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NEXSEN PRUET Training Program Metastorm New Business Intake (NBI)

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Presentation on theme: "NEXSEN PRUET Training Program Metastorm New Business Intake (NBI)"— Presentation transcript:

1 NEXSEN PRUET Training Program Metastorm New Business Intake (NBI)

2 New Business Intake (NBI) Process 2 Welcome to Nexsen Pruet Business Intake Process. This presentation is a guide through the process of requesting conflict searches new file openings adding related parties to an existing client/matter number The Metastorm NBI process is found on the Nexsen Pruet Intranet site home page under Forms: Metastorm NBI/Process Forms. A new screen opens; select Start New Business Intake

3 Conflicts Information Assistant and Phone No./ information is populated by the log in information Add the LPA telephone extension Requesting Attorney: Enter a few characters contained in the last name then click the SEARCH button to display a filtered list of names; click on the name to select Existing Client - Click on Existing client button Enter a few characters contained in the name then click the SEARCH button to display a filtered list of names; click on the name to select For existing clients ONLY: if there arent any related parties, click the No Parties to be searched box NBI: Process 3

4 Conflicts Information New clients : Organization - Enter the full name in the Client Name section Individual – Enter the last name in the Last Name field and his/her first name and middle initial and any prefixes and/or suffixes in the First/Middle Name field See Tips & Tricks slide for the proper way to enter names For New Clients ONLY - Click the Add Client To Related Party button to add the client to the related party grid below. Description of Engagement: A brief description of the Matter - Required For existing clients ONLY: if there arent any related parties, click the No Parties to be searched box NBI: Process 4

5 Related Parties: Organization - Enter the full legal name in the Last Name / Company section Individual – Enter the last name in the Last Name/Company field and the first name and middle initial and any prefixes and/or suffixes in the First/Middle Name field Fill in Required Fields: Role, Relationship and Related Party Type from drop down box after clicking on the Search button Click the ADD button to add the party to the related party list NBI Process 5

6 REMOVE - removes the selected party from the grid EDIT – Select the party to edit, modify the data in fields above, then click the edit button CLEAR FIELDS - clears data from the related party form REMOVE ALL - removes all parties from the related party list Also Involved: If Also Involved is selected as a Relationship, clarification of that relationship must be provided If No Conflicts, Create Pending Matter No.?: YES if a Matter is being opened NO if the request is a conflict search only or if related party names are being added to an existing Matter NBI Process 6

7 If NO is selected, then the Existing Matter? field is displayed. (If YES, see next slide) If this is a conflict search: Leave blank If adding related parties to an existing file then: Enter the applicable Client/Matter number Once completed, click the Submit button at the top of the screen. This completes the process. 7

8 If YES is selected, the Pending Matter Information page is displayed Client Address: Existing client – Information is automatically populated If a different billing address is required, add it at the Client/Matter Update Stage New client - the client name entered on the Conflicts Information defaults on the first line. Continue entering the address on the remaining lines. The last line should be the city, two-letter state then ZIP code - the City, State, and ZIP fields will be automatically populate into the appropriate fields. Matter Name (Required) Office – Use the Billing Attorneys location Practice Group – Based on Billing Attorney Second Practice Group (if applicable) Practice Code NBI Process 8

9 Billing Attorney: Enter a few characters contained in the last name then click the SEARCH button to display a filtered list of names; click on the name to select Originating Attorney: Repeat the same process to search for and select the Originating Attorney(s) If there is only one Originating Attorney, enter 100 in the % field. Click the Add button to add the attorney to the grid If there is more than one Originating Attorney, search for the first one, enter the percentage share in the # field. Click the Add button to add the attorney to the grid. Repeat this process until all attorneys shares total 100 % NBI Process 9

10 Supervising Attorney: Repeat the same process to search for and select the Supervising Attorney(s). Note: There is no E DIT button in the Originating and Supervising Attorney grids. If an error is made, click on the attorneys name in which the error was made and then click the R EMOVE button. Re-enter the data. NBI Process 10

11 Search for and select: Billing Category (see slide #14) Bill Format (see slide #14) Worksite Template (inc. in training material) Client Type: For an existing client, this field is automatically populated For a new client, search for and select the appropriate Client Type Anticipated Initial Revenue Range: For an existing client, this field is disabled For a new client, select the anticipated revenue range from the dropdown menu Retainer: Select appropriate range from the dropdown menu If retainer is zero, a Firm approved explanation is required (approved responses inc. in training material) NBI Process 11

12 Once complete, click the Go button at the top of the screen to Submit Request. This completes the process. NBI Process 12

