Legal Specific Case Management Software by alicejenny

VIEWS: 6 PAGES: 51

									Practice Management Software in 2010
                  Edition 11.1




                        By:

     Susan Traylor, Practice Management Advisor
     Law Office Management Assistance Program


                     May 2010
                                                  TABLE OF CONTENTS


Speaker’s Biography ........................................................................................................... i


PRACTICE MANAGEMENT SOFTWARE in 2010
Demonstration of Leading Solutions

          A Concise History of Technology in the Law Practice .......................................... 1

          Why Do I Need Practice Management Software? .................................................. 3

          The Benefits of Organizing Your Practice
          Using Some Type of Practice Management Software ............................................ 7

          How Do You Know Which Practice Management Software is
          Right for Your Firm? ............................................................................................. 7

          Screen Shots of Abacus Law, Amicus Attorney, & Time Matters ........................ 9

          By 2009, Practice Management Software Had Moved Toward “Integration”
          of Software and Services....................................................................................... 17

          Practice Management Software in 2010 ............................................................... 19

          Foundation Features of a Good Practice Management Software.......................... 21

          Distinguishing Features of Practice Management Software ................................. 23

          Practice Management Software Products Demonstration..................................... 24
                 AbacusLaw ................................................................................................ 25
                 Amicus Attorney ........................................................................................ 29
                 Time Matters ............................................................................................. 35

          Resources for the Practice Management Software Researcher............................. 41

          Practice Management Software: Table of Software Products.............................. 43
                                     BIOGRAPHY

                SUSAN L. TRAYLOR is the Practice Management Advisor with the
Law Office Management Assistance Program (LOMAP) of the State Bar of Arizona. She
is a certified consultant for Abacus Law, Amicus Attorney, and Time Matters practice
management software. In addition to her 20+ years office management experience, she
has worked for six years in sole practitioner law firms. Susan has extensive experience in
computer technology administration, time and billing, accounts receivable and
collections, database management, and legal-specific practice management software for
the small and solo firms. As LOMAP’s Practice Management Advisor, Susan advises
member attorneys on issues relating to the business of practicing law, including setting up
a law practice, closing a practice, client relations, office management, trust accounting,
efficient office systems, with a particular emphasis on selecting and utilizing appropriate
technology. Susan travels throughout Arizona to help attorneys and their staff members
implement Abacus Law, Amicus Attorney, and Time Matters, including initial and
ongoing training and customizations. Ms. Traylor received her Bachelor of Arts degree
from Arizona State University and completed certificate programs in both legal assisting
from Phoenix College and mediation training from the University of Phoenix.




                                                                                          i
                     Practice Management Software in 2010:
                        Demonstration of Leading Solutions

                                    By Susan Traylor, Law Office Management Assistant Program

              How might a day in the life of a busy law practice look if the attorney and
staff used the power of practice management software?

              This program will explain what practice management software is, why law
firms need it to compete in the field of law today and what practice management
software products are available today. Although this program assumes the perspective
of a solo, small and possibly mid-sized law firms, consideration is also given to the
needs of corporate legal departments and public law offices. This presentation will
conclude with a compare and contrast demonstration of at least three practice
management software products, not from a software vendor’s perspective, but rather
from the perspective of the law firm, based on the most important of the day-to-day
functions in a law practice…case processing, from intake to closing the file 1 .

                The best way to fully understand what practice management software is,
is to first review what software solutions came before it.

              A Concise History of Technology in the Law Practice

Word Processing Software

             In the beginning there was word processing. No longer did the law firm
need carbon copies, onion skin paper and Wite-out. Almost every lawyer’s secretary
gladly learned to use WordPerfect (one of the first word processing software) to
prepare documents. It was not long before lawyers, too, were using word processing.
Then the big question became, “Should we use WordPerfect or Microsoft Word?”
Today, a lawyer would not consider practicing law without using a word processing
program.

Billing Software

              If word processing could make lighter work of preparing documents, then
why not use the computer to track time, send bills to clients, and manage the firm’s
cash flow? Along came time and billing software to the rescue: Timeslips, Tabs 3 were
a couple of the first time and billing software. Later came PCLaw, QuickBooks, Billing
Matters, Juris and, more recently, Abacus Accounting, Amicus Accounting and
EasyTimeBill and EasyTrust, to name only a few. Next to word processing software,
billing and accounting software quickly became the lawyer’s next favorite software tool.




1
 Excerpt from the CLE seminar, Systems to Make Your Office Hum, by Susan
Traylor.
E-mail

              The age of e-mail hit the world like a Tsunami. Now, lawyers not only
could accomplish the task of communicating with clients and other lawyers, but at the
same time they could be documenting that communication. What a marvelous
technological invention for a law firm! It is difficult to find a law firm today that does
not use e-mail. While there are many e-mail service providers, i.e. aol.com, yahoo.com,
cox.net, qwest.net, etc., by far the most frequently-used e-mail software in law firms
today is Microsoft Outlook.

Contacts and Calendar

              If a law firm had e-mail, it was likely that they used Outlook as their e-
mail software. If the law firm using Outlook for their e-mail took the time to look more
closely at Outlook, they realized that not only could they send, receive and organize e-
mail using Outlook, but they could also make use of Outlook’s calendar and contacts.
Imagine that. A computer program that could keep a list of your clients and other
attorneys and, at the same time, keep a calendar! This was especially helpful for
docketing due dates.

PDAs (Personal Digital Assistants) and Smart Phones

               Now, not every law firm used Outlook. Some lawyers discovered there
was a small, handheld computer that could keep track of their contacts, appointments
and task list. Some of these products were Palm, Handspring, and Pocket PCs, to name
a few. The great technology developers must have had attorneys in mind when they
developed the PDA and, later, the Smartphone (cell phone and PDA combined, with
internet and e-mail service), i.e.Treo, Blackberry, Windows Mobile, and later, iPhone
and Droid, among others. So long as the data on it could be backed up and kept
secure, it was the lawyer’s “best friend” technology. They could take it to court, to the
office and even use at home. Their calendar, contacts and e-mail was easily accessible
at all times.

Document Management

              By this time, law firms were starting to think, “If there are software
solutions for preparing documents, tracking time, preparing bills, sending e-mail,
tracking contacts and calendaring, there certainly must be a tool to help us organize our
electronic documents.” Enter the document management software (DMS). Products
such as PCDocs, Worldox, iManage, DocsOpen offered the solution. The development
of DMS made it easier to save (put away) newly created electronic documents as well
as to easily locate them (retrieve). As lawyers dared to abandon paper management
altogether and test the waters of the “paper-less” law office, mail and other incoming


_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 2
documents could be scanned into the computer, then organized with the DMS.             No
more franticly searching files, cabinets, inboxes, lawyers’ desks for documents.

Document Assembly or Document Generation

              Reflecting back on the early days of technology in the law office, that is,
the days of word processing, lawyers and their staff began to think, “Do we really have
to type each document from scratch? Especially if it is a routine form that is used over
and over again, like our fee agreement.” So they demanded more from their word
processing software (WordPerfect, Microsoft Word, and others) looking to figure out
ways to set up “form” (or template) documents. This way only the “variable”
information, such as names, addresses, case reference, case number, etc. would have
to be typed. WordPerfect and Microsoft Word did accomplish this. But what if the
“variable” information was in Outlook or the Palm or the billing software such as
Timeslips? Couldn’t that variable information just be “merged” into WordPerfect or
Word form? And, “Isn’t there some kind of software that specializes in assembling
documents this way?” Along came document assembly software such as HotDocs,
GhostFill, Amicus Assembly.

              Additionally, by this time, there were more demands on the software.

   “I want to be able to see, in one place, all the attorneys, witnesses, judges, courts,
    insurers, etc. who are connected to a client’s file. Isn’t there some way to do that
    with a computer program?”

   “I need to do a conflicts check.     Is there some software that can do conflicts
    checking?”

   “I do a lot of web research. I would like to save my research on the computer and
    somehow organize it with my client’s file.”

   “Isn’t there some software that can help me manage my trust account?”

   “I use a time and billing software, but I need something to help me with my
    calendar and due dates and my billing software does not do that.”

   “We use an electronic calendar at our office, but we can’t share it. We would like
    one centralized, electronic calendar that all of us can see.”

