DSCC ONLINE USER GUIDE Revised 2018

Transcription

1 DSCC Website User Guide April 2018 DSCC ONLINE USER GUIDE Revised 2018 Version Issue date Last review date Owned by 1 19/11/13 19/11/13 Capita 2 11/04/ /04/2018 Capita - 1 -

2 Contents Abbreviations 3 Accessing the site 3 Home Page Menu 4 Contact 5 Reset Password 6 Logging in 6 Home Page 7 Solicitors 8 Unavailabilities 9 Rota Duties 10 Swaps 10 Telephone Numbers 12 Nominate a Solicitor 14 SMS 14 Management Information reports 14 Police Stations 19 Downloads 20 Change Password 20 How We Work 20 Page 2

3 Abbreviations The document will use the following abbreviations: LAA Legal Aid Agency DSCC Defence Solicitor Call Centre idst DSCC Online Services MI Management Information Accessing the Site To visit the site simply type into your web browser. Page 3

4 Home Page Menu The following options are available: Home Login Latest News Takes you back to the home page. Enables you to log in to the Interactive services provided by idst. Will provide up to date news regarding idst and DSCC Document Library - Provides a brief overview of each document that can be accessed and amended Contact Us Report Library External Links Provides an arena for contact and feedback to the DSCC Download Reports Provides links to the Rotas, LAA Website, Crimeline and the Law Society Website, Page 4

5 Contact Clicking on this link will take you to a form which will enable you to contact the DSCC or provide feedback on the idst service. A Contact Request reason will need to be selected using the Contact Request drop down box the available options are shown below. Enter your query or feedback in the comments box provided then click submit once all fields have been completed. Page 5

6 Reset Password If you have forgotten your password you can select the Reset Password button. This will take you to a page where you can enter your username. A message will appear confirming that an e- mail containing the new password has been sent to your registered address. Logging In In order to log in to the interactive side of DSCC online you will need to click on the login option on the home page. This in turn will generate a password box where you will need to enter your secure User name and Password. Page 6

7 Click on Login to submit this information assuming that you have entered your details correctly you will be directed to the home page of the site where the options will be provided for amending and viewing your details. Home Page On this screen you will be presented with the options as shown above. Home: click on this link to return to the homepage. Solicitors: click on this link to view solicitor s details. MI Reports: click on this link to run reports. Police Stations: click on this link to find contact details for custody suites. Downloads: click on this link to see any files or documents we have uploaded (this may often be blank but can have reports or information you have requested). Change Password: click on this link to change your logon password. Logout: click on this link to securely log out of the application. How We Work: click on this link to see information on the DSCC service. Contact: click on this link to send us an . Page 7

8 Solicitors When you click on the Solicitors option you will be moved to the Duty Solicitors screen. Here you can access Solicitor information via their Pin number or Surname. If using a firm login. You will be given a list of all staff registered to the firm (screen shot above). Clicking on the pencil icon will bring up the details for the chosen solicitor. If logging in as an individual you will be taken to the pencil icon screen (shown right) straight away. There are options for searching staff by name or PIN. This is a useful feature for firms with large numbers of employees. Page 8

9 Unavailabilities Clicking on unavailabilities under the solicitor tab will bring up a summary page of the occasions that particular solicitor has been unavailable for work. To make the solicitor unavailable click on Create (top right of the table) which will direct you to the Unavailability Details screen. To Make the solicitor unavailable click on Create (top right of the table) which will direct you to the Unavailability Details screen. This option enables solicitors to make the DSCC aware that they will be unavailable for calls during a specified period. This can be used for a few hours while a solicitor attends a wedding or to inform us they are going on holiday for a week or two. Whilst someone is listed as unavailable the DSCC can not log cases to the solicitors PIN so no calls will be made to them. Please ensure that any duty slots during this period are swapped to an active staff member. Enter the start and end date and time of the period you wish to be made unavailable for. The start time will need to be at least 1 minute ahead of the time the entry is being made. Page 9

10 The calendar provided can also be used to enter the relevant information by using the drop down boxes. Once this has been saved, the unavailability will be displayed on the Unavailability summary table. Rotas Selecting the rotas tab under Solicitors will bring up a summary page showing all upcoming duty slots. From this page you can make any duty swaps required by clicking on swap (to the left of the table). Swaps Clicking on this option will load a new page where you will need to select the person you are swapping to from the drop down box. You have already selected who holds the duty and which slot you would like to change in the pervious steps (Solicitors tab, pencil icon next to solicitors name then swap beside the selected duty). All the fields will be populated automatically so only the name of the solicitor taking the duty needs to be entered. This is done by clicking on the note pad icon to the right of the solicitor 1 box. Page 10

11 You also have the facility to swap a slot to more than one solicitor. For example you can swap the first half of your slot to a colleague and keep the second half in your name or swap the second half to a separate colleagues name. In order to process a swap in this way, you would need to enter the name of the first solicitor you wish to swap with and their pin. You would then amend the end time that this solicitor will be on the rota for. This will then populate another field which you must enter the second solicitors name and pin to cover the remaining time of the rota, you must ensure that the whole rota period is covered. Please note that for security reasons you can only swap your duties to other solicitors; you cannot swap other firms duties to your own staff (they must do this themselves). Once you have clicked on the note pad icon the below box will appear. This lists all the solicitors available to swap the duty to. Between the PIN and the Page 11

