Orion Version 4.6 Desktop Training

Transcription

1 Orion Version 4.6 Desktop Training Orion Law Management Systems

2 Copyright Orion Law Management Systems, Inc. All Rights Reserved. No part of this publication may be reproduced, transmitted, stored in a retrieval system, nor translated into human or computer language, in any form or by any means, electronic, mechanical, magnetic, optical, chemical, manual or otherwise, without the prior written consent of the copyright owner. Orion Law Management Systems, Inc., 1827 Powers Ferry Rd. SE, Building 17, Atlanta, Georgia This guide is, however tutorial in nature. Thus permission is granted to the reader to include the example programs, either in whole or in part, in his or her own program. Copyrighted software that accompanies this guide is licensed to the End User for the use only in strict accordance with the Orion Software License Agreement which License should be read carefully before commencing use of the software. For more information visit or contact info@orionlaw.com. Printed in the United States of America. Orion Law Management Systems

3 Table of Contents TABLE OF CONTENTS GETTING STARTED 4 FEE INPUT AND EDIT 10 SMART TIMERS 19 TIME MANAGER 27 CONTACTS 42 Function Keys and Keyboard Activity... 6 Searches... 7 The Usage of User ID in Orion... 8 Adding Fee Transactions Editing a Fee Transaction Deleting a Fee Transaction Setting Options for the Fee Entry Button Adding Smart Timers Starting and Stopping Smart Timers Resetting Smart Timers Removing Smart Timers Creating a Fee from a Smart Timer Setting Options for Smart Timers Launching the Manager Filter Settings for On-Screen Listing Fee Calendar Adding a Fee Transaction Editing a Fee Transaction Deleting a Fee Transaction Spell Checking and Search and Replacing Fee Report Using Other Tools in the Time Manager Contact Information Matters Folder Related Contacts Folder Adding Contacts Orion Law Management Systems, Inc. 1

4 Table of Contents CONFLICT OF INTEREST 51 MATTER STATUS 63 Intake Process Single Search Batch Search Searching for Related Records Editing Conflict Records Adding New Conflict Records Conflict Search History Rebuild Searches Status Folder Receivables Folder Work-In-Process Folder A/R Ledger Folder Retainer and Trust Folder Budget Folder Details Folder Printing a Matter Status Report PROCESSES VIEW (CLIENT AND MATTER INTAKE) 77 PAYMENT CALENDAR 80 CHECK REQUEST 83 Edit an Intake Item Completing an Intake Item Adding Check Requests Editing Check Requests Deleting Check Requests EXPENSE REIMBURSEMENT MANAGER 88 Reimbursement Manager Button Bar Adding Reimbursement Requests Attaching an Image Approving/Denying Reimbursement Request Integration with iorion Setting-Up Reimbursement Manager Employee Set-Up Orion Law Management Systems, Inc.

5 Table of Contents Reimbursement Types Reimbursement Templates MY PERFORMANCE DASHBOARD 101 Billable Work Chart Work Billed Chart Payments Received Chart WIP and AR Chart FIRM PERFORMANCE DASHBOARD 106 Firm Summary Chart Billable and Billed Chart Accounts Receivable Relieved Chart WIP and AR Chart Orion Law Management Systems, Inc. 3

6 Getting Started GETTING STARTED ORION 4.6 is accessible through the ORION 4.6 icon on your Windows Desktop will appear. Double-click on this icon and you will access ORION 4.6. ORION 4.6 contains all programs associated with Time Management (e.g. Fee Entry and Edit), workflow tools such as Orion s Client-Matter Intake Process, Online Check Request Manager, as well as Orion s Expense Reimbursement Manager. It also contains several informational and inquiry programs such as Conflict of Interest Search/Reporting, Orion s Payment Calendar as well as various Dashboards for measuring both individual and overall firm performance. The security set up by the firm s administrative department controls which functions you may or may not have access to. When you first enter ORION 4.6, the following screen will appear: Figure 1 ORION Desktop Program Group If you have completely unrestricted rights to all programs within the ORION 4.6 Desktop Program Group, you will see nine options on the left Task Bar. They are as follows: Object Fee Entry Button Smart Timers Button Time Manager Button Description Choosing this button gives you access to Fee Entry. Choosing this button gives you access to Smart Timers. Choosing this button gives you access to four functions associated with Fee Entry (Entry/Edit, Listing, Fee Calendar, Spell Check/Search and Replace, and Fee Reports). 4 Orion Law Management Systems, Inc.

7 Getting Started Object Contacts Button Conflict Search Button Matter Status Button Processes Button Payment Calendar Button Check Request Button Reimbursement Management Button My Performance Dashboard Button Firm Performance Dashboard Button Description Choosing this button allows you to view a list of Clients, related Matters and certain details for each. This is also where the Client and Matter Intake Process is initiated. Choosing this button allows you to run a quick conflict check on a potential Client. Choosing this button allows you to view an up-to-the-minute status report of a specified Client-Matter. Choosing this button allows you to view Clients and Matters that are currently in the Intake Process. Choosing this button allows you to view up-to-the-minute receipts by either Responsible or Originating Attorney. The security set up by the accounting department controls access to this option. Choosing this button allows you to enter a new request for a check as well as view the status of a requested check. Choosing this button allows you to request reimbursement for expenses made by you using cash, personal credit cards or when you ve used a firm credit card. In addition, you may monitor the status of such requests as well as manage requests that may have been flagged to need additional information in order for the request to be approved by your accounting department. Choosing this button allows you to see a visual reference of your performance as a working attorney. Choosing this button allows you to see a visual reference of you firm s performance. Orion Law Management Systems, Inc. 5