                 You say, “I have all of the above computer tools I need.
                    Why do I need Practice Management Software?”




_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                             Page 3
            If you have been practicing law for some time and, during that time, have
accumulated some or many of the above technological tools, you might be asking this
question.
                        What’s Wrong with this Picture?

               Like a house that goes through years of remodeling, each time with a new
add-on or room, software for in the law office was splintered. There was no flow. No
continuity. That is, there was one software for word processing, another for billing,
another for e-mail, another for the calendar and contacts, yet another for the PDA, and
one for the document management system and even more for the document assembly.
To benefit from all these wonderful tools, an attorney and staff had to become
specialists in all these different software products. Not only that, there was duplication
of work. One had to enter the client’s name and address and phone number in each of
the different software products. This not only took more time, but there was more
room for error, not to mention a lot of different software databases to keep up. There
were more software licenses to buy, to upgrade, to keep trained on, to pay for support.

        The Effect of “Splintered” Software on Medium and Large Firms

               This splintering of software functions was not so much of a drawback for
the large law firms. After all, they most likely had a fully-staffed, full-time Information
Technology (I/T) department, a full-time law office administrator, or at least an office
manager, a designated staff person to do billing, another staff person to do calendaring
of deadlines, and staff dedicated to word processing or putting together documents,
support staff to collect the attorney’s billable time and input it into a billing program. In
short, the functions were splintered, so who cares if the software solutions are
splintered. The attorneys and associates were typically able to focus the majority of
their time strictly on casework, client representation. Except for the managing partner,
they did not have the burden of the day-to-day firm administration.

          The Effect of “Splintered” Software on Small and Solo Firms

               The smaller the firm, the more that is required of the attorneys and
support staff to be multi-talented in their skills, in particular, administrative and
management skills. When an attorney starts out, with no support staff at all, he/she
must do it all: take calls, do intakes, prepare documents, maintain communication with
clients, track time, do bills, schedule appointments and calendar deadlines, check for
conflicts, open files, close files, everything! To have separate computer software for
each of these tasks is a huge imposition on the small firm lawyer, and decidedly so on
the sole practitioner.

               What If There Was One Type of Software that Could
                     Bring All of These Functions Together?


_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 4
              Actually, there is such a single software solution for these splintered
functions. It is called practice management software (“PMS”). Previously
referred to as case management software, the term “practice management
software” has come to mean: one software that comprehends all of the day-to-day
administrative and case processing functions of client representation and managing a
practice…with the added bonus of being developed especially for law firms.

                   What Makes Practice Management Software
                            Special for Law Firms?

               Practice Management Software is a relational database, starting with the
Client’s contact information, then adding a case/matter for that client, and “relating” (or
linking) all contacts, phone calls, time tracked, calendar items, e-mail, documents, etc.,
to the case/matter.

                         What Is a Relational Database?
Figure 1


                                         L in k m a n y m a tte rs
                                        to 1 C lie n t (C o n ta c t)


                                                C L IE N T = p erson
                                                C L IE N T = p e rs o n
                                               (C n ta c t, C u sto m e r)
                                              (C oon tact, C u s tom er)


                       P I M a tte r 1
                           M atter                  B a n k ru p tc y
                                                    B an rup tcy               P I M a tte r 2
                                                                                   M atter
                      (C s e , P ro je c t)
                     (C aase, P roject)            (C ase, P ro je c t)
                                                  (C a s e , P roject)        (C s e , P ro je c t)
                                                                             (C aase, P roject)




Figure 2


                                              Link many contacts
                                    (client, attorneys, parties, ... people)
                                                    to 1 matter


                                    Opposing
                                    Opposing                                        Court
                                                                                    Court
                      Client         Attorney          W itness
                                                       W itness       Judge
                                    Attorney                                       Reporter
                                                                                   Reporter


                                                    PI Matter 1
                                                    PI Matter 1




_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                             Page 5
So, being able to create one Contact card or record, then “relate” (or link) it to all the
related matters or cases, means that if that Contact record changes (i.e. the client
moves), that Contact record need only be updated once. Then, all the cases or matters
that Contact record relates to will reflect the updated address.

Likewise, being able to create one appointment or task on the calendar, then “relating”
(or linking) it to a case or matter, means that not only will you see the appointment or
task on the calendar, but you will see it in the linked-to matter or case.

These are small, but important to understand, examples of the power of a relational
database.

   Combine the law-firm-specific benefit of a relational database with the
    centralizing of all the splintered functions in a law practice and you
                    get…Practice Management Software!




             Word or WordPerfect                     E-mail organization
                                     Contacts
                          (Clients, Attorneys, Parties, People)

             Assemble Document                       Document Management

                    Phone calls    Case
                                                        Appointments
                                Management
                     Track time  Program
                                                        Reminders
          Organize web research                       Calendaring/Docketing

                               Matters/Cases
            Personal Digital Assistants (PDA’s) Remote access

_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 6
            The Benefits of Organizing Your Practice
           Using Some Type of Practice Management Software are…

      deadlines easier to track;
      documents are always a few keystrokes out of reach;
      conflicts checking is more reliable;
      billable work is less likely to slip through the cracks because time keeping is
       easier to do;
      attorneys can work with case and client files away from the office (remote);
      documents and information are easier to share with clients and associate
       attorneys, in case of disaster, case and client files can be recreated from
       computer file
      deadlines and appointments are on a calendar shared by the entire staff
      phone communications and e-mail can be saved with the file and with other staff
       (if desired)
      increased attorney and staff productivity
      you go to one software each day to find information and store information

       How Do You Know Which Practice Management Software (“PMS”)
                        is Right for Your Firm?

               Choosing a PMS for your firm is like finding the right house for you or your
family. There are numerous PMS products available (see p. 43 for a listing of some of
the products) from which law firms can choose. Most of those PMS products are more
alike than different. Just as all houses have similar foundation features, i.e. bedrooms,
living rooms, bathrooms, kitchen, closets --- places to live in and keep your stuff --
likewise, all PMS products have places to keep information like client names, addresses,
phone numbers, case or matter information, appointments, to-dos, events, and notes.
All can accommodate several staff sharing information on the computer network. Most
PMS will help manage your documents, assemble documents, and will work with either
Word or WordPerfect programs. The PMS will synchronize (exchange) data with your
PDA and can “launch” (open) other document types (spreadsheet, graphics) right from
within the PMS. These are considered some of the foundation features of good PMS.




_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                             Page 7
                  Selecting case management software
                             is like buying a...




             PMS differ from each other in ways similar to the ways houses differ from
one another. Just as houses can be distinguished by characteristics such as how the
rooms are laid out, where the house is located in relation to people or places important
to you, special features such as a pool, Jacuzzi, family room, outside patio, additional
parking area, a big yard, so can PMS Products be distinguished by how they are laid
out, how they relate (or interface) with other programs, what special features they
offer. The following list of

   1.   How each PMS Product performs some of the above foundation features might
        be different. In other words, some may allow you to color-code your
        appointments, or let you set a priority on your to-dos. Some PMS Products
        may limit the flexibility of the program, often in an effort to keep it simple to
        learn and operate. Other PMS Products attempt to provide several ways to
        accomplish a task to accommodate individual work styles, i.e. in adding a new
        contact, you might have the choice of using the point and click of a mouse or a
        keystroke, and you might have the choice of creating a new contact from
        various places in the program.

        Figures 3, 4, and 5 on the following pages, give a comparison example of the
        default “Matter” screen from three products that do PMS. Note how differently
        the Matter information is presented from one program to the other.          It is
        important to remember that all the programs have “default” settings, that is,
        layouts and text that ship with the program. To a greater or lesser degree, the
        PMS Products can be modified (or customized) to include fields and field labels
        better suited to individual firms’ needs. The question you need to ask is, “How
        easy will it be for me to modify the default screens for my needs,” and “Will the
        end result of modifying truly meet my needs.”

_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 8
Figure 3 – Abacus Law “Matter” screen




Note the basic, clean look approach of AbacusLaw. The Matter screen does not come
“shipped” with a lot of fields in which you can input data, i.e. Matter, File/Case#, Attorney,
Case Code, Court, Opened, Closed, etc. Do not misunderstand all the empty space on the
Matter screen to be simplistic. The screen is your palette. You have endless capability to
add more fields, of your own choice. Such as, if you practice personal injury, you may want
to see the insured’s policy # here, the policy limits, the Date of Incident, the Statute of
Limitations, the claims adjuster, etc. All of these fields could be added here.

