Setting up a file
To set up the files for the new Criminal System, it is required that the Client and Matter screens are set up correctly:
Complete the relevant details on the Client Tab, including the Address section as required by the LAA. Also ensure the Personal Details section is completed on the Personal Tab.
Click Save once all details are completed.
Select the Matter button to create a new matter for the client. The matter details can then be completed.
Please remember that the Legal Aid Tab should be selected so that the funding of the case can be set to Legal Help, Private or Publicly Funded. If you cannot see this tab, ensure the Private box is unticked.
Under the Crime Tab you can enter in the UFN manually in the UFN field. This can be automatically populated for you in the file label. The Crime tab can be used to allocate a Lead UFN later if cases are consolidated for billing, this can be entered in the file label.
Once the Matter details have been input and saved, click on OK to open the file.
Working with the Open File
The file Label will show whenever you open a matter, fill in any relevant information:
Is this a CDS File? - Select to activate the module
UFN - Tab within this field to select the date for the UFN
Client in Custody/Client on Police Bail/ Client on Court Bail? - If left unticked, the system will write to the client in prison
Now the file is open. Before doing any work on the file, the Legal Aid class must be set. Select Actions, and then Crime Case Class.
The Crime Case Class Management screen will show a list of classes that have been set up on the file. To select a new class:
Select the class from the dropdown list under the Add Class section.
Select a class name and the the date the class is being opened. This should be the date of first contact to ensure all work done under that class is included.
Select Add.
Once a class has been created, it will appear in the bottom pane of the screen with the fee earner and date details.
The user can now select Class Info to see the summary screen for that class. The Information screen will show the appropriate details for the class and will allow the user to complete the information as soon as it is known. DPS will use this information to supply a summary of the billing as it progresses on the right-hand side of the screen.
When all details that are known have been entered, click Done. The user can return to this screen at any time before the class is closed, to update the details.
The User will then be returned to the Case Class management screen. There are 6 options available at the bottom of the screen as follows:
CRM11 – Once the class has been closed you can run this, save the form to the history and this will be added to the CDS6.
CD Standby – Court Duty details can be entered to be picked up automatically by the CDS6. The window will display a list of any existing Standby times recorded. Selecting a record displayed in the bottom section will retrieve the record and allow it to be printed or amended if necessary and then re-saved. To enter a new record, select New and complete all details. Then click Save. The record will be added to the list of standby times displayed in the lower window.
Limits – For cases without a Representation Order, The Limits option allows a user to amend the fee limit IF prior authority has been granted by the LAA. Selecting this option will display the following screen with details of classes opened. To amend the limit, enter the details in the Exceed Details section and then click Exceed. Details of Limit changes will be recorded in the bottom section.
Delete – For Users with Crime Supervisor status, incorrect classes with all appropriate time records can be deleted. The Delete option will allow a class with all appropriate time records to be deleted from a case file. If a class is highlighted and the user then selects Delete, a message asking "Are you sure you want to delete the selected class?" will be presented. Select Yes, and the class along with all time records for that class will be deleted.
Time - The user can now work their way down the screen selecting the Attendance Type, Fee Earner, Date, Work Done etc. On the right-hand side of the screen times can be entered in the format HH:MM. As the user enters the times DPS will calculate charges against the displayed hourly rates to display values in the right-hand column. To enter further details, select the Note Tab to enter a note for the Events Diary. Select Save to save the time record and Print to see the detailed Attendance Note in Microsoft Word. The user can amend or add to the text if required. The entry will be stored in the DPS Events diary. If the user wishes to see the details, double-clicking on the event will bring back the Time entry dialogue box.
Class Info – Up to date information can be displayed for all classes with appropriate billing information. The Class Info screen displays the current state of any class selected.
Once all the relevant work has been completed within a class, the user can select the class info screen and ensure all the information has been entered. The user can then select Close Class at the bottom of the screen. This will allow the user to set the Class closed date and if necessary, select a chosen billing date. Once these have been entered, the user selects Done to return the user to the Case Class Management screen where the Class information has been updated. Once a class has been closed, the user can run the CRM11.Close – Close the Billing Module screen.
To Add Disbursements directly to an open case class for anything that can’t be added through the ‘Time’ function, select Accounts and Add Disbursement. Here the user can now enter in the information surrounding the disbursement for the file and select what class from any open case classes this needs to be entered against, give the disbursement a value and upload a copy of the invoice as a document. This will then attach the document against the case class, and it will be sitting on the class as an entry so it will be put in the next CDS6 billing run. From an accounts side this will create an E-Chit for the accounts to add to the matter.