8 Getting Started Function Keys and Keyboard Activity Throughout the ORION system, function keys have been assigned default functions. These functions have been modified where required to provide one touch capabilities in certain windows and fields (as noted under separate topic headings). However, unless otherwise specified, these keys are programmed throughout the application to provide the functions listed below. Function F8 Look-Up Function F9 Clear Screen F10 Save Record Description The F8 key (referred to throughout the manual as the F8 Look-Up function) can be used to look up valid entries for an indexed field. This key will be discussed in more detail under Searches in this section. Striking the F9 key abandons any input process, whether adding or editing a record, which may be in process. All fields displayed on the screen are cleared and the cursor is returned to the first field. This key is not active in screens associated with single record databases, such as the screens in the System File. This key will save the record, as it appears on the screen, in the database. CTRL+DEL Delete Record Enter Tab Shift+Tab Page Up Page Down CTRL+Backspace The Function keys listed above provide only one way in which to perform or accomplish the functions they represent (i.e., delete, save). All screens also provide a button you may click for the same function. In addition, some of the standard Windows commands (ALT+S to save and close or ALT+N to save) are also available. The combination of the CTRL (or Control) and DEL (or Delete) keys are used to delete the record (single or selected). USE THIS KEY CAREFULLY. This key is used to accept data in field that the cursor is currently in and proceed to next field. This key is used to accept data in field that the cursor is currently in and proceed to next field. The combination of the Shift and Tab keys are used to accept data in field that the cursor is currently in and go back to the prior field. This key is used to locate the first record based on the index of the bracketed field and then advance one record at a time. This key is used to locate the last record based on the index of the bracketed field and then digress one record at a time. The combination of the CTRL and Backspace keys are used to clear the field where the cursor is located. 6 Orion Law Management Systems, Inc.

9 Getting Started Searches Searches are a little more difficult than most computer functions to fully understand. All search functions are based on the concept of the indexed field. An indexed field is any field which is tied by a specific relationship to a separate database from the one in which it is contained. When you make an entry in an indexed field, that input is usually one of a set of unique multi-character codes, each of which represents an entire record already stored in another database. For example, when you enter a fee transaction, you must assign it to a Client-Matter. Since the Client-Matter field is indexed, you may access the Client-Matter file to look for the appropriate number. ORION provides a special function (F8 Look-Up Function or the LOOK-UP Button) to help you find the code you want. The F8 Look-Up Function or LOOK-UP Button displays a list of valid entries for the field you are in. The LOOK-UP Button as referred to throughout the manual can appear in two different formats. The Drop-Down Button will provide a list of valid entries for the field you are in and is sorted in ASCII order. The sort order cannot be changed. The Look-Up Button will provide a list of valid entries for the field you are in and is sorted in ASCII order. Clicking on one column heading or another while in the list will change the order in which the list is displayed. While in the list, you can move closer to the record you are looking for by typing in the value you are looking for. For example: your list displays clients starting with Anderson, Inc.. The Client you are looking for is Smith and Associates. To move to this record in the list, start typing Smith. ORION will locate and highlight the first Client Name beginning with Smith. NOTE: Where both the F8 Look-Up Function and the LOOK-UP Button are referenced in the manual, you may use either to access a list of valid entries. Where only the LOOK-UP Button is referenced, the F8 Look-Up Function is not available. Orion Law Management Systems, Inc. 7

10 Getting Started The Usage of User ID in Orion Before discussing the correct usage of USER ID, there are several types of ID s that need to be defined. ID Type User ID Timekeeper ID Entry ID Description Environment variable USER retrieved from the operating system. Used for individuals within the firm for whom time is tracked. Users can be identified as either a Timekeeper or Entry ID. Used for individuals who enter time for Timekeepers, but do not record their own time for billing purposes. Normally secretaries and billing facilitators. When starting any ORION program, the program must know the USER ID of the operator. ORION retrieves the USER ID from an environment variable called USER. When loading any ORION application, the program will first search the environment settings on the workstation to see if the environment variable USER exists. Once the ORION program has determined the USER ID, the correct mode for entry and inquiry is set. If the USER ID is defined as an Entry ID, the program will operate in the Proxy Mode. If the USER ID is defined as a Timekeeper, the program will operate in the Timekeeper Mode. If the value is not found as either, the User will not be allowed to enter ORION. 8 Orion Law Management Systems, Inc.

11 Getting Started Unless a User is set up in the Administration Program to go into the system in an unrestricted mode, the program always begins operation in either the Timekeeper Mode or the Proxy Mode. Following is a clarification of the operation and rights characteristics of each mode. Mode Timekeeper Mode Proxy Mode Description All fields related to Timekeeper ID will display the ID from the USER variable and cannot be changed by the operator. This includes Fee Entry, Time Manager, Reporting, Listing and Calendar. All filters are set to the Timekeeper ID and cannot be changed. Upon selecting Fee Entry or Time Manager, the program will assume the Timekeeper ID and display time for that ID. When in the Proxy Mode, the program assumes the operator is not a Timekeeper, but has a Proxy List of at least one Timekeeper for whom entries can be made. When you start the program, all fields related to Timekeeper ID will be blank in all windows until a default Timekeeper ID has been set (see below). The operator can use the F8 Look-Up Function or the LOOK-UP Button to choose a Timekeeper ID from the Proxy List on any entry window where Timekeeper ID is an option. This includes Fee Entry, Time Manager, Reporting and all filters. Once a Timekeeper ID has been selected, the program will use this as the default Timekeeper ID. Once a default Timekeeper ID has been set, this ID will be used to automatically populate all related windows throughout the program. Upon selecting Time Manager, the program will not display time until a default Timekeeper has been selected. Orion Law Management Systems, Inc. 9

12 Fee Input and Edit FEE INPUT AND EDIT Fee or time transactions are entered by choosing the FEE ENTRY Button from the ORION Desktop Program Group Task Bar. New fee transactions may be entered freely. Saved transactions can be edited as long as they are not part of an active invoice, have not been posted, and, as long as the time belongs to you or you have proxy rights to the Timekeeper to whom the time belongs. Fee transactions must be entered into an existing and open Client-Matter in order for the time to be RELEASED to Work-in-Process. If the Client and/or Matter has not been set up or is closed, you will receive an information message indicating that the time will be saved as an UNRELEASED transaction. FEE ENTRY BUTTON 10 Orion Law Management Systems, Inc.

