal
spend can be monitored
• Extensive reporting and analysis – the reporting task is
achieved effortlessly in LBCarity using the comprehensive
management, financial, risk and activity reporting tools
…the overview…
The following slide allows you to navigate to areas of the
presentation that describe in more detail the various
functions of LBClarity.
Simply click on any of the blue buttons….
…the overview…
Matter Creation
Support
Staff
Matter Status
Updating
System – Set-Up
Office Based
Lawyer
LBClarity
Reports / Outputs
Activity Analysis
Mobile Lawyer
General Counsel
…the overview…
Matter Creation
Support
Staff
Matter Status
Updating
System – Set-Up
Office Based
Lawyer
LBClarity
Reports / Outputs
Activity Analysis
Mobile Lawyer
General Counsel
…matter creation…
…matter creation…
“matter can neither be created or destroyed…”
…we may not be able to change the law of physics but
our Wizard makes “matter” creation simple…
…matter creation…
1. Identify the instructing department from a drop down list..
2. Identify the contact within the instructing department, from
a list of contacts within the chosen department..
…matter creation…
3) Describe the Matter, it’s type and specify the due date..
…matter creation…
4) Identify the risks attributable to this matter. Your
organisation can predetermine all the possible risks that can
apply to matter during the set-up of the application..
5) How well the Matter is being handled currently can also be
specified I.e. the Status. LBClarity uses a traffic light
indicator from Green (Satisfactory) to Red (Problem)..
…matter creation…
6) Specify what is currently being done and what you plan to
do in connection with the matter..
…matter creation…
7) You then Identify the staff working on the matter and who
is the leader..
…matter creation…
8) ..and that’s it – your newly created “matter” will appear on
the home page.
…activity analysis…
…activity analysis…
“what, when and by whom…”
LBClarity offers 3 ways of recording what activities are
being performed by you and your team.
…activity analysis…
1) LBClarity offers a unique methodology for team members
to record what Matter they are working on by scanning
barcodes that represent the tasks being performed..
…activity analysis…
2) Team members that are primarily based in office and work on
PCs can record Matter activities via the click of a mouse button.
These recordings update the LBClarity database in “real-Time”.
…activity analysis…
3) As an alternative to barcode scanning or workstation activity
recording manual data entry is also available.
…activity analysis…
LBClarity offers several ways to analyse the captured data
including “Live” on-screen monitoring – more on this in the
“Reports” section.
…reports & output…
…reports and outputs…
“the nerve centre…”
At the heart of LBClarity is the Homepage enabling, perhaps
for the first time, you to effectively manage your Matter.
…reports and outputs…
Simply by clicking on any Outstanding Matter on your Home
Page you have all associated information available at your
fingertips.
The Details
…reports and outputs…
The way the status as changed for a matter can easily be
observed by clicking on the Status tab..
…reports and outputs…
History of the Risk attributed to this Matter can also be
monitored..
…reports and outputs…
You can see which staff have been assigned to the Matter and
who is “Leading” it..
…reports and outputs…
LBClarity allows notes to made against a Matter and also for
you to attach related documents. They can be accessed from
here...
…reports and outputs…
With LBClarity you can record any External resource invoices
against a Matter and even attach a copy...
…reports and outputs…
If you are using the Activity Analysis functionality of LBClarity
activity details are recorded here..
…reports and outputs…
The home page
includes the facility
to pass important
messages to all or
selected team
members
…reports and outputs…
..and if LBClarity is being used for activity analysis the home
page gives you access to all downloaded data.
…reports and outputs…
Via the navigation buttons in the panel
on the left of the home page access is
possible to all of other facets of the
system including Search / Reports..
…reports and outputs…
You can search for Matter by Name, Description and ID..
..and the results will be listed on Screen where you can run
reports or, by clicking on the matter, check and / or amend the
details..
…reports and outputs…
..the Advanced search facility allows you to find Matter by
matching any data in any of the fields in the database. In addition
you can add further filters to a search criteria to focus the results
even further..
…reports and outputs…
Group Legal Report
Details of each matter along with any pertinent information.
