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For a brief explanation of the difference between
document management and case management see below
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Tips
On Choosing Time & Billing and Case Management Software
This discussion is directed at the small firm.
It is not possible to generalize about a large firm's needs since they have a
myriad of needs and ways they work.
Important variables in your billing evaluation
process include the number of timekeepers, the features needed (e.g., task
billing, value billing, split billings, fee allocations, statement formatting
flexibility, integration with Case Management (if applicable)), and platform
availability. Most systems are now supported on NT, Novell and Peer to Peer
networks. Also important is the ability to integrate with Word and WordPerfect
(most are), especially for clients who require a uniquely customized
statement. Consider the availability of local training and support to avoid
unacceptable scheduling waits, flight and hotel expense initially and when
turnover occurs. Let me qualify this by saying that sometimes it is
preferrable to pay an out of town expert than it is to pay a local novice.
Consider on-going support (call & try it
out), report writers, conversion availability, "total" price (if
applicable), and needed features.
Most importantly, ask firms by listservs or
phone for their experiences. Go a step further and ask your dealer or vendor
to provide the names of firms, of similar size to yours, who are using the
software. Not only call, but visit the firms. Installing a
time & billing or case management system is an important decision. We
recommend that you invest the necessary time. The reason for the
visit; a firm may love their system after having experienced many benefits
over their prior manual system. Your visit, however, may uncover that
they perform redundant posting that would be unacceptable to you. Or they have
two billing or input clerks where one would suffice, etc.
Also, keep cognitive diffidence in mind. Few
people admit their mistake and say, "my, was I stupid! I sure wasted a
lot of the firm's money." They would prefer to justify and defend the
decision over time. This is another reason that you should "visit"
more than one client and "view" how they use their system.
Watch for the gotcha's. Many systems have a low
base price, but when you start adding "steering wheels" like network
modules, additional users, spelling dictionaries, etc., document assembly and
integration modules, the price goes up.
We have consulted with many clients. A
majority of our billing clients use Software Technology's TABS for time &
billing. They are, almost without exception, pleased with TABS. STI's
support is excellent and their products are very flexible. STI
meets all the discussed criteria. Timeslips, in my opinion, is not a
candidate for a firm with large volumes. We have several happy
Timeslips clients, primarily in small firms. Our size concern may change if
Sage, the owner of Timeslips, institutes stated philosophies and makes further
acquisitions. Timeslips does not, at this point (12/99), provide companion,
integrated accounting modules.
Capable billing product candidates include
Javelan, Juris, PcLawPro, Elite, FSLI and TABS. All are listed at in the above
links. Please see our case management discussion below.
Conversion from Timeslips to TABS
STI has now made it easier to switch from the
Timeslips billing system to TABS III. STI has created a Timeslips conversion
utility that will convert data from Timeslips to TABS III. The TSCONV program converts many Timeslips data
files to TABS III, including clients, work-in-process, accounts receivable,
timekeepers, transaction codes, client notes/work descriptions and report
templates.
Case
Management
Case management came into its own in 1998
and 1999. Case management can rid you of multiple databases and sticky notes.
Be careful to choose software that provides integration capability with other
applications (time & billing, accounting, document assembly, possibly
telephony, document management (possibly), PDA's (if applicable), etc. You
should not allow multiple people to post the same information to multiple
databases.
A blanket statement cannot be made that one
case management program is better than another. Variables include the existing
time and billing software, areas of practice, whether the software will be
used heavily or lightly, the DOS or Windows version, the network operating
system, availability of local support, the firm's experience and expertise,
the firm's willingness to invest in training, existing equipment, and budget.
In general, if you have a small office and need
simplicity, Amicus is a decent choice. Amicus, in my opinion, is less
desirable for medium to larger firms. Amicus also has some integration
capability with TABS. If the firm uses Timeslips or ProLaw for billing, Time
Matters' case management system may be a better alternative. Time Matters is a
superb choice for most environments. I am extremely impressed with Time
Matters' vision, commitment, and support. Version 3, released in September
1999, is superb. It interfaces with most common hardware and software and to
my great delight, is Internet aware. Time Matters has evolved rapidly.
If the firm is a heavy Software Technology
Inc., (STI) TABS time & billing user, STI's CaseMaster III may be the best
choice. While CaseMaster is not as friendly as, e.g., Amicus on the front end,
in my opinion, it has a capable back end. By that, I mean reporting and more
flexible field structuring.
ProLaw, now a West Group product, is a
sophisticated, flexible product. Gryphon has its strengths. Although Abacus is
an easy to use product, we fear that they have fallen behind in several areas.
Needles is a good choice for firms with a heavy PI emphasis.
Again, all of these comments are generalities.
We prefer a careful study of your individual situation prior to making a
recommendation. Your true cost is not the few hundred or thousand dollars for
a product. The true expense is in the conversion, adaptation, and training. If
the system fails, you must add the lost billable time.
Most vendors have self-running demos. These are
typically not much help, but they do list features & display the flow of
the system. Some vendors will allow trial periods of 30 to 100 days. If you
are like most busy firms, however, the ninety days expires and the software is
still on the shelf. Rather than fumble with software that is foreign to
you, you may be better served by obtaining the services of a legal consultant.
Legal consultants typically know the reputation and capability of local
dealers and products. While the consultant analyzes your workflow and needs
and protects your interests, your busy attorneys can continue to bill. Please
let us know if we can help further.
Helpful links include The
ABA and Findlaw.
A helpful book is Storm Evans'
Time Matters in One Hour for Lawyers.
To locate installation, training, support and
consulting individuals and companies, please see our Legal
Software Support (law-soft.com) site.
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The difference between document management and case management (briefly)
added 6/18/99
Basically, document management manages
documents, versions, security, etc. Case management systems manage cases,
including calendars, ticklers, conflict, notes, statute of limitations, etc.
They can work together nicely if properly configured. Most firms/agencies need
both.
Some systems such as Prolaw have the ability to
do both, but in my opinion are not as powerful as individual systems linked
together, e.g., WORLDOX and Time Matters. Prolaw is also very expensive.
However, nothing is as expensive as a manual system.
Examples of the differences between document
management and case management include:
A document management system will allow you to find every occurrence of the
terms e.g., slip and fall + Kansas in every document including
contract reviews, legal opinions, etc., but is not designed to tell you
when a deadline occurs; a statute of limitations expires; a conflict exists;
notes history information; the next meeting with xyz client; successes with
experts, judges, opposing attorneys, adjusters, etc.
More information can be found by visiting our
above listed case management and document management links.
Please contact us if you wish further
delineation of the differences, plus help in deciding which systems fit your
needs.
To locate installation, training, support and
consulting individuals and companies, please see our Legal
Software Support (law-soft.com) site.
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