13 Fee Input and Edit Adding Fee Transactions To add a Fee transaction, choose the FEE ENTRY Button from the ORION Desktop Program Group Task Bar. The following screen will appear: Figure 1 Fee Entry/Edit If at any time you would like to clear the screen without saving your entry, select the F9 key or choose the CLEAR Button. Following are details on each of the fields to be completed on this screen. Date The date will default to the system date but you may change it. If you have set this field to be retained under the Options (discussed later in this section), the date will be the same as the date of the previously saved transaction in this session. To look up a date, you may use the F8 Look-Up Function or click the POP-UP CALENDAR Button and a calendar will be displayed. The date can also be set by using the following function keys: 1. Using the + or - keys will increment the date forward one day or backward one day. 2. Using the T will set the date to Today. 3. Using the M will set the date to the first day of the current month. 4. Using the H will set the date to the last day of the current month. 5. Using the Y will set the date to the first day of the current year. 6. Using the R will set the date to the last day of the current year. Orion Law Management Systems, Inc. 11

14 Fee Input and Edit Client-Matter The Client-Matter field is used to identify the transaction for a Client-Matter and is a required field to be saved as Work-in-Process. Enter the Client and Matter number for the transaction you are entering. If you do not know the correct number, you may use the F8 Look-Up Function or click the LOOK-UP Button. The following screen will appear: Figure 2 Client-Matter Lookup Phase-Task The Phase-Task field is a required field but is accessible only when entering time for a Matter previously set up for Task Billing. If the Matter you are entering time for is not set up for Task Billing, ORION will not display this field. If a Matter has been set up for Task Billing, enter a Phase and/or Task Code appropriate for the time entry. If you do not know a valid code, you may use the F8 Look-Up Function or click the LOOK-UP Button. The following screen will appear: Figure 3 Phase-Task Lookup 12 Orion Law Management Systems, Inc.

15 Fee Input and Edit Activity This field may or may not be optional, depending on whether or not the Client requires the use of Task Billing codes, and, if the Client requires Task Billing codes, how they are set up. Otherwise, the Activity field is used to enter the abbreviation for what will appear in the Description field. To locate a valid Activity Code, use the F8 Look-Up Function or click on the LOOK-UP Button. An Activity Code can represent up to 800 characters of text. Additionally, the Activity Code can have a value of its own. For example, the Activity Code for preparation of Last Will and Testament could be established as LW with a value of $1,000. When LW is entered in this field, the value for the transaction would appear automatically in the Amount field. A window will appear to ask whether you want the Activity Code amount to be used instead of the ID/Rate Code amount. An Activity Code can also be setup to prompt the User for information. This information is then inserted into the Description field along with the text associated with the Code. Timekeeper Enter the initials for the Timekeeper for whom you are entering time. If you are a Timekeeper, this field will default to your ID. If you are not a Timekeeper, the person you are entering time for must be a valid Timekeeper in the system. You may use the F8 Look-Up Function or click the LOOK-UP Button for a list of valid IDS. Rate When setting up matters, you can set a default Billing Rate Code to be used when a Timekeeper enters time. The first time a Timekeeper enters time for that Matter, the program will use the default Billing Rate Code. If you are in the unrestricted mode you can, however, enter a different code in this field. The system will then prompt you to see if you want the new code for that Timekeeper to be the new default Billing Rate Code for that Matter. You may use the F8 Look-Up Function or click the LOOK-UP Button for a list of valid Rates. You can also set up a Fixed Hourly Rate to be used. If a Fixed Hourly Rate has been set up in the Matter file and a fee entry rate differs from the fixed rate, a prompt will appear asking you to verify that the correct rate is being used. As you enter time (or display time already saved) you will see a Rate field display. The three codes that can appear here are: P, S and O. P stands for Person Rate, S stands for Service Rate, and O stands for Other Rate. Orion Law Management Systems, Inc. 13

16 Fee Input and Edit Time Enter the amount of time for this transaction. The time you initially enter will be recorded in the ORION data file as the original time. The time should be entered with the pertinent units your firm uses. For instance, if the minimum time unit is 6 minutes (or one unit = 6 minutes), and you are entering a transaction representing 6 minutes of time worked, you would enter.1. Amount This field will reflect the rate multiplied by the time units. It can also represent a flat fee, if the Activity Code is for a flat fee service. This field can be changed; however, negative amounts are not permitted. Description When you are in the Description field, you can increase entry speed with appending other Activity Code descriptions to the text by entering the Activity Code and striking the F3 key. You may check the spelling of this field or search and replace specified contents of the field by right-clicking and choosing the appropriate option. Copy Last/Duplicate Field You may duplicate a new time slip from a previously saved entry by choosing the COPY LAST Button. This function will copy all fields from the previous entry with a status of NEW RECORD. Another feature intended to maximize the efficiency of data entry is the DUPLICATE FIELD option. While entering a new time slip, you may copy any field individually from the previous entry by right clicking and choosing the DUPLICATE FIELD option or by using the combination of the CTRL+D keys. To save the transaction as entered, you may either select the F10 key or click the SAVE or NEW Buttons. The SAVE Button will save the transaction before closing FEE ENTRY. The NEW Button will clear the screen to allow entry of another transaction. 14 Orion Law Management Systems, Inc.

17 Fee Input and Edit Editing a Fee Transaction A fee transaction, including the original time, can be edited as long as the time is yours, you entered the transaction or you have proxy rights to the Timekeeper for whom the transaction belongs to. The system will track when the original time has been modified and produce an audit trail. A billed transaction cannot be edited. NOTE: Editing a fee transaction is not the proper manner in which to write up or write down time. This should be done from within the Billing Preparation Program. Original time should only be changed if a mistake was made entering the time. To edit a saved transaction, click the Find Record # Button found to the right of the Record number field. Enter the record number of the transaction you want to edit. Once the record is displayed, make any necessary changes and either select the F10 key or click the SAVE Button to save your changes. To clear the screen without saving your changes, select the F9 key or click the CLEAR Button. As discussed in subsequent sections, you may also edit a fee transaction from within the Time Manager Listing. Orion Law Management Systems, Inc. 15

18 Fee Input and Edit Deleting a Fee Transaction A fee transaction can be deleted as long as the time is yours, you entered the transaction or you have proxy rights to the Timekeeper for whom the transaction belongs to. A billed transaction cannot be deleted. NOTE: Deleting a fee transaction is not the proper manner in which to write down time to zero. This should be done from within the Billing Preparation Program. Transactions should only be deleted if entered in error or if they are duplicates. To delete a saved transaction, click the Find Record # Button found to the right of the Record number field. Enter the record number of the transaction you want to delete. Once the record is displayed, use the combination of the CTRL+DELETE keys or click the DELETE Button and verify that you want to delete the record. To clear the screen without deleting the transaction, select the F9 key or click the CLEAR Button. As discussed in subsequent sections, you may also delete a fee transaction from within the Time Manager Listing. 16 Orion Law Management Systems, Inc.

