Client and Cost Management System (CCMS)

Transcription

1 Client and Cost Management System (CCMS) Tranche 1 Provider Introductory Pack Pack 1 Content

2 1. Introduction to the Client and Cost Management System (CCMS) 2. Information Packs 3. Timeline 4. Latest News 5. What can I do now to prepare? 6. T1 Pathway 7. CCMS training website 8. Survey 9. LAA Online 10. Contacts 11. Keeping you informed

3 1. Introduction to the Client and Cost Management System (CCMS) The Legal Aid Agency (LAA) is introducing online ways of working for civil and family certificated legal aid work, involving the creation of a new system for providers and counsel. This is the Client and Cost Management System (CCMS). At this stage, all new cases will be managed in this new way. This will mean: More online working for providers and counsel. This will cover the input of new applications by providers through to the submission and payment of bills including counsel claims. This will also include the online processing of queries, amendments and appeals for civil representation cases. A scanning solution for paper evidence. Providers and counsel will be able to scan documents when they submit an application, or request, or send them to the Document Scanning Centre where the documents will be scanned and attached to the relevant case record. Current CCMS users The LAA began a pilot of CCMS in November 2012 in North East England, involving 44 solicitor and not-for-profit organisations as well as the counsel they instructed. All pilot providers are now managing all their new civil certificated legal aid cases through the system. National Rollout CCMS is rolling out nationally, in two tranches, to all providers and counsel who undertake civil and family certificated work. Providers will be brought on board alphabetically by name. This will be for new work only in the first instance. Providers with names beginning A-F will be brought onto the system in Tranche 1. All counsel who undertake civil and family legal aid work will come on board with Tranche 1. Once CCMS has been rolled out nationally to all providers for new cases, we will migrate all existing cases from our current case management system onto CCMS. In other words, all outstanding cases still being managed on paper will be transferred onto and managed through CCMS bar a few exemptions primarily pre-2007 cases. 26 additional providers in the North East and North Yorkshire came on board with CCMS on 2 September 2013 as Early Adopters.

4 2. Information Packs Your organisation is part of Tranche 1 for the national roll-out of CCMS. You are receiving this pack because your firm or organisation falls within the alphabetical group A-F. If you believe you should not be part of this group, please us at CCMSTranche1@legalaid.gsi.gov.uk. This is the first of three packs which aim to give you the information you need to get ready to start using CCMS. These packs will be sent to your nominated contact at key stages coinciding with when information becomes available on the dedicated CCMS training website. The packs follow a basic timeline which counts down towards the first day the system is available for you to use. Each of the packs is themed around the activities you should undertake to ensure you are prepared: This Introductory pack Training pack Go Live Support pack You will also receive an additional pack, at a later date, which will provide you with a timeline when your existing cases will be transferred onto CCMS and any associated activities this involves. Please use the packs to cascade information to your colleagues. They will be available to download from the website. If you would like to find out more about CCMS, or feedback on the content of this pack, please us at CCMSTranche1@legalaid.gsi.gov.uk.

5 3. Timeline Timeline for National Rollout Preparations for Go Live Pilot Providers Pilot Counsel Website Launch Introductory Pack Now Early Adopter Providers Training Pack Training Launch w/c 11 November Tranche 1 Providers All Counsel & Chambers w/c 18 November, Engagement Events 25 November and 2 December Tranche 2 Providers Go-Live Pack w/c 9 December Autumn 2012 Autumn 2013 Spring 2014 This diagram set outs the high level timeline for implementation of CCMS and shows when providers and counsel will begin to use the system. As mentioned previously, providers will be brought on board alphabetically in two tranches. All counsel and chambers will come on board as part of the first tranche. User Set up Go-Live confirmation Start using the system for your new cases w/c 9 December 20 January 2014 The timeline sets out all of the high level activities you need to undertake to be ready for go-live. Tranche 1: Providers A-F Monday 20 January 2014 Tranche 2: Providers G-Z or commencing with a number Monday 31 March 2014 There will be a small period of transition allowing some time for staff to familiarise themselves with the new system once they start to use it on 20 January Further details will be provided in due course.

6 4. Latest News CCMS Pilot The CCMS pilot was launched in the North East in November 2012; 44 solicitor and NFP organisations volunteered to take part. Pilot firms identified the counsel and chambers that they instruct, and they came on board with CCMS as pilot counsel. The pilot has two phases: Phase 1 Complete. Pilot providers submitting and managing all their new civil certificated work through CCMS; and instructing counsel billing for these cases on CCMS. Phase 2 In Progress. Pilot providers existing cases to be transferred to CCMS so that all their civil cases are managed on this one system. Instructed counsel will be assigned to individual cases on CCMS retrospectively and then submit any further bills for these cases via the system. Early Adopters 26 additional providers in the North East and North Yorkshire came on board with CCMS on 2 September 2013 as Early Adopters. This group expanded the user base, allowed us to further test system improvements and get feedback on training and guidance before national roll-out. Training You will receive a training pack eight weeks prior to the go-live date for Tranche 1 (w/c 11 November). This will contain information about the training that is available on the Provider Training Website and instructions on how to access it. Training modules are available to any user in your organisation and can be accessed as often as required. Quick guides will also be available and can be used as refresher training and desk aids. Events We will be holding events for Tranche 1 providers 5-7 weeks prior to go-live for Tranche 1 (commencing w/c 18 November) These events will provide an overview of the changes that CCMS will bring to your working practices, outline available training and resources and highlight all the activities you need to carry out to use the system. You will be invited to attend one of these events to discuss your training needs and preparations for going live. A schedule of events and registration details will be sent to nominated contacts in the coming weeks. System Testing and Improvements Throughout the pilot and Early Adopter stage, we have worked with both internal and external participants to test the functionality of CCMS. With their feedback, we have been able to implement improvements and enhancements.