If you want to see the Client Name, address, phone number or the opposing attorney’s
name, address, phone number, or anyone else who is associated with this Matter, simply
select the “Linked Names” tab to reveal a drop-down list.




    _____________________________________________________________________________
                                                  Practice Management Software in 2010
                                          By Susan Traylor, LOMAP, State Bar of Arizona
                                                                                 Page 9
Figure 4 - Amicus Attorney Premium Edition
“File/Matter” screen




 Amicus Attorney Premium Edition takes a different approach to the Matter
 screen. Notice the “file folder” design and the way the Client (Gary Berwood) and
 Opposing Attorney (Douglas Brackman) contact cards are related (linked) up at the
 left side of the file. Because Berwood Construction is the Client, and is highlighted,
 the Berwood Construction contact card is revealed below to see the address and
 phone number. To add more fields of information, Amicus Attorney 2009 provides
 “custom pages” and “custom records” capabilities.




_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 10
Figure 5 – Time Matters (by LexisNexis) “Matter” screen




Time Matters’ approach is to give you everything, lots of fields for information, then permit
you to hide what you do not want to see/use, edit what you want to change, and allow you up
to 80 fields of information to customize for your own needs or preference. Notice the way
Time Matters’ Matter screen relates/links in the “Primary Contact”, Barry B. Able, showing
his entire address and phone number in Area 2.

If you want to see the Client name, address, phone number, or other persons related to the
file, you may either select the “Related” tab to produce a drop-down list, or you may set up
Time Matters to “link” in the Contact information directly on the Matter form (For an example,
see the Adjuster, Nigel English, his office, address, phone, etc.)




       _____________________________________________________________________________
                                                     Practice Management Software in 2010
                                             By Susan Traylor, LOMAP, State Bar of Arizona
                                                                                   Page 11
So, you see how differently each of the three software products handles a Matter
screen.

    2.   Billing/Accounting Software: You need to ask yourself, “How am I going
         to bill my clients, manage their trust funds, pay the firm bills?” If you are
         currently using software such as Billing Matters, Amicus Accounting, Timeslips,
         Quickbooks Pro, PCLaw, Tabs3 or Juris, Microsoft Small Business Accounting, to
         name a few, then you may to ask yourself, “Do I like using this software?
         Does it work well for me? Do I want to keep using it?” If so, then you may
         also be wondering if the PMS can “talk” to your billing/accounting software?
         Or, you may be asking if the PMS has billing/accounting software “built-in” to
         the PMS.

         There are pros and cons to each type of arrangement. If your firm has been
         using a time and billing program prior to installing a case management
         program, you would not need to invest the time and money it would take to
         change to a new billing program in order to gain the functionality of case
         management. Contrarily, if your firm is not tied to a billing/accounting
         program, you may have more options available and may want to consider a
         full-service PMS (“Front Office” and “Back Office”) or select a PMS and
         billing/accounting software that work well together.

    3.   What Other Software or Hardware Devices are Used at Your Firm?
         Most up-to-date PMS Products can be linked with other popular software and
         devices, i.e. personal digital assistants (PDAs) such as Palm Pilots, Handspring,
         Blackberries, Treos; document management systems such as WorldDox or
         iManage, DocsOpen; document assembly software such as HotDocs; scanning
         software such as PaperPort. For the most part, all PMS will integrate with both
         MSWord and WordPerfect, as well as read graphics/picture files, audio files,
         and other multi-media type information such as video. Make a note of which
         of the above software or hardware your firm uses. Then check to see how
         your PMS of choice will work with them.

         Microsoft Outlook has become such a standard that most all PMS is compelled
         to work with it in some way; however, you should confirm specifically how the
         PMS works with Outlook. For instance, if you mainly use the e-mail function of
         Outlook, check to be sure the PMS can read Outlook e-mail into the PMS and,
         thus, save 2 the e-mail in the PMS. If you also use the calendar and tasks in
         Outlook, check to see if the PMS “syncs” with Outlook calendar

2
 By 2005, e-mail has come to be a standard mode of documented communication for lawyers.
Likewise, Outlook has grown to become a favorite of many lawyers for organizing e-mail. It is
easy to learn and use. Yet Outlook falls short for the lawyer in that it is contact-specific, rather
than case-specific. When a lawyer wants to save an e-mail message for the file, he/she typically
will save it as a .txt file on the computer network or print it out and put a hard copy in the client’s
_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 12
   4.    Remote Access Options: Does your firm have branch offices? Do you
         and/or your staff wish to work from home at times? Do you wish to have
         access to your PMS data while in court? Do you want to use a laptop and take
         the PMS database with you on your laptop? If you answer yes to any of these
         questions, you will need to ask how does the PMS allow for remote access.
         Some PMS can be housed, or hosted, on your computer or server at the office,
         allowing you to log on via the web which will take you directly in to the PMS
         (this is termed “browser based” access). Similarly, a PMS may be housed, or
         hosted, on the web via an application service provider (ASP), where the ASP
         maintains the database for you (there are definite pros and cons to this
         option). Whereas, some PMS may require you to have your network technician
         set up a “VPN” for access to your firm’s computer network. While you still
         must go to the Internet to log in, you are actually logging into your firm’s
         network, then opening the PMS. It’s as if you are sitting in front of your
         computer in the office. Similar to the VPN, are remote access options such as
         GoToMyPC, PCAnywhere, or LogMeIn, which allow you to go to log in via the
         Internet, taking you directly to your computer desktop as if you were sitting in
         front of it, but the difference here is that you set an account with the vendor
         and typically pay a monthly fee. In any case, you will need to consult with
         your firm’s computer network technician in choosing the PMS and remote
         access option.

   5.    Special Features (“Bells and Whistles”): A PMS Product may offer
         features which set it apart from the other PMS Products. For instance;

         a.    a particularly user-friendly way of merging the data into document forms
               (document assembly); or

         b.    a particularly powerful document searching and indexing capability
               (document management); or

         c.    a partnership with a legal research vendor which streamlines the
               integration of legal research integration; or

         d.    a partnership with an online service, such as e-filing, which streamlines
               the filing of pleadings; or



file. This is not efficient. What the PMS does that Outlook cannot do, is save the e-mail,
digitally, with the digital case file. If desired, the e-mail can still be printed out, but at minimum
it can always be found. Additionally, the typical means for organizing Outlook e-mail is to set
up folders in Outlook where the e-mail can be dragged and dropped. The disadvantage is that
this typically is a private folder. The e-mail cannot be shared with other members of the firm.
By saving the e-mail into the PMS, the e-mail becomes available for other members of the firm
to access as a part of the client file.
 _____________________________________________________________________________
                                                               Practice Management Software in 2010
                                                     By Susan Traylor, LOMAP, State Bar of Arizona
                                                                                                 Page 13
       e.   a partnership or with another software vendor to add rules-based (from
            local rules publications) docketing/calendaring capability of the case
            management program; or

       f.   flexibility for customizing the way data is entered in the PMS Product for
            the specific needs of a law firm;

       g.   browser-based access option

       h.   availability of SQL database, frequently referred to as Enterprise version.
            While most solo and small firms may not initially need this, it is a good
            idea to consider whether the PMS you select at least has this version
            available in the event your firm grows larger, thus placing a bigger burden
            on your PMS database.

  6.   Practice-Specific PMS: Although many good PMS Products are designed to
       accommodate the needs of firms which practice diverse areas of law, some
       PMS Products are designed for use by specialized practice areas, such as
       immigration law, workers compensation law, family law, plaintiff litigation,
       general litigation, public law, personal injury, corporate legal departments,
       criminal defense, insurance defense, etc. These specialized case management
       programs would also include custom fields for that particular specialty. For
       personal injury, for example, it might have a section to include names of
       medical providers, medical records, whereas, the litigation-oriented program
       might have fields for witnesses, litigation timelines, etc. If you practice one
       specific area of practice, it is recommended that you check first to see
       if there is a PMS product already customized for your practice area.