19 Fee Input and Edit Setting Options for the Fee Entry Button The Entry Options allows you to set various data entry options for the FEE ENTRY Button. These options are intended to maximize the efficiency of data entry. The Entry Options are accessed by selecting the Options Button from the FEE ENTRY Toolbar. When you choose the Entry Options, the following screen will appear: Figure 4 Entry Options Field Clear/Retain Fields on New Record Description ORION allows you to set Retain defaults. For instance, if you are entering time slips for one Timekeeper and they are grouped by Date and Client-Matter, then you would want to retain the Date field, the Client-Matter field and the Timekeeper field. After the initial time record is entered, all you are required to enter for remaining time record is the Activity Code, if applicable, and the Time. You may, however, override the retained information. Skip Fields Return to Field To retain a specific field, click in the box to the left of the field name. This will place a check mark in the box. To have ORION clear a field after saving a transaction, leave the box empty. You may tell ORION to skip the Activity field, the Timekeeper field, the Amount field, the Release field or all four fields when entering time. Place a check mark next to the field(s) you want to skip by clicking in the box to the left of the field name. You may also tell ORION which field to return the cursor to after saving every record. To designate the appropriate field, select the Return to from the LOOK-UP Button. Orion Law Management Systems, Inc. 17

20 Fee Input and Edit Field Insert Task Description Release When Saved Font Size for Fee Description Description The description associated with Phase-Task Code can be inserted into the Description field. Place a check mark to the left of the field name and after choosing the Phase-Task Code from Fee Entry, the description for this Code will be inserted into the Description field. By default, if all required fields are completed and the Matter is Open, ORION will RELEASE the transaction to Work-in- Process. By removing this check mark, you are telling ORION to SAVE the transaction but NOT as Work-in- Process. Instead, ORION will require that these transactions be RELEASED manually (either by you or an administrator). By default, the font size of the Fee Description is set to 8. This may be adjusted to enlarge the appearance of the text during the entry/edit/review process. Note that this does NOT change the size of the font as it appears on reports, prebills or invoices. 18 Orion Law Management Systems, Inc.

21 Smart Timers SMART TIMERS Fee or time transactions can also be entered by choosing the SMART TIMERS Button from the ORION Desktop Program Group Task Bar. Smart Timers are an easy and powerful way to keep track of time spent performing any task or activity Client related (i.e. phone calls, drafting/reviewing messages or on-line research). The SMART TIMER Manager is a floating window that organizes individual timers into a single view which is set to Stay on top of other windows and applications. Smart Timers will help you capture billable time that may have not have been noted otherwise. SMART TIMER BUTTON Orion Law Management Systems, Inc. 19

22 Smart Timers Adding Smart Timers To add a Smart Timer, choose the SMART TIMER Button from the ORION Desktop Program Group Task Bar. The following screen will appear: Figure 1 Smart Timer Manager Figure 2 Smart Timer 20 Orion Law Management Systems, Inc.

23 Smart Timers If at any time you would like to add a new Smart Timer, select the INSERT key or choose the NEW Button. Following are details on each of the fields to be completed on this screen. Field Client-Matter Description Description The Client-Matter field is used to identify the Client-Matter. Enter the Client and Matter number for the Smart Timer you are entering. If you do not know the correct number, you may use the F8 Look-Up Function or click the LOOK-UP Button. When you are in the Description field, you can increase entry speed with appending other Activity Code descriptions to the text by entering the Activity Code and striking the F3 key. To save the timer, you must either enter the Client-Matter or a Description. If neither is provided and you close this window, the timer will be removed from the SMART TIMER Manager. Orion Law Management Systems, Inc. 21

24 Smart Timers Starting and Stopping Smart Timers A timer can be started, stopped or reset by using buttons located on the toolbar of either the SMART TIMER or SMART TIMER Manager. To start a timer from the SMART TIMER Manager, place a check mark in the first column. The timer will change from red to green and the TIME will begin to increment. To stop the timer from the SMART TIMER Manager, remove the check mark from the first column. The timer will change from green to red and TIME will stop incrementing. If a SMART TIMER is running when an attempt is made to either close ORION 4.6 or to shut down the PC, an information message will appear providing options to either stop the SMART TIMER or to allow it to continue running. If the SMART TIMER is stopped, it is saved and can be accessed again after restarting the application. If the SMART TIMER is allowed to continue to run, it is saved along with the amount of time that has accrued. Once the application is restarted, each SMART TIMER that was running is updated with the time that has accrued since shutdown and will be restarted. In addition, the SMART TIMER MANAGER will appear with an indicator that there are ACTIVE TIMERS. 22 Orion Law Management Systems, Inc.

25 Smart Timers Resetting Smart Timers A timer can be reset by using the RESET Button located on the toolbar of either the SMART TIMER or SMART TIMER Manager. Orion Law Management Systems, Inc. 23

26 Smart Timers Removing Smart Timers A timer can be removed by using the REMOVE Button located on the toolbar of either the SMART TIMER or SMART TIMER Manager. 24 Orion Law Management Systems, Inc.

27 Smart Timers Creating a Fee from a Smart Timer A fee can be created from a SMART TIMER by choosing the BILL TIME Button located on the toolbar of either the SMART TIMER or SMART TIMER Manager. Once this option has been selected, a new fee transaction will be created with the DATE, CLIENT-MATTER, TIMEKEEPER, TIME and DESCRIPTION completed by the information contained in the SMART TIMER but may be edited prior to saving the fee. Once the fee transaction has been saved, ORION will update the FEE column with a check mark. If the BILL TIME Button is chosen for a timer where the FEE column contains a check mark, then you will have the option to either ADD or REPLACE time in the existing fee transaction or create a NEW fee. NOTE: When creating or updating an existing Fee from a timer, Time will be rounded based on your firm s default settings (tenths or hundredths) using the 4/5th rounding rule. Orion Law Management Systems, Inc. 25

