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Licensing The Licensing department had developed its own solution, in Microsoft Access, well before the Firm moved to P4W. The system had been purpose built, by the Fee Earner, it was a good tool to use for recording information about the various premises they dealt with. The primary issue was that only a few people knew how to use it and often information was duplicated between the Access solution and P4W as it started to be used for basic document storage. Licensing was a peculiar case in that the “clients” were either a company that had multiple premises or it was a company with singular premises. This meant that multi premises solution would be the Entity with each Matter relating to the premises. This demanded similar approaches to the solution but being able to support any financial interaction either against the Entity (multi-premises) or Matter (single premises solution). For convenience, unlike a normal client who would possibly have a Matter for each of their cases; property sale, property purchase, will, divorce etc. Licensing would have a single Matter which would then be revisited when a new piece of work was undertaken. This added a new challenge to Matter management. Another aspect that also needed to be addressed was the number of different contacts that the licensing Matters required. Each premises could have: Itself – the premises The owner – individual or company Local authority for the premises Designated Premises Supervisor (DPS) Local authority for the DPS Existing DPS who will transfer to the new one Publishing agent, posts legal notices to local newspapers etc. These would be used to populate the relevant parts of official documents. The main challenge was the ability to revisit the Matter and add another piece of work. This was achieved by using an Agenda which was used purely to record history of the work done and an all-contacts test document. The history was recorded using a Free Style step which used Questions and Answers to get the user to choose the piece of work being completed, this would be renamed with the date and title and would add a new Agenda to the Matter reflecting the work and inserting required documents for the piece of work. Intelligent Letters In Mediation I had reduced “letters” to a single variant where the user chose the content from a picking list. In Licensing I took this to the next step. By knowing which Agenda the user was working in, I was able to reduce the selection set or use the only option which was relevant. Benefits Process knowledge was not needed – it was prompted User worked just inside the Matter Training time dramatically reduced Legal Assistants could spend more time dealing with clients, better service Fee Earners spent more time on The department could deal with more Matters improving profits Only one Matter was required for any funding method

Licensing

The Licensing department had developed its own solution, in Microsoft Access, well before the Firm moved to P4W.

The system had been purpose built, by the Fee Earner, it was a good tool to use for recording information about the various premises they dealt with.

The primary issue was that only a few people knew how to use it and often information was duplicated between the Access solution and P4W as it started to be used for basic document storage.

Licensing was a peculiar case in that the “clients” were either a company that had multiple premises or it was a company with singular premises. This meant that multi premises solution would be the Entity with each Matter relating to the premises.

This demanded similar approaches to the solution but being able to support any financial interaction either against the Entity (multi-premises) or Matter (single premises solution).

For convenience, unlike a normal client who would possibly have a Matter for each of their cases; property sale, property purchase, will, divorce etc. Licensing would have a single Matter which would then be revisited when a new piece of work was undertaken. This added a new challenge to Matter management.

Another aspect that also needed to be addressed was the number of different contacts that the licensing Matters required. Each premises could have:

Itself – the premises
The owner – individual or company
Local authority for the premises
Designated Premises Supervisor (DPS)
Local authority for the DPS
Existing DPS who will transfer to the new one
Publishing agent, posts legal notices to local newspapers etc.

These would be used to populate the relevant parts of official documents.

The main challenge was the ability to revisit the Matter and add another piece of work. This was achieved by using an Agenda which was used purely to record history of the work done and an all-contacts test document. The history was recorded using a Free Style step which used Questions and Answers to get the user to choose the piece of work being completed, this would be renamed with the date and title and would add a new Agenda to the Matter reflecting the work and inserting required documents for the piece of work.

Intelligent Letters

In Mediation I had reduced “letters” to a single variant where the user chose the content from a picking list. In Licensing I took this to the next step. By knowing which Agenda the user was working in, I was able to reduce the selection set or use the only option which was relevant.

Benefits

Process knowledge was not needed – it was prompted
User worked just inside the Matter
Training time dramatically reduced
Legal Assistants could spend more time dealing with clients, better service
Fee Earners spent more time on
The department could deal with more Matters improving profits
Only one Matter was required for any funding method