Civica Legal Delivering better results for less
With increasing financial and service pressures for legal teams and the need to maintain and improve services while spending less, effective IT can make the difference. There are so many benefits in using Civica Legal it is hard to mention them all. We have reduced costs and are more organised. Clerks no longer need to file, we handle workload more efficiently and have more management information for better decision making. Debbie Simons // Legal Services // Plymouth City Council Benefits: > Save time and money > Work faster, better and more productively > Implement new legislation rapidly and accurately > Safeguard your clients interests > Improve case management and reporting > Minimise risks and errors > Increase debt recovery rates. 02 www.civica.co.uk
Civica Legal Driving operational efficiency Combining practice management, change management and technology expertise. Civica helps legal teams to achieve a more productive way of working and improve client services. The best performing practices and departments are powered by effective software. Civica s proven range of software and services offers a complete, low risk and scalable platform, designed to support the way legal teams work. Delivered by a professional team with expertise at all levels, we work alongside around 150 legal teams across the UK ranging from some of the largest local authorities to regional private practices. We work with customers in all area s, from LEXCEL accreditation to debt recovery and have helped Southampton City Council recover 360% more debt that in previous years since upgrading to our legal application. Civica Legal enables automation of more streamlined processes to deliver more productive case management, increase time recording and billing accuracy, and achieve more effective information management. Civica helps customers deliver quality, value for money services that make it easier and quicker for customers to access and use legal services. Client Portal Key case and debt information direct to clients Fee Earner Desktop Views, current files, diary, timesheets, task list, links, mailshots Document Bundles Automatic numbering Automatic Index PDF Output Case Management Workflow Notes Document Production EDM Reminders Case Information Risk Management Lexcel Legal Accounts Internet Calculation Office, Client, Deposit Bank Reconciliation Matter Ledger Purchase Ledger Counsel s Fee Ledger Nominal Ledger Billing Debt Recovery Court Fees/Costs Interest Calculation LPCD Compression Instalments Claim Production Centre (CPC) County Court Bulk Centre (CCBC) Microsoft Office Mailmerge to Word Send or receive Outlook emails Excel Spreadsheets Full Time Recording Possession Claims (PCOL) Court Fees/Cost, Interest Calculation, Instalments Client / Matter Database Contracts, clients, matters Reporting Suite Embedded report viewer, library of reports, export to PDF for Excel, Easily write own reports Civica Task Centre Full Automation of report Production and system tasks Civica Legal Driving Operational Efficiency 03
A partner in transformation Civica is helping customers to transform the way they work through our unique combination of technology, people, and business process expertise. Through experienced people who understand service delivery we apply application software, managed services and outsourcing to streamline and enhance service delivery, and deliver a measurable return on investment. The company is committed to working in partnership with its customers to meet their objectives in a timely manner and according to budget. Specialist business process services Managed & cloud-based services Software & systems We are a market-leader in helping customers achieve successful and cost effective ways of working. Civica s legal suite comprises a complete business management solution: Integrated Practice and Case Management Civica s integrated practice and case management system includes a library of documents and workflows linked to a central database. Multiple operations and bulk processing can be driven from a single input, whilst shared items can be used to store any kind of information related to particular client, matter or case work. Closely managed business processes, designed to reflect your specific requirements enable users to accurately record time, minimise costs and improve staff and fee earner utilisation. Debt Recovery Civica s debt recovery system gives you the ability to manually or automatically control and maintain debt recovery processes. The system calculates interest, fees and costs incurred throughout the process and generates all documentation, either for the plaintiff, defendant or court. The debt recovery module includes reporting on the current status of a matter together with comprehensive billing routines, which can be done in a paperless environment. It can be implemented as a standalone module or integrated with additional modules. Time Recording and Billing Civica s time recording and billing software can operate as a standalone system or integrate seamlessly with other Civica Legal modules. The system enables users to rapidly record, control and subsequently bill time and disbursements incurred by users, as well as create custom reports. Time and activities can be captured using entries activated from the case management events, stop watches or by the traditional method of entering manual time sheets. It includes a selection of standard reports which will integrate with all industry standard report generators. 04 www.civica.co.uk