28 Smart Timers Setting Options for Smart Timers Options are accessed by using the Options Button from the toolbar. These options are intended to provide you with customized views (the way in which information is displayed) and behavior. To enable an option, select the item from the drop-down menu. It will now have a check mark to the left of the field name. When you choose Options, the following screen will appear: Figure 3 Smart Timer Options Options Allow Multiple Active Timers Reset Clears Notes Minimize to the Windows System Tray Show Notes as Preview Line Word Wrap Preview Line Field Chooser Show Footer Description ORION allows you have more than one timer run at the same time. When this option is disabled, any active timers (timers that are running) will stop when another timer is started. This option will clear the Notes field (timer description) when the RESET Button from the toolbar is selected. This option, when enabled, will force the SMART TIMER Manager to only be accessible from the Windows System Tray via the Orion icon. When disabled, if the SMART TIMER Manager is minimized it will appear in the Windows Task Bar instead. The Notes associated with a timer can be displayed in the SMART TIMER Manager by selecting this option. Otherwise, to view the Notes (timer description), you will need to open the timer. When used in conjunction with the Show Notes as Preview Line, this will allow the full text to be viewed from the SMART TIMER Manager. Otherwise, only the first line will show. By default, the TIME, CLIENT-MATTER, CLIENT NAME, MATTER NAME and FEE status flag is displayed in the SMART TIMER Manager. You can remove any of these columns by selecting this option and dragging a column to the COLUMNS window. Fields can be added back by dragging a column from the COLUMNS window to the SMART TIMER Manager. By default, the footer that shows the count of timers (total and active) and the total time accrued from all timers is displayed in the SMART TIMER Manager. You can remove the footer by turning this option off. 26 Orion Law Management Systems, Inc.

29 Time Manager TIME MANAGER Fee or time transactions are managed by choosing the TIME MANAGER Button from the ORION Desktop Program Group Task Bar. The Time Manager should be reviewed daily to assure that all billable hours are entered. In addition to checking for missing time, the Time Manager is also an excellent and quick way to check your billable hours through the current month or year. New fee transactions may be entered by selecting the NEW Button from the toolbar. Fee transactions are viewed in detail using the Time Manager main grid and detail panel. A summary view is also provided via the Fee Calendar. Transactions can be edited, deleted, spell checked and reported on from the Time Manager. TIME MANAGER BUTTON Orion Law Management Systems, Inc. 27

30 Time Manager Launching the Manager To launch the Time Manager, choose the TIME MANAGER Button from the Task Bar. The following screen will appear: Figure 1 Time Manager The Time Manager is made up of three separate, but related panels. The lefthand side displays Fee (or time) transactions in detail. This panel is referred to as the Main Grid and is controlled by a Filter (or View) and the Fee Calendar. The Detail Panel provides additional information about the Fee transaction such as the Description, who entered it and the date the Fee was entered. The Fee Calendar provides a summary of Hours and Amount by Timekeeper and Date. Fee transactions can spell checked from the TOOLS Button. Reports for Fee transactions can be printed in summary or detail by using the REPORTS Button. 28 Orion Law Management Systems, Inc.

31 Time Manager Figure 2 Time Manager By selecting the Full Calendar Button from the TIME MANAGER toolbar, the panels adjust to offer more statistics, including a comparison of actual time versus budget in most a summary table and graphical view by selecting the Show Chart Button. Figure 3 Show Chart Button Orion Law Management Systems, Inc. 29

32 Time Manager Figure 4 Time Manager Chart 30 Orion Law Management Systems, Inc.

33 Time Manager Filter Settings for On-Screen Listing The Main Grid for the Time Manager is controlled by either the Filter settings or by the Fee Calendar. The Filter allows you to specify a range of transactions to display in the Main Grid. When you choose Filter setup from the toolbar, the following screen will appear: Figure 5 Filter Setup Following are details on each of the options found in Filter Setup. Options Date Range Status Description Enter a date range for the transactions you want to view. You may manually enter the dates or use the POP-UP CALENDAR Button in each field to choose your dates. The date entered here can apply to either the Date of Work or Date of Entry. Place a check mark in the appropriate box(es) to specify whether you want the list to display Incomplete Fees, Unreleased Fees, Unbilled Fees (WIP), Billed Fees, or all of the above. A Fee transaction that is either missing a required field, contains invalid information or is related to a Matter that is closed, is identified as Incomplete. An Unreleased Fee is one that either was Saved as Unreleased, imported from another program as an Unreleased Fee, or was created by one of several functions from ORION s Practice Management system. Orion Law Management Systems, Inc. 31

34 Time Manager Options Client-Matter Timekeepers Folder Entry IDs Folder Description To view time for all Client-Matters, place an asterisk in the left most part of the Client field. To view time for all Matters for one Client, enter the Client Number and then enter an asterisk in the left most part of the Matter field. To view time for one Client-Matter only, enter a Client and a Matter number. The F8 Look-Up Function and the LOOK-UP Button are available in this field. If you are a Timekeeper, the criteria will default to the Current Person. If you are not a Timekeeper, the criteria for transactions will default to All. Timekeepers can be Selected from the Available list. This list is based on Proxy. If you are a Timekeeper, the criteria will default to All. If you are not a Timekeeper, the criteria for transactions will default to Current Person. Entry IDs can be Selected from the Available list. This list is based on Proxy. The second method of displaying Fee (or Time) transactions in the Main Grid, is to use the Fee Calendar. This is accomplished by using the mouse and doubleclicking on either a day, week total, or by selecting multiple days (using the mouse and dragging across several days). Doing so, places the Main Grid into Calendar Mode, where the Fee Calendar now controls which Fee transactions are displayed in the Main Grid. 32 Orion Law Management Systems, Inc.

35 Time Manager Fee Calendar The FEE CALENDAR allows you to view time entered in the ORION system for any given month for yourself or any Timekeeper for whom you have proxy rights. Options ID Viewing Options Description Enter the ID of the Timekeeper you would like to view or leave the field blank to view all Timekeepers (available only in unrestricted mode). If you are a Timekeeper, the Calendar will default to your initials. You may use the F8 Look-Up Function or click the LOOK-UP Button to locate a valid ID. Note that choosing to view the Calendar for all Timekeepers may significantly increase processing time. When you first enter the Calendar, ORION defaults to Billable and Non-Billable Time, Billed and Unbilled at its Original Value. You may change these specifications by changing the options in the drop down boxes from the Full Calendar. You may choose to view Billable and Non-Billable Time, Billable Time Only or Non-Billable Time Only. You may choose to view time by billing status - Billed Time, Unbilled Time or Both and you may specify what values to display - Original Amount, Billed Amount or Write Ups/Downs. When you first enter the Fee Calendar, ORION defaults to the current month and year. Click the arrow keys to move up or back a month at a time. The Weekly Total can be toggled on/off by right-clicking using the mouse button on the Fee Calendar and choosing Show Weekly Total. Monthly and annual totals are also provided from the Time Statistics folder. To view actual hours versus budgeted hours, select the Budget Information folder. A budget must have been set up through the User Manager in order for this option to be valid. To print your Fee Calendar, right-click using the mouse button on the FEE CALENDAR and choose the PRINT CALENDAR option. Orion Law Management Systems, Inc. 33

36 Time Manager Adding a Fee Transaction A Fee transaction can be added by selecting the NEW Button or by choosing the INSERT key from the keyboard. For more information, see ADDING FEE TRANSACTIONS above. 34 Orion Law Management Systems, Inc.

