Administrative Setup and Questionnaire
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1 Administrative Setup and Questionnaire Please review and complete this Questionnaire to the best of your ability. QUESTIONNAIRE Sections Section A: System Configuration Pgs. 2-4 Section B: Examples of Practice Areas (For Your Review ONLY) Pgs. 5-7 Section C: Practice Areas (COMPLETE this form & make copies to include additional Practice Areas) Pgs. 8 Section D: Technology Review (To be Completed by Firm s Network Administrator or IT Vendor) Pgs. 9 Section E: Accounting: (To be Completed by Accounting Staff) Pgs. 10 Thank You.
2 Section A System Configuration ROLE Name Phone Address Network Administrator: Firm Administrator: Accounting Manager: CP Administrator: Forms Administrator: (A sound working knowledge of the word processing program is essential). Technical Coordinator: Administrative General Firm Information Official Firm Name: Firm Main Address: Firm Phone: Firm Fax: Firm Toll Free: Firm Website: Firm Does the firm have multiple offices? If so, how many? (Provide addresses for additional offices) 2
3 Preferred Designations for Staff (i.e. Responsible Attorney, Assigned Attorney, Paralegal, Secretary, etc.) Staff Numbers Number of Paralegals: Number of Attorneys: Number of Secretaries: Other Staff: 3
4 Documents/Appointments/To-Do s Existing Data Organization & Review Where are Calendar/Docket items created & stored? How are To-Do/Diary items tracked? Where are Contacts / Related Parties stored? Where are Electronic Mail Messages stored? Where are Documents stored? How does the firm currently check for conflicts? Appointments o Provide list of Appointment Types (i.e. Hearing, Depositions, Meeting, Telephone Conference) o Provide list of Appointment Locations o Provide list of Appointment Status (i.e. Canceled, Rescheduled, Settled) 4
5 Section B Examples of Practice Areas (Review ONLY) PRACTICE AREA: LITIGATION (i.e. Litigation, Real Estate, Wills & Estates, etc.) List the different types of cases found within the above listed practice area and their statute of limitation, if applicable. CASE TYPE Products Liability Land Use Commercial Litigation Breach of Contract STATUTE OF LIMITATIONS (YEARS) List the possible Statuses/Stages for this practice area: Status/Stage Investigation Negotiation Suit Filed Settled List all possible Party/people/entity types for this law type (Examples: Plaintiff, Defendant, Attorney, Judge, Court) PARTIES Plaintiff Defendant Attorney Insurance Company Adjuster Court Judge Mediator 5
6 PRACTICE AREA: REAL ESTATE (i.e. Litigation, Real Estate, Wills & Estates, etc.) List the Different types of cases found within the above listed practice area and their statute of limitation, if applicable. MATTER TYPE Commercial Residential Purchase Sale STATUTE OF LIMITATIONS (YEARS) List the possible Statuses/Stages for this practice area: Status/Stage Post Closing Contract Pending Closing Scheduled Due Diligence List all possible Party/people/entity types for this law type (Examples: Plaintiff, Defendant, Attorney, Judge, Court) PARTIES Buyer Seller Lender Mortgage Broker Surveyor Appraiser Lienholder Please Print out a copy of the firms Practice Areas from your current Time and Billing System. 6
7 PRACTICE AREA: Wills and Estates (i.e. Litigation, Real Estate, Wills & Estates, etc.) List the Different types of cases found within the above listed practice area and their statute of limitation, if applicable. CASE TYPE Estate Planning Irrevocable Trust Revocable Trust Codicil Prepare Will Only STATUTE OF LIMITATION (YEARS) List the possible Statuses/Stages for this practice area: Status/Stage Drafting Signing List all possible Party/people/entity types for this law type (Examples: Plaintiff, Defendant, Attorney, Judge, Court) PARTIES Executor/Executrix Testator/Testatrix Beneficiary Heir Trustee Please Print out a copy of the firms Practice Areas from your current Time and Billing System. 7
8 Section C Practice Areas USE this form to complete your list Make copies of form to include additional Practice Areas PRACTICE AREA: Place Name Here List the different types of cases found within the above listed practice area and their statute of limitation, if applicable. CASE TYPE STATUTE OF LIMITATIONS (YEARS) List the possible Statuses/Stages for this practice area: Status/Stage List all possible Party/people/entity types for this law type (Examples: Plaintiff, Defendant, Attorney, Judge, Court) PARTIES Please Print out a copy of the firms Practice Areas from your current Time and Billing System. 8
9 Section D Technology Review (To be completed by Firm s Network Administrator or IT Vendor) Server Name(s): SQL Server: Exchange Server: Document Management Server: Accounting Server: Current Software and Versions: Server Operating System: SQL: Exchange: Outlook: Word Processor: Document Management Software: Other Software Products: Current Workstation Specifications: 9
10 Section E Accounting (To be completed by Firm s Accounting Staff) Name and version of Accounting Software: Client / Matter Numbering Set-up o Client: o Matter: o By Practice Area: o Leading Zeros? o Sequential / unique? o Special abbreviations / characters: Client / Matter Demographic Information Timekeeper Information (need list of timekeepers with initials and ID s) How to handle prior timekeeper info: How is case costs handled? Time Tracking: o Is time tracked: o If yes, will Client Profiles be used for time entry? o If no, what billing program will be used? o Is firm using Client Profiles Financial System? If so, does firm create reports by departments? o Need a list of current accounting systems matter classifications (Practice area, type of work, etc.) o Who currently opens new cases? o Is time being imported/exported? o If so, need Accounting vendors export / import format (criteria): 10
11 Thank You. 11
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