  7.   Look and feel: While this should not be the sole factor for choosing a PMS
       Product, it should be given consideration. A law firm “moves into” and “lives in”
       a PMS Product much like a person “moves into” and “lives in” a house. The
       PMS Product needs to be a good match to the people in a law firm and they
       need to be able to get around in it comfortably. A good way to help people
       feel comfortable in their PMS Product is to provide them with training.

  8.   Support and Training Available: For the do-it-yourselfers, PMS vendors
       typically provide a hard copy manual and/or an electronic form of the same
       manual, and free technical support for a limited time after purchasing the
       software. After the free technical support period has expired, you would be
       charged for calls you make to technical support, either on a per-call basis or on
       an annual basis per a maintenance agreement. It is a good idea to consider
       subscribing to one full year of technical support at the time you purchase the
       software since you can usually receive a discounted price for this if you sign up
       at the time you purchase it and you are most likely to need technical assistance
       during your first year’s use. The PMS software vendors frequently post
_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 14
        “Frequently Asked Questions” pages on their websites, as well as white papers
        addressing particularly difficult-to-learn features of their programs.

        Technical Support: The technical support will help you with problems you
        encounter, as will any self-study you do, but neither should be thought of as
        the only form of training. In order for you to learn to use the full capability of
        a PMS Product, proper training is essential, otherwise, the PMS Product ends
        up being used as a glorified card index and digital calendar, thereby wasting a
        majority of its true benefits.

        Online/Web-based Training: Most of the PMS vendors offer affordable,
        convenient, online or web-based training. Be sure to inquire about training at
        the time you purchase the software, as many of the classes are pre-set
        according to a calendar. You may want to plan your PMS software installation
        and setup in coordination with the training schedule.

        Training Consultants: Most online training/classes are standardized
        presentations because the classes often have users from many law firms
        attending. Although these classes are well done because they are given by the
        vendor who knows the PMS product the best, you are then left with the
        challenge of how to interpret that training into the specific needs of your own
        firm with your staff and their unique set up skills. This is where a live person,
        on site, meeting with you and your staff can be most effective. Many PMS
        vendors certify independent persons as consultants for their PMS product.
        These consultants are frequently independent of the PMS vendor, although
        some PMS vendors train and certify their own employees as consultants. The
        certified consultant will come to your firm and typically provides on-site
        training, either in a lab format, one-on-one format, or a combination of both,
        and will not only teach you how to use the program to its fullest potential, but
        can also help you adapt the program to your specific needs (setup and
        customizing). The availability in your geographic area of a certified consultant
        for your PMS Product is an important factor to consider when selecting a PMS
        Product. Those law firms which have hired consultants at the time they
        purchased their PMS have been able to implement their software in an
        efficient, timely manner with much less stress to employees and attorneys.
        Remember, moving from a manual system to an automated case management
        system is not too different than moving from one house to the next – there is a
        time when procedures are disrupted (even if for but a brief period), everyone
        must get used to putting information away in a different place and looking for
        information in a different place.

             PMS for your firm is also like buying a house in several other ways.
Although the cost of PMS is now where near the price of a house, like a house, you will
expend money and effort up front, taking time to “move into” it. PMS ownership, like

_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                            Page 15
home ownership, is a responsibility. You will need to maintain it in the form of inputting
data, customizing the design/layout and learning new features. You must either learn
to maintain it yourself or pay others to maintain it for you.

              The payoff for your efforts is in the return you get on your investment.
This is not to say that PMS appreciates and you then sell it like a house. This is to say
that, after settling into your PMS product, the money and time you spend on PMS will
be recouped soon by way of easily tracking billable time, finding information quickly,
saving time looking for mislaid documents in the office, automating document
preparation, cutting down on the duplication of data otherwise kept in card files, client
files, in Smartphones or PDAs, or in multiple places throughout your office. You may
even discover an immediate savings in the form of a discount on your malpractice
insurance premiums since some malpractice insurance carriers have been known to a
discount to encourage attorneys to use automated calendaring procedures.




_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 16
                 By 2009, Practice Management Software Was
             Moving Toward “Integration” of Software and Services

              Fully Integrated Solutions for Practice Management: With the Practice
Management Software as the “anchor” application, the software vendors have set their
sights on integrating with the PMS other routine functions of a law office, such as court
filings, standardizing forms generation solutions by practice areas, making more
seamless the flow of information between the “front office” and “back office.”

               Electronic Filing (E-Filing): The courts’ steady push toward electronic
filing keeps the software vendors constantly searching for ways to help the practitioner
meet the demands of the “paperless” practice.        Software such as AbacusLaw and
LexisNexis Front Office powered by Time Matters (“Time Matters”) offer e-filing
features, making it easy to prepare your document for filing, then send it electronically
to the court for filing. (Note: The courts have developed procedures for e-filing that
do not require the purchase of PMS software.)

              Practice Area Forms Integration: Software such as Time Matters is
available in a modified package of applications, functions and services such as
LexisNexis’ “Total Practice Advantage” which essentially combines legal research, case
management, forms generation (LexisNexis research, Time Matters, LexisNexis Forms).

               Billing/Accounting Integration. By 2009, one could not contemplate
PMS without some discussion of time and billing or accounting software. If you refer
back to the diagram on Page 6 of this booklet, you will notice the absence of a few
important functions of a law firm: billing, invoicing, collections, trust accounts, paying
bills, general financial management.         Yes, the PMS can track time for billing, but
historically the PMS was not actually able to perform these functions. This is where the
terms “front office” and “back office” evolved to make reference to the software. The
front office, or PMS, software was where the entire staff worked on a daily basis:
calendaring, phone calls, e-mails, time tracking, document preparation, etc. However,
because of the sensitive nature of the accounting, billing, collections, trust accounting,
or back office, only select members of the staff (bookkeeper, office manager, managing
attorney) worked there. Consequently, for years PMS, or front office, software was
separate and apart from the accounting, or back office, software. The “bridge”
between these two “offices” was the timekeeping entries or timeslips. The time was
tracked in the front office (PMS), then, by way of a manually setup “link,” the time was
sent digitally to the back office (billing/accounting).

             Another reason for allowing the PMS and accounting software to remain
separate was that many law firms had been using their preferred accounting software
long before the popularity of PMS. For example, accounting programs such as
Timeslips, Tabs3, PCLaw, QuickBooks, Juris, Omega, Peachtree, were commonly used

_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                            Page 17
by many law firms. If a firm decided to add PMS, it was easier to simply add-on the
front office function to their existing back office software, rather than move all of their
existing accounting data from their old software to a new software.

Today, since many law firms are starting out using PMS, there is greater demand now to find
a PMS product that includes back office, or accounting, function built right in with the front
office. Hence, LexisNexis Time Matters/PCLaw; AbacusLaw Gold (front office and back
office); Amicus Small Firm or Amicus Attorney Premium with Amicus Accounting;
LexisNexis Back Office powered by PCLaw (combines accounting and practice management
software capabilities); ProLaw; Trialworks, to name a few.

              Just as PMS can add accounting, or back office, function to better
integrate all the software needs of a law practice, likewise, an existing accounting
software can add PMS, or front office, function to do the same. For example, PCLaw,
a legal-specific accounting software which has been in existence for many years, has
taken the approach of doing just that. While its main focus is timekeeping, billing, trust
accounting, general ledger accounting, etc., it now has familiar PMS features such as
calendaring, phone communications, document assembly, document management.

             Software Vendor Acquisition by Legal Research Publishers: PMS
has done an excellent job at aiding the law firm in the day-to-day practice management
tasks of calendaring, communications, timekeeping, e-mail management, document
assembly, document management. The next step in its evolution was developing
partnerships with frequently used third-party software such as billing/accounting
(Timeslips, PCLaw, Quickbooks, Tabs3, etc.), document management (Worldox,
iManage, DocsOpen, etc.), document assembly (HotDocs, GhostFill, etc.), PDA’s
and Smartphones (Palm, Blackberry, Treo, Windows Mobile, iPhone, Droid, etc.).

              It is one thing to “partner” with a third-party software, where the PMS and
the third-party software can share data or communicate with each other. In some
ways, it is even better 3 if the PMS and third-party software are owned by the same
vendor company. Since about 2003, the PMS industry has seen a move toward vendor-
integration. The legal publishing giants, Lexis and Westlaw, both have entered into
the practice management arena. For example, Lexis-Nexis acquired Time Matters
(PMS), PCLaw (accounting software), and Elite (formerly Thomson-Elite aka
Thomson-West aka WestLaw) acquired ProLaw (PMS) in 2003. Currently ProLaw
is under the vendor umbrella of Elite (legal publications and law firm accounting).




