Special focus: When matter matters

Matter-centric working is at the very heart of Evolution InSight and The Partnership Suite solutions from CS Group and is in use in hundreds of law firms and in-house legal departments across the UK

By Jim Chase, managing director, CS Group AIM

What is matter-centric computing and why do we need it?

Quite often when a new ‘buzz word’ or industry phrase is devised, its meaning is determined by the leading authority in the industry who adapts the phrase in order give it a ‘real’ or standardised meaning across the industry. It then becomes a benchmark against which to measure competing products. This was the case with matter-centric computing.

The Law Society Software Solutions Guide for 2006 addresses this issue directly. In effect, it defined ‘matter-centric computing’ as the digital equivalent of the old manila folder. As you know, that manila envelope held all the crucial information concerning the case, including all documentation and tasks to be done. As you also know, things had a habit of falling out of that manila envelope and getting lost. Fortunately this doesn’t happen with digital versions such as Evolution Insight.

The Guide went on to describe CS Group’s AIM Evolution InSight product in more detail: “Evolution InSight can provide a single view of all client matter-based correspondence, including emails, scanned images, forms and documents …This is sometimes termed ‘matter-centric computing’ – in effect the digital equivalent of the old manila folder – which is one of the hottest concepts in legal technology today.”

If it’s as simple as an envelope, why aren’t more companies doing it?

While the idea is simple, the devil is in the detail of execution and the ease of use. This is where CS Group solutions score above other legal software offerings. Let’s consider some common questions and requests and see how
these are handled by Evolution InSight – just one of the class-leading solutions from CS Group.

First of all we can see that each facet of the case and the client relationship is covered and displayed on a ‘tab’ on the matter form, from which they can be quickly and easily accessed and updated. From here, we can find the answers to each of our questions.

What has happened on this case so far?

The case history or audit records everything that has happened from time-postings to emails and who did what.

What do I need to do?

The task list represents the work that could, or should, be done, and represents the visible ‘end’ of case or matter management. Flexible views allow the user to choose what it is they see – for example, there are this week’s tasks or even just today’s tasks and there are a wide variety of display options in these user definable views. The tasks can be actioned from this form so data can be collected, correspondence produced and meetings rescheduled from this single point.

Of course, you don’t need to implement case management for this to be useful. You may just send a letter and then diarise a reminder for your next task or even chase up a response. You don’t need to start with a case plan to build a list of tasks.

Who are the people and organisations involved with this client and case?

Evolution InSight contact handling allows each contact to be viewed (in categories if necessary) and their connections to other people, organisations and cases to be explored from this single point. Letters, emails and text messages can be sent from this screen.

Where is that email?

The document view shows all the related correspondence from where it can be previewed. Documents include outgoing letters, incoming scanned documents, incoming and outgoing emails, text messages, spreadsheets and more. The key to this is knowing any outgoing document has been filed away correctly (Evolution InSight handles this from within its own functions and Microsoft Office) and any incoming document has been filed away using the simple-to-use PostRoom function added to your Windows explorer view.

Who has the archived file?

The archive capability allows you to maintain and view the location of files and documents and track who has them.

What is the WIP balance on this case?

Summary views of all times and financials are shown. Each ledger and individual posting can be accessed from this point. Client and group consolidations can be viewed and are point often missed. Linked cases are consolidated in the same way.Of course you may have already received an email from the system suggesting that it’s time to draft a bill!

Can I request a posting from this case view?

Yes – electronic requisitions can be made from this same view of the case.

Will I be warned if there is a problem?

Warnings on financials and time (such as fees estimates, credit limits, WIP limits etc.) are displayed on the form. Escalations and notifications are posted to the task-list form for these with case-related exceptions such as pending limit dates, missed tasks, appointments, etc.

‘Best of breed’ or integrated?

Matter-centric computing poses a significant challenge to best of breed solutions – that is solutions built from more than one product, often from more than one supplier. While the technology exists to pull solutions together to present them in a single view, this can be technically complex and expensive. Many portal solutions built on web services and web parts are built to achieve this requirement, providing a single, comprehensive view accessed from a single point, but this requires the skills of specialist systems integrators.

However, the single matter view is inherent to the single system solutions from CS Group. With a single solution handling all aspects of the case there is no need to go to different screens to get the whole story and there is a single point of access and ‘look and feel’.

Furthermore, firms are increasingly realising that a single supplier delivering a single solution is easier to do business with than managing multiple relationships. And that’s just the suppliers. What about managing multiple products? Do they all integrate seamlessly? Or will you be left with gaping holes? What happens when one supplier upgrades their system and it no longer works with the rest of the products? What happens when that supplier is no longer around?

With CS Group products all solutions are integrated solutions containing all the characteristics required for matter-centric computing. Therefore, you won’t have to take multiple applications and bolt them together, hoping the result will be worth the considerable time, effort and technology it took to make it work.

Lexcel standards and client satisfaction for all sizes of firm

Aside from this, all our software has been designed to assist firms to maintain the Lexcel standards and so to ensure a high level of client satisfaction: Evolution InSight for larger firms and The Partnership Suite for smaller firms.

Both Evolution and The Partnership Suite include all aspects required for a modern day legal practice including legal accounts, time recording, document production and case management. Evolution InSight also offers a further range of features such as CRM, multi-currency accounting, etc. while The Partnership Suite offers a uniquely simple and intuitive approach to matter management targeted at smaller firms requiring fewer implementation resources. All are designed, written and supported from within the same database by the same company, ensuring optimum stability and ease of use.

Both product families are built on the Microsoft platform and deployed on a single Microsoft SQL Server database and are fully integrated with Microsoft Office.

For more information on CS Group AIM Evolution InSight or The Partnership Suite solutions, please visit www.computersoftware.com/legal or email legal@computersoftware.com.