…reports and outputs…
Activity Analysis
Activity Analysis Reports are
also included detailing, if
required, exactly what tasks
have been performed by your
team, when they were
performed and for how long.
…reports and outputs…
Holiday
Absence
B
7.40
Sickness
Absence
C
0.00
Training
Legal 1
Contracted
Hours
A
641.33
Legal 2
320.66
37.00
Legal 3
961.99
TOTALS
1923.99
Department
Available
Hours
D
0.00
Non Matter
Related
E
9.70
Utilisation Analysis
624.23
Material
131.09
21%
Major
93.63
15%
Minor
399.51
64%
0.00
14.80
5.60
263.26
57.92
22%
121.10
46%
84.24
32%
88.80
14.80
7.40
101.00
749.99
97.50
13%
112.50
15%
539.99
72%
133.20
14.80
22.20
116.30
1637.49
286.51
327.23
1023.75
Monthly Resource Summary
This report summarises concisely where a department’s available
time has been allocated – costs can also be added to this report if
required.
…reports and outputs…
Material Risk Matter
What We're Doing
Case:
Reference:
Lead Lawyer
Internal Resource Analysis:
Current Month Hours
Budget Current Month
Variance
Cumulative Hours
Cumulative Budget
Variance
Planned Completion Date
Latest Estimated Completion Date
Variance (Days)
External Law Firm:
External Law Firm Contact:
External Law Firm Invoiced £
Adding Value
Worthy of Note
What We Plan to Do
Check Marketing Media
145789
Chris Gale
149.00
120.00
-29.00
412.50
390.00
-22.50
31.1.08
29.2.08
29
N/A
N/A
N/A
We have received all the
marketing media for the next
campaign and have sent to
Advertising Council for
comment.
Verbal feedback from Council
suggests campaign basically
sound
Once feedback received from
advertising council we will liaise
with Marketing to adjust
content accordingly.
Individual Lawyer Monthly Report
As per the Group Report but designed to give each
individual lawyer feedback for each Matter he is associated
with.
…matter status update…
…matter status update…
“matter can neither be created nor destroyed, merely altered
in state …”
To alter the Matter you have created simply click on it on
your home page or on the Search results screen..
…matter status update…
From this section you can
amend, if you have the
appropriate access rights,
any of the Matter details.
You simply click on the Edit
button on each tab..
…matter status update…
Status..
Risk..
…matter status update…
Staff..
Notes..
…matter status update…
..invoices..
..and finally activity..
…matter status update…
The ability to update the status of matter at any time
facilitates the legal team to have the real-time condition
of a matter available at their fingertips.
…system set-up…
…system set-up…
Setting-up the system is usually carried out as part of
the training and installation that takes place as part of
each LBClarity project.
However, the following section gives a basic overview
of the set-up process. This is basically a case of
populating the look-up
tables, we will describe a
few as examples..
…system set-up…
The Activities look-up table is where you define the tasks
that your legal team could perform as part of their working
day. This is required if you opt to use LBClaritys’ powerful
activity analysis capability.
…system set-up…
Activities can be grouped together by Activity Type this
grouping can be used for subsequent reporting and analysis.
The Activity Types are stored in this table.
…system set-up…
In-House Resources are the members of the legal team that
will be using LBClarity.
…system set-up…
..and the final example of a look-up table – Risk Indicators.
LBClarity enables you to record the potential risks that can
be attributable to a matter, coupled with a score, the more
risk categories the higher the score. This table holds your
descriptions of risk and your evaluation of their score.
…system set-up…
That’s it for the summary of how LBClarity is set-up but as
mentioned at the outset this will be carried out with you
during the training phase of the project.
…System Requirements…
* Database server - Server running SQL 2000 or 2005.
Database at installation approx. 20MB. Maximum size to date ½
GIG. Installation of the database is usually done by ‘attaching’
the database file and then creating a user to have
administrative access to the database.
* Web Server - IIS 6 or 7, MDAC 2.8 or Later (TMS can install this)
.NET Framework 2.0 (we can install this). We Install 2
components: The main web site application and a web service
that handles the barcode scanner communications with the
database.
* Legal Team PC’s - .NET Framework 2.0 (TMS can install this)