3
  If a PMS and third-party software have a “link” with or integration with each, and there is a problem with that
integration, the lawyer can sometimes experience difficulty knowing which vendor to contact regarding the problem.
By having both programs under the same vendor-umbrella, the lawyer can look for improved continuity of service
and tighter integration between the applications.
_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 18
                     Practice Management Software in 2010

Software-As-A-Service aka “in the Cloud”

              All the PMS software discussed so far in this booklet is installed on
computers in your office. The database is usually installed on the server (a dedicated,
computer which hosts all the data and files shared by everyone in the firm). Installing
software on a server, and all the computers in the office networked to that server,
requires technical skill and time to make sure the software is always current and the
data is secure and backed up.

             Additionally, lawyers and their legal professionals have become more
mobile in their work style. Working on client files no longer demands that the lawyer
be in the physical office. So long as the lawyer has a smart phone, a laptop and/or a
desktop computer elsewhere, with a remote connection to the office, they work can still
get done.

               Imagine then if the PMS with its database was installed on a server, but
that server was at the PMS vendor’s office, and all you had to do was go to website and
log in as a user with a password, and voila! You are using your PMS software with your
own database. You have complete remote access to your PMS whether you are in the
office, at court, at home, at another office, at the airport, anywhere where you can get
an Internet connection, but the big difference is that the vendor is responsible for
keeping the software up-to-date, making sure it is always functioning properly, and is
backed up. It does not matter whether your computers are laptops or desktops or PCs
with Windows O/S or Apple computers with Mac O/S. All you have to do is pay a
monthly subscription fee to the vendor to use the software. The database belongs to
you. If you are using PMS which is of this type, you can say you are managing your
practice in-the-cloud.

              This concept is not new. Ten years ago it was known as Application
Service Provider (ASP). There were several PMS products available as an ASP. But with
the .com bust of 2000, many of the ASP vendors went out of business and, with that,
so did the customers’ databases. Lawyers which had used ASP products found
themselves without their client file data. Because of the bad reputation of the ASP, a
new term was developed. It became known as the “thin client”, where the term “client”
referred to the software installed on the workstation as being minimal or not at all.
(This did not mean your client was skinny.) This term was slightly technical, if not too
abstract, for the consumer. Eventually, the concept became known as Software-As-A-
Service or SaaS, which label is still used today. But the most memorable term is
“software in-the-cloud.”

            Despite the many advantages of PMS “in the cloud”, there are obvious
concerns. How is client data maintained confidential? What happens if the PMS vendor
_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                            Page 19
goes bust as did the .com companies of 2000? It is not the purpose of this booklet to
prove the legitimacy of the “in the cloud” software. Suffice it to say, though, that
lessons have been hard learned from the problems of the ASPs that went bust and, this
time around, the many of the vendors are sure to explain first their care of maintaining
confidentiality and security of client data as well as to provide methods for transferring
your database to you at any time you request, especially should the vendor company
go out of business.

              The issue of maintaining law firm data “in the cloud”, is currently a hot
topic in many ethics discussions at the ABA and state bar associations around the
country. In an attempt to address the issue, as well as storing electronic client files
online, the State Bar of Arizona’s Ethics Committee issued an opinion No. 09-04 re
Confidentiality; Maintaining Client Files; Electronic Storage; Internet (12/2009) which
should give you guidance on the question of, is it ethical for me to use PMS “in the
cloud?”

              If you are a technology pioneer, and you do your research, you may wish
to investigate further two in-the-cloud PMS products which have been getting good
reviews from the legal community: Clio and Rocket Matter. (See the Table of Software
Products at the end of this booklet.) These applications have most of the basic
functions/features of the traditional PMS products which are installed on your local
computers: contacts, matters, calendar, phone records, notes, time tracking, document
management. As of this writing, the in-the-cloud PMS products do not have document
assembly (document generation) and they are still working to improve the Outlook e-
mail integration and calendar synchronization. To their credit, they have integrated
basic time and billing, and trust accounting, function.

Microsoft Outlook “Add-On”to Practice Management Software

             Credenza is the name of a new PMS-lite product on the market as of
January 2010. It is not a traditional PMS and it is not PMS in-the-cloud. Rather,
Credenza was developed for those people who are deeply tied to their Outlook
software, for e-mail, appointments, tasks, and the many other functions of Outlook. It
is not a software to be installed on your computer or on the vendor’s computer. It is
what is called a software “add-on”, and it is added on to Outlook. It is like Outlook on
steroids, adding Files records, Timesheet records and Phone records to your Outlook.
In short, it gives Outlook the ability to do something that has always been a
shortcoming for Outlook in a law firm…the ability to organize Cases or Matters or Files.

             Credenza is not intended to compete with the full-featured PMS products
such as those mentioned earlier and many of those listed in the table of software
Products at the end of this booklet. Rather, it is more like a starter-PMS. For instance,
it is limited to three users, it does not have document assembly (document generation),
and it does not have automated calendaring.

_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 20
                         FOUNDATION FEATURES
                      of Good Practice Management Software

     Contact database:                Clients’, attorneys’ names, addresses, phone
                                      numbers, e-mail addresses, etc.

     Case/Matter information:         Case type, parties, notes, etc.

     Grouping/Classification:         Contacts can be classified in more than one
                                      way, i.e. client, attorney, judge.

     Calendaring/Docketing:           Appointments, deadlines, reminders, rolling
                                      list of to-dos; automated calendaring

     Alerts/Reminders of Inactivity:        Case status notification

     Date Calculators:                For example,
                                      “20 days from today = _____” or
                                      “15 days prior to 5/15/05 = _______”

     Single-entry data input:         You should only have to enter one type of
                                      data one time only, then link/relate it.

     Audit Trail:                     Shows changes made to a record.

     Multiple Viewing Options:        Calendar view, case view, client view

     Customizable Fields:             Allows the program to be modified to fit the
                                      individual attorney’s needs

     Timekeeping:                     Track time spent on phone calls, events,
                                      appointments, preparing documents, etc.

     Document Management:             Associating computer files to clients or
                                      matters for easy saving & retrieval; keyword
                                      and/or full-text searching capabilities

     E-mail Integration:              Can save e-mail with contacts/matters

     Document assembly:               Merging your data with forms, for easy
_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                            Page 21
                                      document generation, i.e. with Word,
                                      WordPerfect, or HotDocs.

     Report generating:               Printing out the data in various forms, i.e.
                                      address lists, mailing labels, time reports

     Integration with standard word processing programs:
                                  For Example: MS Word and WordPerfect

     Links to standard time & billing or accounting programs:
                                   For Example: Timeslips, PC Law, Jr., Tabs3,
                                   Quickbooks, Abacus Accounting, Amicus
                                   Accounting, Juris

     Synchronization with pocket or palm organizers and smart phones:
                                  For Example: PalmPilot, Pocket PC,
                                  Blackberry, Windows Mobile, iPhone,
                                  Droid

     Synchronization with Outlook: Contacts, Appointments & Todos

     Import/Export Capability:        Can you easily transfer data from your
                                      current database into this practice
                                      management database? For Example:
                                      import from ascii text or csv format.

     Phone System Integration:        Ability to dial phone numbers from within
                                      the PMS using standard modem

     Remote access capability:        Allows you to access your database from a
                                      remote location, or can “pack” PMS and
                                      transport out of the office

     Security:                        Ability to restrict or grant access to specific
                                      parts of your practice management database?

     Training and technical support:          What training is offered at the time of
     purchase? Are tutorial programs included with purchase? What is the
     turnaround time on technical support? Are there certified consultants
     available in your area for initial and ongoing training?
_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 22
     DISTINGUISHING FEATURES of Practice Management Software

     Flexibility for Customization: Ability to easily adapt the PMS to
                                    individual practice styles or areas

     Word Processing Interface to PMS database: Ability to retrieve or enter
                                  data into PMS from within Word or
                                  WordPerfect

     Integrated Online Research: Ability to directly integrate with online
                                 research such as Lexis-Nexis, Westlaw

     Research Materials Management: Ability to easily manage the rules,
                               case law, procedures, manuals maintained in
                               a law office

     Rules-Based Calendaring:         Provide and maintain regional rules for
                                      calendaring/docketing, or linking with
                                      vendors who can do so, i.e. CompuLaw and
                                      Legalex

     Front Office/Back Office:        Practice management features (front office);
                                      AND billing and accounting functions (back
                                      office) built-in.

