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 Welcome to Nexsen Pruet Business Intake Process. This presentation is a guide through the process ofrequesting conflict searches new file openingsadding related parties to an existing client/matter numberThe 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 NBI: ProcessConflicts InformationAssistant and Phone No./ information is populated by the log in informationAdd the LPA telephone extensionRequesting 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 selectExisting Client - Click on Existing client buttonEnter a few characters contained in the name then click the SEARCH button to display a filtered list of names; click on the name to selectFor existing clients ONLY: if there aren’t any related parties, click the “No Parties to be searched” box
4 Conflicts Information NBI: ProcessConflicts InformationNew clients :Organization - Enter the full name in the “Client Name” sectionIndividual – 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” fieldSee “Tips & Tricks” slide for the proper way to enter namesFor 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 - RequiredFor existing clients ONLY: if there aren’t any related parties, click the “No Parties to be searched” box
5 NBI Process Related Parties: Organization - Enter the full legal name in the “Last Name / Company” sectionIndividual – 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” fieldFill in Required Fields:Role,Relationship andRelated Party Type from drop down box after clicking on the Search buttonClick the ADD button to add the party to the related party list
6 NBI Process REMOVE - removes the selected party from the grid EDIT – Select the party to edit, modify the data in fields above, then click the edit buttonCLEAR FIELDS - clears data from the related party formREMOVE ALL - removes all parties from the related party listAlso Involved:If “Also Involved” is selected as a Relationship, clarification of that relationship must be providedIf No Conflicts, Create Pending Matter No.?:YES if a Matter is being openedNO if the request is a conflict search only or if related party names are being added to an existing Matter
7 NBI ProcessIf NO is selected, then the “Existing Matter?” field is displayed. (If YES, see next slide)If this is a conflict search:Leave blankIf adding related parties to an existing file then:Enter the applicable Client/Matter numberOnce completed, click the Submit button at the top of the screen. This completes the process.
8 the Pending Matter Information page is displayed NBI ProcessIf YES is selected,the Pending Matter Information page is displayedClient Address:Existing client – Information is automatically populatedIf a different billing address is required, add it at the Client/Matter Update StageNew 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 Attorney’s locationPractice Group – Based on Billing AttorneySecond Practice Group (if applicable)Practice Code
9 NBI Process 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 selectOriginating 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 gridIf 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 %
10 NBI Process Supervising Attorney: Repeat the same process to search for and select the Supervising Attorney(s).Note:There is no Edit button in the Originating and Supervising Attorney grids. If an error is made, click on the attorney’s name in which the error was made and then click the Remove button. Re-enter the data.
11 NBI Process 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 isautomatically populatedFor a new client, search for andselect the appropriate Client TypeAnticipated Initial Revenue Range:For an existing client, this field is disabledFor a new client, select the anticipated revenue range from the dropdown menuRetainer:Select appropriate range from the dropdown menuIf retainer is zero, a Firm approved explanation is required (approved responses inc. in training material)
12 NBI ProcessOnce complete, click the Go button at the top of the screen to Submit Request. This completes the process.
13 NBI Process—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 processNotes about this file can be added in the “Notes” sectionIf the form is not ready to submit, click the Save & Exit button at the top of the form and return to it later.
14 NBI: Category & Format Options Billing Category Options Bill Format Options:B Billable C Contingency CA Court Appointed N Non-Billable P Pro-Bono NE Date, Atty ID, Des. Hrs. NK Date, Atty ID, Desc. Hrs., Amt. NKS Date, Atty ID, Desc. Hrs., Amt., ITD and/or Budget BK Date, Atty ID, Desc. Hrs., Amt, No A/R on 1st Page ND Date, Atty ID, Description NB Date, Description NA Description Only AA NK w/Detailed Disb AS NK w/Task Codes BK1 No A/R on 1st Page
15 NBI Template Options WORKSITE TEMPLATE OPTIONS (See Template Examples – included separately in training material)Audit LettersBanking and FinanceBankruptcyBankruptcy – Collection/Foreclosure00 Basic Worksite TemplateBondBusiness – GeneralConstructionEconomic DevelopmentEmployment and LaborEnvironmental (Real Estate Transaction)Environmental Regulatory LitigationFirm General CounselHealthcareHealthcare LitigationIntellectual PropertyLitigation (Complex Matter)Litigation (Simple Matter)NonBillable (Firm Related)NonBillable (Non-Firm Related)PersonalPersonal Injury PlaintiffReal Estate Land Sales RegistrationReal Estate TransactionalTax – BenefitsTax – Estate PlanningTax – Probate121 Worker’s Compensation
16 NBI StagesORIGINATOR 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 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
17 NBI Stages PENDING MATTERSIf new matter was requested and conflicts are cleared - submission moves to this stage – Will appear on WATCH LISTPGL APPROVALAwaiting PGL approval - Will appear on WATCH LISTORIGINATOR UPDATE REQUESTPGL has rejected submission – check the NOTES section and the PGL Approval page for further instructions – Will appear on TO DO LISTCLIENT MATTER UPDATEComplete the client/matter information and check the NOTES section and PGL approval page – Will appear on TO DO LISTFINALIZATIONFile is being finalized for opening – Will appear on WATCH LIST
18 Tips & Tricks New Roles: Client – Client should be used for the client(s) onlyFriendly – Not client but not foePotentially Adverse – Not adverse but not a friendAdverse – Adverse partyNeutral – For Mediations and Arbitrations only
19 Tips & TricksEntering 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 person’s 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.
20 Tips & Tricks to Speed the Process Most Frequently Missed StagesClient 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 isn’t 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.