Management Info Systems PowerPoint Presentation ON LEXUS NEXUS SYSTEM

Practice Management Software has evolved from what was formerly referred to as Case Management Software. Practice Management Software is a relational database “that comprehends all of the day-to-day administrative and case processing functions of client representation and managing a practice.” When properly utilized, Practice Management Software should serve as every law office or legal department’s central nervous system, with the ability to internally manage documents and client relationships. Time Matters Practice Management Software, developed in 1989 by Collaborative Data Corporation (formerly known as DATA.TXT Corporation prior to its 2004 acquisition by LexisNexis), is a highly customizable program composed of a well-rounded collection of information management tools. Its functions include contact and client management; matter and project management; docketing, calendaring and scheduling; document management; communications; comprehensive integrations with popular business applications; data importing and synchronization tools; and last, but not least, billing. When a company decides to use Time Matters, it must determine the appropriate number of user licenses to purchase. To make an appropriate decision, the company must determine how many employees will need access to the software at one time. As such, it may not be necessary to purchase a user license equal to the number of employees. Irrespective of the number of user licenses purchased, there is no limit to the number of workstations Time Matters can be installed on (LexisNexis, FAQ). Time Matters costs approximately $950 for the first user license, and approximately $525 for each additional user license. The initial purchase includes a one-year annual maintenance plan, which provides interactive training throughout the term of the contract. Thereafter, companies wishing to extend their annual maintenance plan must pay for renewal. Renewal costs are based on the number of user licenses to be included in the annual maintenance plan (approximately $350 for one license, $500 for two, $650 for three, $800 for 4, etc.). Companies are not required to renew their annual maintenance plan. However, should the company experience software issues beyond the scope of their information technology (IT) department, Time Matters will charge the company the previously forgone renewal fees to remedy the situation. Aside from technical support, a major benefit of the annual maintenance plan is the exclusive ability to upgrade and update software to the newest version. Technical support includes an online support center, an online service center, and live-answer telephone support.

A particular company’s Time Matters manages an unlimited amount of matters (cases), including its current and historical files. Each matter within the program has a tab titled can be individually opened, or accessed via “power view.” The power view provides users with a roadmap including any individually selected key information, such as the matter’s: billing; correspondence (e-mails, letters, phone calls, etc.); documents created and scanned; corresponding research; events, to capture critical appointments (conferences, court appearances, meetings, etc.); completed, open, and upcoming tasks labeled “to dos.” Furthermore, each item can be opened to identify the staff member responsible for the item, when a task was or must be done, and for completed items, how long the task took (LexisNexis, Page 11).

It is very important for a legal professional to maintain records of all documents pertaining to a specific case. Additionally, many legal document generations are the result of inputting unique case-specific information into a boilerplate form. Users can automate documents by instructing Time Matters to input case-specific information into customizable templates saved within the system, and opened with a compatible word processing system, such as Microsoft Word and Corel WordPerfect. The range of templates available, as well as the specific instructions regarding what Time Matter’s information to apply can be tailored to meet a firm’s specific needs. As a result, document generation can be reduced to a number of clicks. When case documents are assembled independent of any template, they are easily synched and stored in Time Matters by selecting the appropriate word processor merger selection. Typically, such mergers are possible by clicking a “TM Save” quick-link that can be found on compatible word processors’ toolbars (after a simple installation). Both options enable staff to quickly and easily generate necessary documents, while simultaneously linking the creations to the matter for thorough record keeping with greater efficiency (LexisNexis, Pages 30-32).

In addition to generating and importing word-processed documents, Time Matters can also maintain records of e-mail correspondences and any documents scanned to the system. Having all case related materials in a central location drastically improves the ability of any permitted staff member to intelligently communicate with clients or related parties, and address possible scheduling needs without the need to obtain a physical file (LexisNexis, Page 42).

Time Matters is available in Legal, General Business, and Accounting versions. Due to its highly customizable features, any professional office can utilize Time Matters. The ability to customize as many as thirty fields of data makes the software extremely flexible. Legal professionals, the demographic it was originally developed for, most notably use the software. Therefore, for purposes of this research project, Time Matters utilization by legal professionals will be the focus for this analysis (O'Brannon).

Industry Information

Small to medium size firms, consisting of 100 attorneys or less, typically operate Time Matters over a shared network server. Very large firms are able to utilize Time Matters over a Microsoft SQL Server. Regardless of a firm’s size, Time Matters operates as a database management system, with the ability to handle as few as one and as many as hundreds of users in one, or multiple locations. Many desktop business applications can be synchronized with Time Matters. Some applicable programs include: Adobe Reader, Adobe, Firefox, Internet Explorer, Microsoft Outlook, Microsoft Excel, Microsoft PowerPoint, Microsoft Word, WordPerfect, PCLaw, Timeslips, QuickBooks, and many other billing, document management, e-mail and desktop business applications (Legal Technology Resource Center).