     Integrated Electronic Filing: Integration with online electronic filing
                                   service to streamline the electronic filing of
                                   documents with the courts

     Operating System Compatibility: Windows NT/XP/Vista/Windows 7;
                                (some are Novell; MacIntosh compatible)

     Browser-Based Option:            Ability to upgrade to browser-based version
                                      to access practice management program
                                      database via the Internet

     Mobile Access:                   Ability to access the database remotely, i.e.
                                      via PDA or smartphone

     Remote Hosting: Database and software are installed and managed offsite
_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                            Page 23
Practice Management Software Products Demonstration

             For the demonstration portion of this seminar, I have selected three
practice management software products, AbacusLaw, Amicus Attorney Premium
Edition (or Small Firm Edition), and Time Matters because these programs are:

          Competitive in foundation features required for the modern law firm

          Popular with many practicing attorneys and legal services organizations

          Designed to be used by firms practicing diverse areas of law

          Affordable pricing for small firms and sole practitioner firms


               The purpose of the demonstration is to show the power of practice
management software system and, at the same time, introduce the audience to the
individual “styles” of the practice management programs. It will begin by showing how
each program performs routine law firm functions such as entering contacts and matter
information, phone calls and notes, calendaring of routine deadlines, appointments,
reminders, to-dos. The demonstration will go on to show the more advanced routine
functions of a law practice, such as automated calendaring, document assembly (using
data from stored in the practice management program), document management, e-mail
and internet research integration.

             The following list of three practice management software programs being
demonstrated in this seminar gives a brief bulleted description of each product which,
although perhaps not unique to the product, at minimum indicates capabilities.




_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 24
AbacusLaw
     Full-featured practice management system 4

     Easy-to-learn menus and screens

     Unlimited customizable user-defined fields and screens

     Local and Federal rules-based calendar/docketing modules available

     Powerful query-type system for unlimited database reports

     E-mail your calendar

     Work in Word or WordPerfect, and “Save and Log to Abacus”

     Seamless integration with time/billing, accounting, Abacus Accounting (available only
      with Abacus Law Gold Edition); also can link with Timeslips

                   Figure 6 - Save and Log to AbacusLaw
                           While working in Word or WordPerfect, you can save (link) your document to
                           your Client Matter in Abacus




4
  Full-featured describes the foundation features required of a modern law practice, i.e. contact and matter
management, automated calendaring, document assembly and document management, integration with Word and
WordPerfect, e-mail and on-line research, links with popular personal digital assistant software, billing software,
remote office capability.
_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                            Page 25
                             AbacusLaw
         Distinguishing Features - “Bells and Whistles”
Outlook Integration: E-mail (sent/received) can be linked/saved in AbacusLaw




_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 26
AbacusLaw

Forms Library – Can easily convert a .pdf document to a form/template for
merging; store the variable data in a Matter profile for future forms; “Do Group”




_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                            Page 27
AbacusLaw

Intake Forms – Can create form, which when filled out, will back-fill into the
Client’s Name, Matter, Events or Notes records. May be used on firm website.




_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 28
                                  Amicus Attorney
   Full-featured practice management system3

   Communications Center to organize phone records and e-mails

   Graphical interface --- looks like a real law office

   “Library” feature for organizing law firm resources

   Rules-based docketing link with CompuLaw

   Link with QuickBooks Pro or Premier and other popular billing/accounting software.
    Now Amicus has its own accounting software called “Amicus Accounting”

   Work in Word or WordPerfect to set up merge for document assembly

   Work in Word or WordPerfect, and “Save to File” in Amicus Attorney

       Figure 7 - Save to File
             While working in Word or WordPerfect, you can save (link) your document to your
             Client Matter in Amicus Attorney




_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                            Page 29
                           Amicus Attorney
        Distinguishing Features or “Bells and Whistles”
Two (2) Choices of Amicus Attorney:

   1)   Amicus Attorney - Premium Edition:
        a. Designed with the larger firm in mind (<10 users)
        b. SQL database;
        c. Run Amicus as a Service;
        d. Browser-based: Allows you to access your Amicus from anywhere
           with Internet connection to your Amicus server.
        e. Many-to-many record relations
        f. Amicus-managed documents; or user-managed documents
        g. Custom Records
        h. Full Outlook synchronization of Contacts, Appointments and Todos
        i. Full Outlook e-mail integration; can work in Outlook and save e-mail
           back to Amicus




_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 30
Amicus Attorney (Small Firm Edition)

   2)     Amicus Attorney – Small Firm Edition:
          a. For firms with up to <=10 users
          b. Retains the familiar Version V+ look and feel, with the exception of
             the navigator bar at the left-hand side of screen
          c. Retains the familiar Faircom database
          d. Tasks Module
          e. Full Outlook synchronization of Contacts, Appointments and Todos
          f. Full Outlook e-mail integration; can work in Outlook and save e-mail
             back to Amicus




_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                            Page 31
Amicus Attorney (Premium Edition)

Amicus Attorney Premium Edition:

          a.   Form firms of any size, but particularly beneficial to those of >10 Users
          b.   SQL database
          c.   Multi-relational database
          d.   Other features beneficial to both small and large firms

Amicus-Managed Documents: Do you have staff who like to save client documents on their
C:/ Drive? Fear no more. If a document is saved in (linked in) Amicus, and you have opted to
let Amicus control where documents are to be saved, then that document will be moved to the
Amicus-designated file location. (When setting up Amicus, you tell Amicus where you want
shared documents to be saved.)




_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 32
Amicus Attorney Premium



Custom Records:       Have you ever wanted to track some information in Amicus and
discussed there was no place to put it? For instance, maybe you want to track
exhibits in a litigation or medical records requested or expenses incurred. You can
create a custom record.




_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                            Page 33
Amicus Attorney Premium




Amicus Mobile: Add-on to Amicus Attorney 2009 (Premium Edition) that runs
Amicus on any PDA or Smartphone that uses Windows Mobile 5 or higher. A
miniature version of Amicus Attorney which uses your cellular or wireless network
to connect real-time all-the-time to your Amicus Attorney server. If you are ever
out of range of a cell phone signal, you could always work with Amicus mobile
offline.




_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 34
                                     Time Matters
   Full-featured Practice management Program3

   Powerful customization of menus, screens and fields

   Powerful document management capabilities

   Powerful automated calendaring capabilities, with “Outline” feature

   Link with PCLaw and other popular billing/accounting software

   Partnership with Lexis-Nexis is available for fully integrated online legal research

   Work in Word or WordPerfect to run document assembly

   Work in Word or WordPerfect, and “Save to Time Matters”


Figure 8 - Save to Time Matters
      While working in Word or WordPerfect, you can save (link) your document to your
      Client Matter in Time Matters




_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                            Page 35
                             Time Matters
               Distinguishing Features - “Bells and Whistles”


Data Entry Wizards: When creating new Matters and Contacts, you may choose
to use the “data entry Wizard” which prompts you to fill in data for the most
important data fields.




_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 36
Time Matter




Newsreader: You can set up RSS feeds to download into Time Matters.




_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                            Page 37
Time Matters




Journal Views (Case, Contact or Personal): Select a Case/Matter, then select
Matter Journal view. You can see all related contacts, calendar, communications,
notes, billings, etc. in one desktop view.




_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 38
Time Matters

Outline View: If you prefer to view timelines and deadlines, docket dates, case
progress, etc., but you are uncomfortable with the “database-like” presentation,
you may instead warm to the “Outline” view for monitoring your case. As items
are marked done on the calendar, they appear stricken on your outline.




_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                            Page 39
Time Matters

Lexis Research Linked/Saved with Case File: Not only is the website
address/URL memorized and saved with your Client’s File, the web page itself is
displayed in a preview screen.