37 Time Manager Editing a Fee Transaction A Fee transaction, including the original time, can be edited as long as the time is yours, you entered the transaction or you have proxy rights to the transaction. The system will track when the original time has been modified and produce an audit trail. A billed transaction cannot be edited. NOTE: Editing a fee transaction is not the proper manner in which to write up or write down time. This should be done from within the Billing Preparation Program. Original time should only be changed if a mistake was made entering the time. To edit a saved transaction from the Time Manager, double-click on the Fee transaction. Once the record is displayed, make any necessary changes and either select the F10 key or click the SAVE Button to save your changes. To clear the screen without saving your changes, select the F9 key or click the CLEAR Button. To edit more than one record at a time from the Time Manager, select the transactions from the Main Grid, right-click (using the mouse button) and choose Edit Selected. When you choose Edit Selected, the following screen will appear: Figure 6 Edit Selected Options Date Client-Matter Description Enter the Date that you would like to change the selected Fee transactions to. You may manually enter the date, use the F8 Look-Up Function or click the POP-UP CALENDAR Button, to choose your date. Enter the Client-Matter number that you would like to change the selected Fee transactions to. If you do not know the correct number, you may use the F8 Look-Up Function or click the LOOK-UP Button. Orion Law Management Systems, Inc. 35

38 Time Manager Options Phase-Task Timekeeper/Person Description Enter the Phase-Task that you would like to change the selected Fee transactions to. If you do not know a valid code, you may use the F8 Look-Up Function or click the LOOK-UP Button. Enter the initials for the Timekeeper that you would like to change the selected Fee transactions to. If you do not know a valid ID, you may use the F8 Look-Up Function or click the LOOK-UP Button for a list of valid IDS. Select the OK Button to accept the change(s) or CANCEL to close without saving any changes. 36 Orion Law Management Systems, Inc.

39 Time Manager Deleting a Fee Transaction A fee transaction can be deleted as long as the time is yours, you entered the transaction or you have proxy rights to the transaction. A billed transaction cannot be deleted. NOTE: Deleting a fee transaction is not the proper manner in which to write down time to zero. This should be done from within the Billing Preparation Program. Transactions should only be deleted if entered in error or if they are duplicates. To delete a saved transaction from the Time Manager, double-click on the Fee transaction. Once the record is displayed, use the combination of the CTRL + DELETE keys or click the DELETE Button to delete the Fee transaction. To delete more than one record at a time from the Time Manager, select the transactions from the Main Grid, and use the combination of the CTRL + DELETE keys or click the DELETE Button from the toolbar. Orion Law Management Systems, Inc. 37

40 Time Manager Spell Checking and Search and Replacing The ORION Speller Program will check the spelling of words entered in the Description field of a fee transaction. You can also perform a search and replace function on a range of transactions. The Speller Program should be run after every fee entry session. The vast majority of edits on descriptions should be done at the time of entry and not at the time of billing. To access the Speller Program, click on the TOOLS Button and select SPELL AND REPLACE. The following screen will appear: Figure 7 Speller Program The ORION Fees Spell Checker will check the spelling of words. Words in the Fee Descriptions are compared with words in the dictionary. If a word is not found in the dictionary, the program highlights it and checks for phonetic alternates in the dictionary. You are able to replace the word with an alternate spelling, edit the word, skip the word or add it to the dictionary. The ORION Fees Search and Replace function allows you to search and replace words entered in the Description field. You can replace all occurrences of the word or only certain occurrences. Upon completing Fee Entry and Edit, you should run a Fee Report to verify your work. To run this report, choose the Fee Report option from the REPORTS Button and the following screen will appear: 38 Orion Law Management Systems, Inc.

41 Time Manager Fee Report Figure 8 Reports Button Figure 9 Fee Report The Fee Report lists fee transactions in various sort orders with optional restrictions. It is intended for checking your entries so the Time and Dollar amounts shown on the report reflect the last edited amount. Orion Law Management Systems, Inc. 39

42 Time Manager Using Other Tools in the Time Manager The Tools Menu allows you to set various options for which fields appear in the Main Grid, Detail Panel and whether the Grouping Panel is displayed. Additionally, selected Fee transactions can be RELEASED to Work-in-Process (Unreleased Fee transactions) or COMBINED. The Tools Menu is accessed by using the right-click mouse button in the Main Grid or by choosing the TOOLS Button from the toolbar. When you choose the Tools Menu, the following screen will appear: Figure 10 Tools Menu Options Combine Fees Release Fees Define Views Find (CTRL+F) Description Fee transactions can be merged or combined into one by selecting multiple Fee transactions from the Main Grid and choosing COMBINE FEES from the Tools Menu. Fee transactions can only be merged if they are entered for the same Date, Client-Matter and Timekeeper. Otherwise, the operation will be canceled. Multiple Unreleased Fee transactions can be released by selecting them from the Main Grid and choosing RELEASE FEES from the Tools Menu. If it is determined that one or more Fee Transactions cannot be released, an information message will appear and only those Fee Transactions that are valid will be released. This option is reserved for the Administration of the system and is used to edit or define new options for the Time Manager View pull-down. You can locate specific Fee transactions within a larger list based on information contained in either the Client Name, Matter Name or the Fee Description. 40 Orion Law Management Systems, Inc.