7 5. What can I do now to prepare? You can use this section as a basic checklist for activities you should be carrying out at this stage: Complete the online survey, which was circulated alongside this pack. The purpose of this survey is to gather more information about your IT facilities and the structure of your organisation. It is really important that you provide us with this information. Failure to return a survey may result in a delay to your firm s ability to access CCMS. See for more information. Access the CCMS website to familiarise yourself with the resources available. See for more details. Identify users in your organisation who will require access to CCMS in preparation for user set up. Cascade the information in this pack to the relevant individuals in your organisation, including to any separate offices you have. Look out for the invitation to our events and book a place. Ensure you and your colleagues are signed up to the Legal Aid Bulletin to be kept informed of any key updates regarding CCMS.

8 6. T1 Pathway Tranche 1 (T1) Pathway processing will commence on 20 January You will be able to use the Pathway to submit all paper claims and casework relating to cases that were started prior to commencing work on CCMS on the 20 January Below is a brief description of the process you will follow: 1. Attach T1 Pathway cover sheet to submissions to avoid processing/payment delays. 2. Submit all paper work for Tranche 1 provider cases to the designated DX address (or the normal postal address). You will receive more information on the T1 Pathway detailed process prior to go-live.

9 7. CCMS Training Website All the information you need to get ready to go live on CCMS, including the information in this pack, is available on our dedicated CCMS training website. You will find all the information, documentation and guidance you need under the Tranche 1 Resources tab located at the top of the page. This is a dedicated section for Tranche 1 providers. Resources available now include: this introductory pack, including all of the documents and guidance referred to here frequently asked questions a breakdown of CCMS roles that will be available for providers Later on, you will be able to access all the training modules and additional guidance materials through the website. You may find it useful to access these other features from the homepage: Calendar containing the upcoming key dates and activities included in our timeline, including future events. Quick links linking to contact information and other relevant websites.

10 8. Survey Along with this pack, you have been sent a link to a survey asking for information about your IT facilities and the structure of your organisation. We will use this information for essential preparatory work and to help us understand how we can tailor our support to meet your needs. It is important that you complete the Contact Details section on the survey which asks you to nominate a contact or contacts who will receive all communications about CCMS (this could be you and/ or another member of your firm/organisation). Nominated individuals will receive the packs, relevant information and updates, and will be responsible for sharing information to all relevant individuals in your firm or organisation. Please complete and submit the survey by 1 November If you have multiple offices, we only require one survey to be submitted under your lead Legal Aid Account Number. If you have any questions about the survey, please us at: CCMSTranche1@legalaid.gsi.gov.uk.

11 9. LAA Online You will access CCMS through LAA Online, the portal which hosts all the LAA s online applications. You may have used this before for example to access Contracted Work and Administration (CWA), eforms and Management Information (MI). In the survey referred to on the last page, we ask you for the individual in your organisation who will be the CCMS Firm Administrator on LAA Online. You have the option to nominate your existing LAA Online System Administrator or choose someone different. The CCMS Firm Administrator role will be important during the final phase of your preparation as this individual will control access to CCMS for your organisation and manage all roles and responsibilities. You should ensure the Administrator role sits with the right person(s) in your organisation. We will give you a step by step guide to setting up users on CCMS in your Go Live Support Pack If you do not have a System Administrator, or wish to change the contact details for your System Administrator, you can get guidance on how to do so by calling our Online Support team at Online-support@legalaid.gsi.gov.uk or on between 9am and 5.30pm Monday to Friday. Please ensure the survey is completed for your organisation by 1 November 2013.

12 10. Contacts Types of Query Team Contact Information Queries about CCMS and National Rollout Implementation Team Queries about your LAA firm system administrator Online Support Lines open 9am-5.30pm Monday to Friday General Queries Contract Managers Please get in touch with your assigned contract manager via your usual method. Your contract manager is available to help with general queries or support in relation to what activity you need to undertake and what further support is available to you.

13 11. Keeping you informed We will provide general information about preparing for go-live to your nominated contact(s). They will be responsibile for cascading this information to others in your firm or organisation. If there is a change to the timeline, we will your nominated contact and update the CCMS Training website with the latest information. All the information we share is available here so please ensure you and/or your nominated contacts check this site regularly for updates.

14 MoJ Designed by Communications Directorate, The Design Team. 16 October 2013