_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 40
                Resources for the Practice Management Software Researcher

               There are a significant number of practice management applications available for
the attorney who wishes to invest some time in researching before choosing. The table of
applications at the end of this booklet represents a good cross-section of legal-specific practice
management software. The following resources may provide you with even more software
options. IMPORTANT RESEARCH TIP: Inquire about initial and ongoing training. Vendors
may differ significantly on how they help you to learn and implement your software.

       ABA Legal Technology Resource Center: Phone: (312) 988-5465
                                Web site: http://www.abanet.org/tech/ltrc/
       Your ABA is on top of the latest in technology for law firms. The Legal Technology
       Resource Center is chock full of articles, tables of software vendors by category,
       podcasts, blogs, and archives.

       TechnoLawyer, e-newsletter
                                  Web site: www.technolawyer.com
       E-newsletter comprised of content submitted by practicing attorneys, consultants
       specializing in legal specific software, vendors of legal-specific software. You can sign
       up to receive the free, e-newsletter. For a nominal fee, you have the option to subscribe
       annually to their online archives, organized by topic area.

       University of Florida Levin College of Law, Legal Technology Institute
                             Web site: http://www.law.ufl.edu/lti/
       See page entitled Computerized Case Management Systems from which you
       can access many articles by leading consultants/authors in legal-specific case
       management software.

       State Bar of Arizona, Sections
                               Web site: http://www.myazbar.org/SecComm/sections.cfm
       For practice-specific software, contact the Section of the State Bar of Arizona for your
       practice area, i.e. Bankruptcy, Family Law Section, Probate Section, Tax Law, Trial
       Practice Section, etc. Some practice-specific software products are intended to replace
       practice management software; however, others are intended to supplement practice
       management software. Do your research. Ask questions.

Practice management Software Products and Training:
       For information on a variety of practice management software, other legal-
       specific software and, specifically, training on Abacus Law, Amicus Attorney
       and Time Matters, call:
               Susan Traylor, Practice Management Advisor
               Certified Consultant for Abacus Law, Amicus Attorney, Time Matters
               Law Office Management Assistance Program
               State Bar of Arizona, Phoenix, AZ
               Phone: (602) 340-7355; E-mail: susan.traylor@staff.azbar.org

_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                            Page 41
_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 42
                           Practice Management Software
                              Table of Software Products
                                  (as of 05/01/10)


       Software                           Type of Software                                   Price
                                         (According to web site)                      (Check web site for
 Name, Phone and URL                                                                  up-to-date pricing)
                              “Simplify Your Practice: AbacusLaw is an
                                 all-in-one, easy to use solution designed
                                 specifically for law firms. With our fully     Versions available in:
   ABACUS LAW 2010            integrated practice management software, you      Classic: front office only
                                will be able to work more efficiently, lower    Gold: front and back office
                                 risk and improve client service” …”legal       Enterprise: Fortress version
      (800) 726-3339            calendaring software, contact management,       Specialty Versions for different
    www.abacuslaw.com              case management, document handling,          practice areas;
                               document production, conflict checks, phone
                                messaging, time capture, law office billing     Rules Modules (automated
                                 and accounting — so you can do anything        calendaring)
                                  and retrieve anything from one location”
                                …AbacusLaw is the only software that can          See vendor website for price
                                combine multiple practice areas so easily”                    quote
                                                                                Small Firm Edition (<10 Users)
                               “Amicus Attorney is designed to help legal       $499/1st User
                                 professionals improve the efficiency and       $399/Ea Add’l User
                               profitability of their firms and to help them    Premium Edition (>10 Users)
 AMICUS ATTORNEY 2010
                                  get the most out of the time they spend       $999/1st User,
                              practicing law.” …”Designed by lawyers for        $599/Ea Add’l User
                              lawyers, this world leading software provides     Amicus Accounting
                                   a comfortable, familiar environment”         $399/1st User
     (800) 482-9227              …”Manage every aspect of your practice         $299/Ea Add’l User
  www.amicusattorney.com        from Files, to Contacts, to Calendaring, to
                                                                                Amicus Mobile
                                  Time Tracking, E-mail to Phone Calls,
                                                                                Server: $499/User
                                        Documents to Research…”
                                                                                Licenses: $149/User. (Does not
                                                                                need to match the total number
                                                                                of licensed users for Amicus
                                                                                Premium Edition)
                              “…providing solutions that span a suite of
                              product offerings including Case
   CLIENT PROFILES            Management, Financial Management,
    (Case Management          Document Management, Client Relationship
                              Management (CRM) and Document                           See Vendor Website
           Or
                              Imaging…Whether your law firm’s area of
       CRM4Legal)             practice is Personal Injury, Workers
                              Compensation, Insurance Defense, Litigation
      (770) 640-0300          or Transactional, to name just a few, Client
  www.clientprofiles.com      Profiles is ready to provide a technology
                              solution that is tailored to meet your specific
                              needs. …built to run on the latest Microsoft
                              technology standards, and is designed to
                              integrate closely with Microsoft Office and
                              Outlook…”



_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                            Page 43
        Software                         Type of Software                                   Price
                                        (According to web site)                      (Check web site for
  Name, Phone and URL                                                                up-to-date pricing)
                                      SaaS (Software as a Service)

          CLIO                     “Web-based Practice Management.                Monthly Subscription Fee:
                             Clio makes practice management easy with a
                              full suite of tools targeted specifically at the       $49/mo per attorney
                               needs of sole practitioners and small firms.       $25/mo per non-legal staff
     www.goclio.com             Stay organized, on top of billings, and in
                             control of your practice with Clio. Best of all,
                             it's web-based so there's nothing to install.
                                   Your practice is wherever you are”
                             “from case management, client files, contacts,
    COMPLETELAW                and calendars to time tracking, billing and           For purchase or lease
                                    accounting…integrates all major                     or subscription
                              functions…syncs with Outlook …server or
    (877) 283-9035              web-based document management…Law                    See Vendor Website
  www.completelaw.com        Web in the cloud…also available for Workers
                                        Comp…Personal Injury…”
                                       (Microsoft Outlook Add-on)

       CREDENZA              “…turns Outlook into a professional practice
                             management system…organize client,                       Limited to 3 Users;
                             matter…e-mails, contacts, appointments,               $9.95 per user/per month
   www.credenzasoft.com
                             tasks and notes…keep time entries…organize
                             documents…make notes of phone
                             calls…practice management utilities and
                             reports…”
                                  “Software solutions for the American
    CONSTELLATION            Criminal Justice Market…Prosecutors, Public
                               Defenders, Civil Attorney, Social Attorney,
    JUSTICE SYSTEMS
                             Victim Witness Advocate, Investigators, Law             See Vendor Website
(also Damion and CourtView    Enforcement and Jail Management agencies.
       Justice Systems)          Designed around the principle that data
                             should only be entered once and at the earliest
      (585) 218-0420          opportunity possible, DAMION allows users
     www.damion.com                 to efficiently store and retrieve all
                                  information related to a crime and the
                                           individuals involved.”

                              “…complete case and practice management
    GRYPHON LEGAL             software for solo practitioners and small to           See Vendor Website
      SOFTWARE                mid-size firms. Every aspect of the program
                                    is fully functional without any              (for purchase or subscription)
                              add-ons or extras” … “…between litigation
      (805) 456-2050                  and transactional mode…”
     www.grysoft.com




_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 44
       Software                          Type of Software                                  Price
                                        (According to web site)                     (Check web site for
 Name, Phone and URL                                                                up-to-date pricing)

      JUSTWARE                 “The unique design and flexibility of our
 (New Dawn Technologies)       JustWare | Solution Suite programs offer
                              standalone or combined case management                See Vendor Website
                               and workflow solutions that can be used
                               individually by your courts, prosecutors,
     (877) 587-8927           probation and parole, pretrial services and
    www.justware.com                  public defender agencies. “

                             “LawBase is a computerized Case and Matter
                             Management System designed to increase the
       LAWBASE                productivity and profitability of your office.
                                  LawBase is currently being used by
                              thousands of law office personnel across the          See Vendor Website
    Synaptec Software         country, from solo practitioners to law firms
     (800) 569-3377                with 750-plus attorneys to the legal
                                departments of Fortune 500 companies to
    www.lawbase.com          governmental agencies. … Case Notes, Smart
                               Folders, Docketing, Document Assembly,
                                    Contacts, Conflicts, Workflow”