43 Time Manager Options Select Grid Fields Select Detail Fields Show Selected Only Show Grouping Panel Show Description Description You can add or remove columns displayed in the Main Grid by choosing Select Grid Fields from the Tools Menu and dragging and dropping them to the column header. Column widths and the order that they appear can also be adjusted. You can add or remove fields displayed in the Detail Panel by choosing Select Detail Fields from the Tools Menu. The order in which they appear can also be adjusted. By default, records are selected by using the Find (CTRL+F) function above. This list is a subset of the original list. To go back to the full list, simply choose this option. Doing so removes a check-mark indicating that only specific records are being viewed (as opposed to the full list). You can add or remove the Grouping Panel by choosing this option. The Grouping Panel provides an advanced way for sorting and grouping Fee records from within the Time Manager Main Grid. By default, the Fee Description is not displayed in the Main Grid. When this option is enabled, the Fee Description will appear just below the Fee transaction in the Time Manager Main Grid. Orion Law Management Systems, Inc. 41

44 Contacts CONTACTS The ORION Contacts Manager offers a quick and easy way to locate information on Clients and their associated Matters. It also gives you the ability to maintain a list of contacts for the Client as well as make minor edits to the Client and Matter information set up through the Client and Matter Input programs. CONTACTS BUTTON To enter the Contacts Manager, choose the CONTACTS Button from the ORION Desktop Program Group Task Bar. The following screen will appear: Figure 1 Contact Listing Use the,, PAGE UP and PAGE DOWN keys or the scroll bar to move through the list to find your Client. You can also begin typing the Client s name in the File As field and ORION will move the cursor to the first instance it finds matching the letters you typed. The Find (CTRL+F) option will perform a search throughout the entire Client Name and is useful when you are unsure of what the Client Name begins with. 42 Orion Law Management Systems, Inc.

45 Contacts Contact Information Detail information about the Client is available in both the Detail Panel on the right-hand side of the screen and by double-clicking on the selected Contact record from the Contact Main Grid. Make any necessary edits and click the SAVE Button. Orion Law Management Systems, Inc. 43

46 Contacts Matters Folder To view the Matters of a particular Client, click on the Matters Folder while the Client Name is highlighted in the Contact List. The following screen will appear: Figure 2 Matters Folder Options Description Search To locate a particular Matter for the specified Client, use the,, PAGE UP and PAGE DOWN keys or the scroll bar to move through the list to find your Matter. You can also begin typing the Matter s name in the Name field and ORION will move the cursor to the first instance it finds matching the letters you typed. Matter Info Double-click on a Matter to see additional information. Make any necessary edits and click the SAVE. 44 Orion Law Management Systems, Inc.

47 Contacts Related Contacts Folder To view the Related Contacts of a particular Client, click on the Related Folder while the Client Name is highlighted in the Contact List. The following screen will appear: Figure 3 Related Contacts Folder Options Search Related Contact Info Description To locate a particular Related Contact for the specified Client, use the,, PAGE UP and PAGE DOWN keys or the scroll bar to move through the list to find your Contact. You can also begin typing the Contact s name in the File As field and ORION will move the cursor to the first instance it finds matching the letters you typed. Double-click on a Related Contact to see additional information. Make any necessary edits and click the SAVE Button. Orion Law Management Systems, Inc. 45

48 Contacts Adding Contacts To add a Contact, choose the NEW Button from the Main Toolbar. The following screen will appear: Figure 4 Contact Entry/Edit Following are details on each of the options found in Contact Setup. Options Type Name/Title/File As Type of Contact Phone/Address/ Information Description Select either Person or Company. Based on the option chosen, certain logic is used when completing the remaining fields. If the Contact is a Person, then simply enter the Contact s name using their proper name. If the Contact is a Company, then enter the Company s name. If the Contact is a Person, then the Title field is available for entry. The File As, also known as the Sort Name, will be automatically updated based on the Contact Type and the Name entered. If the Contact is a Client, then select Client from the pull-down list. The options available in this list are controlled by the System Administrator and whether or not the firm has purchased ORION s Practice Management system. If this Contact is a Client, many of these fields may be required. After entering the required information, click the SAVE Button. 46 Orion Law Management Systems, Inc.

49 Contacts Intake Process The Intake Process is an electronic form, separated into stages, by which you tell the system and your accounting department that you want to initiate the establishment of a Contact as a Client and a Case a Matter. Each stage is assigned to either a specific person or group. In some firms, there may be several stages involved in the process of completing information required to open up a new Client. In other firms, there will only be one stage, which is assigned to the file maintenance person to complete. Options Client Intake Description Once the Contact has been saved, you can initiate the Client Intake Process by selecting the NEW Button from the Contact Toolbar followed by INTAKE AS NEW CLIENT: Figure 5 Contact Entry/Edit Client Intake Orion Law Management Systems, Inc. 47

50 Contacts Figure 6 Client Intake After confirming that you wish to begin the CLIENT INTAKE PROCESS, the following screen will appear (or one similar): All fields which have a RED * next to it, are required fields and you will not be able to complete that stage until values are entered into those fields. After completing the information that you are required to enter, mark that section COMPLETED before selecting the OK Button. Once this has been done, the Intake form is passed onto the next person for data entry (or completion). Options Matter Intake Description Once the Client Intake is complete, you can initiate the Matter Intake Process by selecting the NEW button from the Contact Toolbar followed by OPEN MATTER FOR THIS CLIENT. 48 Orion Law Management Systems, Inc.

51 Contacts Figure 7 Contact Entry/Edit Matter Intake Orion Law Management Systems, Inc. 49

52 Contacts After confirming that you wish to begin the MATTER INTAKE PROCESS, the following screen will appear (or one similar): Figure 8 Matter Intake All fields which have a RED * next to it, are required fields and you will not be able to complete that stage until values are entered into those fields. After completing the information that you are required to enter, mark that section COMPLETED before selecting the OK Button. Once this has been done, the Intake form is passed onto the next person for data entry (or completion). 50 Orion Law Management Systems, Inc.

53 Conflict of Interest CONFLICT OF INTEREST The ORION Conflict of Interest Program is fully integrated with the File Maintenance Manager and Client-Matter Intake Processes. Total integration with these modules provides the following advantages: 1. Automatic Update of Client Name 2. Automatic Update of Matter Name 3. Automatic Update of Adverse Party 4. Automatic Update of Opposing Counsel 5. Automatic Update of File Opened and Closed Dates 6. Automatic Update of Originating and Responsible Attorneys Each time a new Client or Matter is entered or revised, the Conflicts database is updated with the information. Of course, more information or additional Conflicts Records may be entered at any time. When the accounting department opens a new Client-Matter, it can potentially, depending on the type of case and which fields are completed, create four conflict records: 1. Client Name Client Relationship 2. Matter Name Matter Relationship 3. Adverse Party Name Adverse Party Relationship 4. Opposing Counsel Opposing Counsel Relationship In addition to the above four records, more conflict records can be entered as required. In addition, information can be entered under search notes for an existing conflict record. Each word in the Search Notes field is indexed. Therefore, a searched word (if found in the notes area) will display the appropriate conflict record. CONFLICT SEARCH BUTTON Orion Law Management Systems, Inc. 51

54 Conflict of Interest To enter the Conflict of Interest Program, choose the CONFLICT SEARCH Button from the ORION Desktop Program Group Task Bar. The following screen will appear: Figure 1 Conflict of Interest There are two ways to search for a Conflict. The first, and most common, is used to do a single search. The second way, known as the Batch Search, will allow you to perform multiple searches in a single pass. 52 Orion Law Management Systems, Inc.