Pros &

Cons

Like all information systems, Time Matters has a variety of strengths and weaknesses. Superior to all competing systems, Time Matters “Formattable Clipboard” has the ability to automatically create numerous documents individually tailored to specific cases by pulling names, dates, and other relevant data from contact and matter records. The Formattable Clipboard feature quickly assembles documents using “boilerplate language and variable text into word processing documents, forms, and envelopes.” The time saving benefits and increased efficiency due to its extensive automation and customization tools have been difficult for Time Matters competitors to match (Anderson).

Another strength is Time Matters Mobility, a web-based service that is compatible with most modern Smart Phones and Tablets. Users do not need to download anything to their mobile device to gain access. Providing users with mobile access by means other than the use of device-specific applications significantly reduces security risk. The feature is available due to collaboration with Microsoft’s secure cloud computing platform, Microsoft Windows Azure. Through the Mobility Service website (hosted by LexisNexis), users log in using their e-mail address and password. All data is pushed between the office’s server and the Microsoft Azure Cloud, without storing any data on the device used or in the cloud for optimal security. The data is compressed and encrypted through a secure sockets layer (SSL) connection between the mobile device and the office’s server (Squillante). This virtual office solution enabling access to one’s client and matter management system from any web-enabled device enhances the ability to conduct business on the go. Specifically, through Time Matters Mobility, users can “view, modify, and add contacts, matters, and events” as well as “create Time and Expense entries and view the last 25 bills” in real-time (LexisNexis Support Center).

Unfortunately, Time Matters Mobility is only available to users running Time Matters version 11.0, the most current version, with an active Annual Maintenance Plan in place. Oftentimes offices will not upgrade the version of Time Matters they currently use when newer versions become available. In order to take advantage of Time Matters Mobility, Time Matters version 11.0 must be installed on the firm’s server, which requires annual costs. Firm’s resistant to updating their software and incurring the expense of the Annual Maintenance Plan will not have the ability to utilize mobility functions. Aside from its inability to provide all Time Matters users with access, the current Time Matters Mobility software has other weaknesses. It does not have the ability to link with Microsoft Outlook or Microsoft Exchange, therefore limiting its true calendar functionality. As a first generation product, many of its kinks have yet to be worked out (LexisNexis, FAQ v11.0).

Time Matters extensive security control is not limited to its mobile service. The program has many internal failsafe mechanisms to prevent the unintentional loss of any data. For example, Time Matters has its own Recycle Bin that maintains copies of all deleted records. This way records deleted in error can easily be retrieved. Given the potential scope of individuals accessing Time Matters, management can set individual user security levels to restrict the access of specific users and their respective ability to edit or view particular fields. Time Matters can also be arranged to allow certain fields or records to be used only by specific users. Reduced security risks are a major advantage of Time Matters (Legal Loudspeaker).

Time Matters does not provide free software updates for users without current maintenance plans. Oftentimes, new products have a certain margin of error that cannot be fixed and/or identified until after the software is released. As such, any flaws identified beyond the most recent maintenance contract may not be corrected without additional fees. Therefore, users are either forced to accept the flaws or spend additional money for corrections.

Despite all of Time Matters’ features, a major weakness is the inability to mandate its utilization by all employees, at all times. The possibility that one or multiple users do not efficiently utilize Time Matters some or all of the time creates major limitations on its ability to perform optimally. Therefore, a weakness of Time Matters is the need to depend on users to understand and utilize the software as intended. The omission of any data by one employee can have drastic consequences for the firm (Heckman Consulting LLC).

Recommen-dations

In order for a firm to be as efficient as possible, it must customize Time Matters to reflect the business’ unique nuances. As such, it is highly recommended that an Information Technology Professional who understands both the nature of the firm and the program perform the initial installation of Time Matters. If an expert is not responsible for the initial instillation, potential incorrect file setup and/or configuration can create costly mistakes. The Information Technology Professional selected should be a Certified Independent Consultant from LexisNexis Practice Management’s extensive network. Unlike uncertified IT Professionals who may not efficiently utilize the complete functionality of Time Matters, a Certified Independent Consultant can install the program in under eight hours. Additionally, Certified Independent Consultants offer on-site training, installation, and continual maintenance (LexisNexis, Best Practice).