13 NBI ProcessOther Workflow Actions Other Workflow Actions: Clone and Submit Request – Creates a copy of this form that can be modified to request another matter that is similar to the current request. Cancel Request – Deletes the form and closes the process Notes about this file can be added in the Notes section If the form is not ready to submit, click the S AVE & E XIT button at the top of the form and return to it later. 13

14 NBI: Category & Format Options Billing Category Options Bill Format Options: B Billable C Contingency CACourt Appointed N Non-Billable PPro-Bono NEDate, Atty ID, Des. Hrs. NKDate, Atty ID, Desc. Hrs., Amt. NKSDate, Atty ID, Desc. Hrs., Amt., ITD and/or Budget BKDate, Atty ID, Desc. Hrs., Amt, No A/R on 1 st Page NDDate, Atty ID, Description NBDate, Description NADescription Only AANK w/Detailed Disb ASNK w/Task Codes BK1No A/R on 1 st Page 14

15 NBI Template Options WORKSITE TEMPLATE OPTIONS (See Template Examples – included separately in training material) 9500Audit Letters 21Banking and Finance 10Bankruptcy 11Bankruptcy – Collection/Foreclosure 00Basic Worksite Template 20Bond 30Business – General 50Construction 22Economic Development 90Employment and Labor 60Environmental (Real Estate Transaction) 61Environmental Regulatory Litigation 9900Firm General Counsel 70Healthcare 71Healthcare Litigation 80Intellectual Property 40Litigation (Complex Matter) 41Litigation (Simple Matter) 9999NonBillable (Firm Related) 9950NonBillable (Non-Firm Related) 9000Personal 120Personal Injury Plaintiff 101Real Estate Land Sales Registration 100Real Estate Transactional 110Tax – Benefits 111Tax – Estate Planning 112Tax – Probate 121Workers Compensation 15

16 ORIGINATOR Conflicts Request /Intake Started – Not yet Submitted – Will appear on TO DO LIST CONFLICT SEARCH Conflict search is on the Conflict/Intake grid for processing – Will appear on WATCH LIST CONFLICT SEARCH IN PROGRESS Conflict search is on the Conflict/Intake grid for processing – Will appear on WATCH LIST CONFLICT SEARCH RESULTS If a new matter was not requested - submission remains in this stage for 60 days – Will appear on TO DO LIST OR CONFLICTS MANAGER Hits were found and a separate of hits is sent to attorney. Remains at this stage until all conflicts have cleared – Will appear on WATCH LIST 16 NBI Stages

17 PENDING MATTERS If new matter was requested and conflicts are cleared - submission moves to this stage – Will appear on WATCH LIST PGL APPROVAL Awaiting PGL approval - Will appear on WATCH LIST ORIGINATOR UPDATE REQUEST PGL has rejected submission – check the NOTES section and the PGL Approval page for further instructions – Will appear on TO DO LIST CLIENT MATTER UPDATE Complete the client/matter information and check the NOTES section and PGL approval page – Will appear on TO DO LIST FINALIZATION File is being finalized for opening – Will appear on WATCH LIST 17 NBI Stages

18 Tips & Tricks New Roles: Client – Client should be used for the client(s) only Friendly – Not client but not foe Potentially Adverse – Not adverse but not a friend Adverse – Adverse party Neutral – For Mediations and Arbitrations only 18

19 Tips & Tricks Entering Names: When adding names in the system, each name needs to be added separately including husband and wife, i.e. ABC Company D/B/A XYZ Company is two separate entries; John Doe and Jane Doe should be separate entries. Anytime a proper name is in the matter title, it has to be entered as a related party. When adding names in the system, do not add "Trustee" or "Personal Representative, etc. to a persons name. The relationship can be specified in the "Relationship" field. Initials or acronyms are not acceptable as a person or business name. Please provide the full legal name. If the business is commonly known as an acronym, please add the acronym as A/K/A. Acronyms are not required for government agencies. When applicable, add Jr, Sr, Dr, etc. in the first name field, not the last name field. Punctuation is not used when including related party names. Click the Add Client to Related Party button on new client entries. Contact Name is no longer available. If the person is related to the file, they should be added using the appropriate Relationship such as President, Owner etc. 19

20 Tips & Tricks to Speed the Process Most Frequently Missed Stages Client Matter Update : This stage requires a final review of the opening. – If the billing address is different from client address, add it here. – Even if there isnt anything to add/change/update, the file must be submitted in order to move to the Finalization stage. Originator Update Request: This stage means that the request has been REJECTED by the PGL and will not be placed into billable status until all issues have been addressed. Refer to the PGL COMMENTS section or the NOTES section for instructions from the PGL. Confirm in the NOTES section that the task has been completed then re- submit it to the PGL for approval. Miscellaneous: Assure the location provided is based on the BILLING ATTORNEY. Provide a brief description of the type of business we are doing for this matter in the Description of Engagement field. 20


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