12 solicitor s surname you will see a Y or N. This stands for yes and no and tells you whether the solicitor is active of the scheme. The solicitor to whom you are swapping must be a member of the scheme for the duty being swapped. Select the relevant solicitor by clicking on their name. The Swap Reason, the contact name of the person making the change and their contact number will need to be entered before the swap can be saved. Once all the relevant information is entered click on Submit Swap. The duty that has been swapped will disappear from the original solicitor s available rota duties list and you will be informed by that the swap was successful. We will use the office address listed under the Solicitors tab. Telephone Numbers Selecting Telephone Nos under the Solicitors tab will bring up a summary table of the telephone numbers under the solicitor s PIN (shown below). Page 12

13 Clicking on the pencil icon to the left of an entry will enable you to edit contact details such as operation time, order of contact etc. You cannot edit a contact number, however you can delete a number. To add a new entry click on the New button (top right of the table). Mode - Panel cases, own client, rota cases etc. Description - Description of number i.e. Mobile, Office etc Tel No Type - Mobile, office number, pager etc Telephone no - Number Start Date - Date number to be used from Start Time - Time number to be used from End Time - Time number is to be used to End Date - Date to be used until (optional for temp details) Week Days - Days of the week the number is active on - for active - blank for inactive Bank Holidays To be used on any Bank Holiday - for active (Yes) - blank for inactive (No) Contact Name - Name of person who amended details Contact Number - Contact number of person who amended details Please ensure that no two contact order numbers are the same as this could result in the contact details being using in the incorrect order. Page 13

14 Details Clicking on this will give you the option of making the solicitor nominated for the firm. (this will highlight to the DSCC agents to allocate all own client cases to the nominated solicitor unless a colleague has been specifically requested. If you wish for the solicitor to be nominated click yes and update (only one solicitor can be nominated for the firm at any one time) SMS Number allows you to input a mobile number that will enable the system to text you case details of any case that has been allocated to you and accepted. If you wish to opt in just enter your mobile number in the SMS Number field and click update. MI Reports When you click on the MI (Management Information) Reports option you will be directed to the user reports screen. Here you can run performance reports:- To run a report simply select an option from the provided drop down box in the User Reports field Page 14

15 The available reports are separated into defence solicitor cases (rota, back up and panel) and own client cases. The case history report enables you to search for all the details relating to a particular reference number. After selecting the required report, enter the Start Date and End Date for the period you would like to review. Alternatively you can click on one of the preset options (either last week, last month or last quarter). If setting a personalised date period please use the calendar icon beside the boxes. The system requires the information in a particular format which the calendar will populate automatically for you. There is the option of all schemes included which is the default setting for all reports. This will include all schemes the solicitors at your firm are registered Page 15

16 on. If you would like to run the report for particular schemes only change the drop down box to no. Doing this will refresh the screen which will list the available schemes. Click on the relevant scheme(s) and then click. The selected scheme will then be transferred to the next box and ready to run. When all the required fields are entered, click on run report towards the top of the screen. The screen will change to show the name of each solicitor in the report and a summary of their details. Clicking on the solicitors name will take you to a further page where the reference number of each case is given. Clicking on a reference number will load the full case record showing all data we hold on that particular detainee. If you wish to access this information straight away you can tick the box called case level before running the report. With this box ticked the report will take you straight to a full list of case reference numbers rather than the solicitor s summary. Page 16

17 If any of the fields show the word protect it means a different firm has been involved and the information is restricted. To get all the details we will require a request containing signed permission from your client for DPA compliance. Case History Report Choosing the Case History Report option will generate the screen shown below. Page 17

18 As with the acceptance reports you can select dates from the calendar icons or choose the preset periods (last week, last month or last quarter). Alternatively you can enter the reference number for the case if you already have it. Once you have run the report a screen will display the report on the next page. Clicking on any reference number shown will provide all the information we hold on a particular case. Page 18

19 Police Stations This option provides an up to date directory of all custody suite telephone numbers throughout England and Wales. It is based upon the live details we hold on the DSCC case management system and will automatically update itself from our records when any changes are made internally. The custody suites are listed alphabetically by station name. You can chose to look through the list in full or find it by searching the station name, region Page 19

20 or telephone number. Downloads This page can be used by the DSCC to provide firms with information. It will usually be blank but if we are sending out updates document will be attached to this screen. Change Password When you click on the Change Password tab you will be moved to the Change Password screen. Here you can change your password by completing the fields as shown. Click on Reset to disregard the changes Click on Change Password to save the new password you have entered. If you get locked out of the idst please use the contact option on the site to a request for the account to be unlocked. Including the firms LAA supplier number in the will enable us to reply with a new password and confirmation the account has been unlocked. How We Work This tab will show information on the DSCC service. Page 20