Purchase (or renewal) of the Annual Maintenance Plan provides subscribers with unlimited access to on-demand training. Users seeking to learn new skills or brush up on old ones can engage in training about: data entry order; setting up staff and users; classification codes; managing contacts; examining matters; scheduling; utilizing event records; and, document management (O'Brannon). It is important that firm’s have technical support available at all times.

Overall

Rating

To generate an overall rating for this technology, appropriate categories for analysis are (1) ease of use, (2) flexibility/customization potential, (3) security, (4) seamless integration, (5) range of use, and (6) associated costs. The importance of each category has a different impact on the effectiveness of the technology. With an optimal score of 100, each category is attributed the following maximum weight: 15 points for ease of use, 35 points for flexibility/customization, 20 points for security, 5 points for seamless integration, 15 points for range of use, and 10 points for associated costs. Based on both research and personal experience, ease of use is awarded 10 out of the 15 possible points. The reason for this 5-point reduction is due to the fact that significant training is required to efficiently utilize some advanced features. In order for the financial investment in Time Matters to fully demonstrate its worth, users must be educated on how to execute its countless features. The maximum amount of points is given to the categories of flexibility/customization and security, since Time Matters is an industry leader in both categories. Seamless integration receives 4 out of the possible 5 points. Although Time Matters is able to seamlessly integrate with many other applications, it has yet to be successfully paired with Microsoft Exchange. Lastly, cost is given 6 out of the 10 possible points because the expense of having the program tailored for optimal use offsets its relatively reasonable acquisition fee. As a firm grows, additional fees will be incurred to obtain new user licenses. Further, to take advantage of Time Matters Mobility, it is mandatory that the annual maintenance plan be renewed. Therefore, to fully utilize all features, the associated costs will be endless. Collectively, the software earns a score of 90.

Efficient utilization of Time Matters enables firms to “work smarter, not harder.”

Bibliography Active Practice. Time Matters Pricing. 2011. <http://www.activepractice.com/amp-pricing>. Anderson, Wells. "Evaluating Practice Management Software." 2001. Law Technology News. <http://ltn-archive.hotresponse.com/february01/second_opinions_p40b.html>. Heckman Consulting LLC. "Document Management Tips." Computer News for Law Firms 2006. Legal Loudspeaker. "10 Quick Time Matters Tips." 2011 July 2011. Legal Loudspeaker: Smart Business & Technology Tips for Law Firms. <http://legalloudspeaker.com/2011/07/08/10-quick-time-matters-tips/>. Legal Technology Resource Center. "Practice and Case Management Software: Comparison Chart." 21 July 2011. American Bar Association. <http://www.google.com/url?sa=t&rct=j&q=ltrc%20practice%2Fcase%20management%20software%20comparison%20chart&source=web&cd=1&ved=0CHIQFjAA&url=http%3A%2F%2Fwww.americanbar.org%2Fcontent%2Fdam%2Faba%2Fmigrated%2Ftech%2Fltrc%2Fcharts%2Fpmtbchart.authcheckdam.pdf&ei=68niTuqqOfTH0AGK5dXMBQ&usg=AFQjCNEUlpo3iusWq3HWn6WxxWt-jtTBHA>. LexisNexis. "Business of Law Best Practice." Choosing a Professional "Installation Plan" to Optimize Your Software Investment. Reed Elsevier Inc., 2009. —. Frequently Asked Questions. 2011. a division of Reed Elsevier Inc. LexisNexis. <http://pm.lexisnexis.com/store/faq/>. —. "Introducing Time Matters® Mobility in v11." 2011. LexisNexis. <http://www.lexisnexis.com/law-firms/pdf/time-matters-v11-mobility-faq.pdf>. —. "Introduction to the Time Matters Mobility Service." 2011. LexisNexis Support Center. <http://support.lexisnexis.com/timematters11/record.asp?ArticleID=10486>. —. "New User Guide for Time Matters® and Billing Matters® 11.0." LexisNexis, 2011. 11. O'Brannon, Isaac M. "2009 Review of Practice Management Programs." 1 June 2009. CPA Practice Advisor. <http://www.cpapracticeadvisor.com/article/10268353/2009-review-of-practice-management-programs>. Pars Consulting Incorportated. Time Matters® Practice Management Software. <https://www.parsconsulting.com/index.php?option=com_content&view=article&id=86:time-matters-overview&catid=39:timematters&Itemid=86>. Squillante, Neil. "Your Practice Management System In Your Pocket." 6 April 2011. TechnoLawyer NewsWire. PeerViews Inc. <http://www.lexisnexis.com/law-firms/pdf/time-matters-v11-techno-release.pdf>. Traylor, Susan. "Practice Management Software in 2010: Demonstration of Leading Solutions." State Bar of Arizona.

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