                                 (for Mac and Windows/Vista)
      LAWSTREAM                                                                       $800 per 1st user
                                “…integrated computer program for              (package pricing for more users)
                              managing time, money, contacts, and other
        (250) 247-9999              information in law offices”
 http://www.lawstream.com/


                              “Since its inception in 1989, LegalEdge has
                                 been providing legal case management
                                software to Law firms, Corporate Legal
      LEGALEDGE                Departments, Prosecutors (including adult
                               and juvenile), Public Defenders, Juvenile,
                                  Attorneys General, City and County                See Vendor Website
     (610) 975-5888           Attorneys and State and Local Government
    www.legaledge.com                   agencies. … knowledge
                              management…Cross-Platform suite of Case
                             Management Web Applications. These easy-
                               to-use Case Management applications are
                             built on an n-tier, J2EE core platform, which
                             is highly scalable and fully customizable and
                                       offers full .NET support”




_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                            Page 45
        Software                      Type of Software                                    Price
                                     (According to web site)                       (Check web site for
  Name, Phone and URL                                                              up-to-date pricing)
                          “… full-featured case and matter management
      LEGALFILES            system lets you organize all your contacts,
                              documents, deadlines and data within a
     (800) 500-0537           proven, flexible set of practice-specific            See Vendor Website
                             windows and workflow that can be easily
    www.legalfiles.com
                           customized to your office. Our premier legal
                           software offers exclusive, seamless two-way
                           integrations with Microsoft Outlook , Lotus
                             Notes and Novell GroupWise, so you can
                            save all your file related e-mails, calendars
                                 and tasks in one place, sharing this
                             information with others and dramatically
                                improving workflow management.”

   LexisNexis PC LAW       “PCLaw™ 10 is an easy to use foundational
       Version 10.0       solution for managing matters, helping ensure
                              compliance with trust accounting rules,              See Vendor Website
                            tracking time and expenses, billing, payroll
      (800)-328-2898      and more. PCLaw is a flexible tool fine-tuned
                           for law professionals, and is the most widely
     www.pclaw.com         used practice management software in North
                            America. Join 30,000 firms just like yours
                            who trust PCLaw to manage their practice”


LexisNexis TIME MATTERS   “Time Matters® software provides new ways
        Version 10.0      to help law firms, legal departments and other           See Vendor Website
                            organizations streamline operations to save
                           you time and make your firm more efficient.
      (800) 328-2898        Time Matters allows you to manage cases,
                                 contacts, your calendar, documents,
   www.timematters.com       communications, time tracking and other
                            daily activities. Time Matters has been the
                          choice of Law Firms, Legal Departments and
                             other organizations for the past 20 years”
                          “… customizable Case Management Software
                               for law firms. Whether your law office
        NEEDLES           consists of a solo practitioner or is a large law   Priced by number of concurrent
                             firm, Needles provides you with the tools         users; price includes support
                           necessary to manage matters efficiently, thus                and training
      (410) 363-1976
                                  decreasing delays and increasing
    www.needleslaw.com      accountability and productivity….Needles'            See Vendor Website for
                            legal case & practice management solution         calculator by number of users
                           delivers the technology required to transform
                           your firm into a more efficient and profitable
                                              law office




_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 46
       Software                         Type of Software                                     Price
                                       (According to web site)                        (Check web site for
 Name, Phone and URL                                                                  up-to-date pricing)
                             “…offers a legal software solution for your
    PERFECT OFFICE                firm starting at $23/month…Case
    ADC Legal Systems        Management software adapts to your firm,
                               not the other way around. …billing and                 See Vendor Website
                                accounting…Bankruptcy/Foreclosure,
     (407) 843-8992            Litigation, Insurance Defense, Personal
    www.adclegal.com         Injury, Corporate Counsel, Social Security,
                                          Other Specialty… ”
                            “Plaintiff’s Attorney Software – Accounting
     THE PLAINTIFF             and Case Management…integrates with
                            QuickBooks…case management, document                      See Vendor Website
                                 management, accounting, time and
  (877) 202-0235 ext. 101
                                      billing…calendar…forms”
   www.theplaintiff.com
                                                                                            Standard:
                             “PracticeMaster is a practice management          Starts at $150/1st User
  PRACTICE MASTER           system, in use since 1988, that is recognized      And $50/ea. Add’l User
      Version 15                  for its flexibility, integration and                ------------------------
                             customization capabilities. …Integrates                         Premier:
                            with Tabs3 Billing Software, QuickBooks®,          Starts at $295/1st User and
      (402) 423-1440                                                           $150/ea. Add’l User
                            Outlook®, Microsoft Word®, WordPerfect®,
      www.tabs3.com         WORLDOX®, CompuLaw®, iManage® and
                              HotDocs® Blackberry (using Outlook),             $65-130/ 1st User Ann’l Support
                                           Palm, Paperport.”                   Telephone Support $25/15 min

                                “.. ProLaw software suite is designed to
        PROLAW                   automate the practice and manage the
         (Elite)               business of law. Comprehensive features
                             simplify, streamline and coordinate the work
                              of attorneys and staff in small and mid-size
      (800) 977-6529          law firms, corporate legal departments and              See Vendor Website
                                government law offices. Built from the
  www.elite.com/prolaw/        ground-up on a unified database, ProLaw
                               combines case and matter management as
                               well as time entry, billing and accounting
                            capabilities within a single integrated solution

    PROSECUTOR II             “…District Attorneys, County Attorneys,
                               Criminal Prosecutors, States Attorneys,                    $1,100 per PC
                                Commonwealth Attorneys and other
     (800) 237-0723
                              prosecutors performing criminal and civil
   www.microfirm.com                     case management”


                                    SaaS (Software as a Service)                  Monthly Subscription Fee:
  ROCKET MATTER                                                                       $59.00/mo/1st user
                              “Rocket Matter is a web-based, practice
                              management and time & billing solution                 $49.99/mo/2-6th users
  www.rocketmatter.com      designed exclusively for the legal industry.”           $39.99/mo/7-20th users
                                                                                  20+ users – contact vendor


_____________________________________________________________________________
                                              Practice Management Software in 2010
                                      By Susan Traylor, LOMAP, State Bar of Arizona
                                                                            Page 47
        Software                         Type of Software                                  Price
                                        (According to web site)                     (Check web site for
  Name, Phone and URL                                                               up-to-date pricing)
                                  “…highly advanced practice and case
                                management software program, using the
SAGA PRACTICE MANAGER        latest and most robust technologies. From the
                                ground up, the program was designed for             See Vendor Website
       Version 9.1
                              Windows 2000/2003/XP/VISTA. It uses the
                              award winning Microsoft SQL Server as its
      (800) 222-3066         database engine, and allows scalability from a
                             single user to 1001…including but not limited
    www.sagasys.com             to Personal Injury, Medical Malpractice,
                              General Negligence, Litigation, Real Estate,
                                   Matrimonial, Business Transactions,
                                        Criminal, and Collections.”
                              ”… designed by attorneys for attorneys; it’s    $399 / 1st station license
    DE NOVO CaseMgr                     easy to learn, setup and use          $150 / add’l stations each
  (formerly Trial de Novo)           immediately…from intake through          $199 / add-on stations (add later
                                depositions and discovery to settlement or    after original purchase)
       Version 2.0.9
                                  trial…allows legal professionals to do
                               valuable work from the day of installation,    FREE PHONE SUPPORT!
     (800) 755-9744               and they need NOT become computer
   www.denovosys.com                              experts.”
                             “…solutions are designed to help law offices,
      TRIALWORKS                    government agencies, and insurance
                              companies in managing data. We invite you
                              to browse our website and learn more about      $2,995 database license
     (800) 377-5844            the exciting offerings from our company…       $495 per User License
     www.lawex.com             SQL version...integrates with Quickbooks,
                                   Juris, PCLaw, Sanction, Summation”


   For information on practice-specific case management software i.e. for
         bankruptcy, immigration, or other practice areas, contact:
       Susan Traylor, Law Office Management Assistance Program,
                           State Bar of Arizona
             (602) 340-7355 or susan.traylor@staff.azbar.org




_____________________________________________________________________________
Practice Management Software in 2010
By Susan Traylor, LOMAP, State Bar of Arizona
Page 48

								
To top