Client Portal Civica s Client Portal is a self-serve solution that allows both internal and external customers to obtain updates on their cases 24 hours a day, 365 days a year. The portal allows customers to view all relevant cases to them, providing them with real time updates and responses. Notes can be added to cases via the portal with notifications set up so Case Handlers/Fee Earners are aware. Automatic processes can be activated to take customers through new instructions ensuring all relevant data is captured, thus reducing time consuming chasing by busy Case Handlers/Fee Earners. A message board facility allows key information to be easily disseminated to customers, ensuring that the customer is always up-to-date. It can be hosted on an internal intranet or customer website to match the customer base. Risk Management Civica will work alongside you to design and maintain a series of manageable workflows to reflect how you work and to promote conformity and compliance. Our consultants will objectively ensure users are adhering to best practice and agreed SLAs in a timely manner. Both flexible and user friendly, Civica s toolkit will enable you to accommodate process and procedural changes in-house. Mobile Mobile gives staff the flexibility to access case information on the move via a laptop or other portable device. Whether dealing with internal departmental enquiries, undertaking joint working exercises, attending court or working from home; staff have full access to their office systems meaning data accuracy is improved as information is recorded in real-time. All updates are made to the core system. Bulk Claims Submissions Civica Legal supports both the County Court Bulk Centre (CCBC) and Possession Claims Online (PCOL) services of HM Courts and Tribunals Service. This allows for the quick and efficient passing of data from Civica Legal to these services reducing errors and driving up efficiencies by reducing the time taken (and therefore costs) to assemble paper files. Civica Legal has a generic export facility that can export data as XML or CSV files. This export facility can be configured to automatically generate files when the operator undertakes a step ensuring quick and efficient production with the minimum effort. Lexcel Accreditation By achieving The Law Society s approved Lexcel Accreditation, a practice will gain greater profitability, better risk management, enhanced client care and improved marketing. The Lexcel standards can be easily built into, maintained and reported on using the Civica Legal toolkit ensuring your practice meets the highest management and customer care standards with the minimal disruption to the daily running of the practice. Our consultants can guide you through the process and find the perfect solution for your business areas from workflows through to audit reporting. Civica Legal Driving Operational Efficiency 05
Do more, Do better, Spend less Knowsley Metropolitan Borough Council Knowsley MBC s legal department manages over 1500 cases and implemented Civica Legal to enhance the council s case management, transform case bundling and improve debt recovery rates. Civica Legal provides workflows for 45 users, registers every document in and out of Knowsley s database and ensures a single entry point for case files, significantly reducing the time taken for staff to assemble files. The single entry system also allows Knowsley s legal team to de-duplicate and rationalise its processes for better case management and accuracy. This allows Knowsley to automatically comply with the Law Society s LEXCEL practice management standard. Merseyside Fire and Rescue Authority (MF&RA) In 2011/12 and 2012/13, MF&RA received the worst Government Formula Grant cuts for any fire authority in the country. Civica helped the authority make savings by modernising its legal department and streamlining its service delivery. The implementation of a time-recording module has enabled the monitoring of work, ensuring a constant flow of work is maintained and prioritised with no-one in the team becoming over - or under-utilised. The case management module has reduced printing and record keeping, providing better control of paper use whilst MF&RA has found the integration with CCBC and set up for County Court requirements has made additional time savings. South Lanarkshire Council South Lanarkshire is one of many Scottish councils using Civica Legal. The council s Legal Services team had identified a business need for a modern case management recording system to meet the high service demands involved in processing over 200 cases per month in the core legal function. Civica Legal provides staff with more efficient and accurate access to specific case data. The system also enables the legal team to deliver more productive case management, increase time recording and performance management as well as delivering a better level of customer focused services. Francis Wilks & Jones LLP London and Birmingham based law firm, Francis Wilks and Jones, chose Civica s practice management and integrated case management modules to replace their existing PC Law system. Installed using thin client technology, the solution is used by mobile workers as well as staff across their offices. The case management module is primarily used for debt recovery, and the firm is also benefiting from an import module so they can electronically take instructions from their clients. 06 www.civica.co.uk
Civica s system is very reliable with excellent usability and reporting. Stand out benefits include a daily calendar which enables cases to be managed and monitored efficiently and with full visibility for future workload. Personal features such as handy hints make the overall experience of using Civica great. Helen Trotter // Neighbourhood Operations Manager // Gentoo Civica Legal Driving Operational Efficiency 07
For more information please visit us at www.civica.co.uk Or contact us on 01384 453400 or email marketing@civica.co.uk Civica is an international market leader in specialist IT systems and business process services. Through experienced people who understand service delivery, we apply software, managed services and outsourcing to help customers transform the way they work. Civica is a member of: London 2 Burston Road London SW15 6AR Tel: +44 (0)20 7760 2800 www.civica.co.uk Dudley Castlegate House Castlegate Drive Dudley DY1 4TD Tel: +44 (0)1384 453400 www.civica.co.uk @CivicaUK www.linkedin.com/company/civica Copyright Civica Group Limited 2013. All rights reserved. Product names referenced in this document may be trademarks or registered trademarks of their respective companies and are hereby acknowledged Civica is an international market leader in specialist systems and business process services for the public sector. Through experienced people who understand service delivery we apply software, managed services and outsourcing to help our customers streamline their activities and achieve a successful and more cost-efficient way of working.