55 Conflict of Interest Single Search To perform a Single Conflict search, simply type in the word or words you want to search in the Search Box and click the SEARCH NOW Button. For example, using an asterisk (*), you can search for Peter*. This will find the words, Peter, Peters, Peterson, etc. You can also replace characters in a word with a question mark (?). For example, searching Sn?der will find Snider and Snyder. You may use multiple words in your search criteria and link the words logically with an OR or an AND link. For instance, if you enter the words Peter and Snider, you can choose PROXIMITY-ANY as your search type and the system will find only those records where both the words Peter and Snider are contained somewhere in the Conflicts record. To further narrow down your search, you could specify Peter Snider as your search with the criteria set to PROXIMITY, and the number of words within proximity of each other. In this instance, ORION will look for records where the word Peter is within X number of words of Snider (where X represents the number of words which may separate each word).. If you have run a search and the system finds numerous records, you can then choose to do a subset search. Change your search criteria to further narrow your search and choose the Subset Box. ORION will search only those conflict records currently listed on the screen (those found in the initial search). You may choose what fields to include in the search. By selecting a field to include in the search, ORION will search only within the specified fields. Figure 2 Search Results Orion Law Management Systems, Inc. 53

56 Conflict of Interest ORION displays the search results on the screen. To change the order of the displayed search results, click on the column that you would like to sort the results by (either ascending or descending). In addition, you may choose what information is listed on the screen and/or printed on the report by right-clicking and choosing Select Grid/Detail Fields within the results screen. To move a column, simply point the cursor to the column title and drag the column with the left mouse button depressed. The width may also be adjusted by pointing the cursor to the line which divides the column headers (the cursor will change to vertical bars) and dragging the width either left or right with the left mouse button depressed. Figure 3 Selecting Grid/Detail Fields 54 Orion Law Management Systems, Inc.

57 Conflict of Interest Batch Search To use the Batch Conflict Search Program, choose the BATCH SEARCH Button from the Search Engine toolbar. The following screen will appear (note the subtle change in the upper right-hand side of the Search Box): Figure 4 Batch Search The Batch Conflict Search Program is similar to the Single Search Program with the following exceptions: 1. The Batch Search allows you to execute more than one search at a time. You can execute as many simultaneous searches as you prefer. For example, if you were ready to engage five new clients, each considered a separate search, then you can enter 5 separate searches. Each search will be denoted by a separator bar on screen and when printed will be given a page break. 2. You cannot execute Subset searches on results displayed by using the Batch Conflict Search Program. Orion Law Management Systems, Inc. 55

58 Conflict of Interest To use the program, simply enter the words you wish to search for and specify whether each line is to be a PROXIMITY, OR or a STRING search. When you have completed your search criteria, click the BATCH SEARCH Button to perform the search. To print the search results, choose the REPORTS Button and direct your output to the Printer or the Screen. 56 Orion Law Management Systems, Inc.

59 Conflict of Interest Searching for Related Records The Search for Related Info feature allows you to expand your search to all records related by Client or Client Matter. By highlighting the record for which you want to perform the Search for Related Info, right-click and choose either Search using Client Code or Search using Client-Matter Code. ORION will find all Conflict Records using the same Client Code or Client-Matter Code and display them for you. You can also batch searches together by selecting multiple Conflict Records resulting by a search, and right-clicking to choose the Client Code or Client-Matter Code search. Each set of Search Records will be separated by a grey bar which includes the Client Code or Client-Matter Code information for reference. The displayed hits can then be printed. Figure 5 Extended Search Orion Law Management Systems, Inc. 57

60 Conflict of Interest Editing Conflict Records To edit a record found in the search, click on the record and choose the Edit Button from the Toolbar or double-click using the left mouse button. The following screen will appear: Figure 6 Edit Conflict Record After making any necessary changes, click the SAVE Button. To delete the record, click the DELETE Button. Be very careful about deleting Conflict records - it is much better to have too many records than to miss a potential conflict. 58 Orion Law Management Systems, Inc.

61 Conflict of Interest Adding New Conflict Records To add a new Conflict record, choose the NEW Button. The following screen will appear: Figure 7 New Conflict Record You may add as many conflict records as you wish and the following fields may be completed. Field Name Employer DBA, AKA TAX ID/SSN Relationship Description Enter the name of the Client, adversary, witness, etc. You are required to complete the Name field in order to save the record. Enter the employer, if applicable. If applicable, enter the doing business as or the also known as information. Enter the federal tax identification number or social security number. This is an informational field only and can be used for any type of relevant information. Enter the Relationship the Conflict Record has with the firm (i.e., Adverse party, Opposing Counsel, Director, etc.). For a list of valid relationships, you may use the F8 Look-Up Function or click the LOOK-UP Button. You must complete this field in order to save the record. Orion Law Management Systems, Inc. 59

62 Conflict of Interest Field Client-Matter Code Date Opened/Closed Originating/ Responsible Attorney System Notes and Additional Information Description Enter the related Client-Matter number. For a list of valid Client-Matter numbers, use the F8 Look-Up Function or click the LOOK-UP Button. Note that if the relationship is Client, only the Client Number is required. The Client-Matter field is a required field and must be completed before you can save the record. Enter the opened and closed dates for the associated matter. Enter the originating and responsible attorneys. For a list of valid attorneys in either field, click on the LOOK-UP Button. This is an unlimited free form text field and can be completed with any information deemed necessary. The information entered here is indexed and fully searchable. Once you have completed entering the information, click the SAVE Button to save the record. To clear the screen without saving the record, select the F9 key. 60 Orion Law Management Systems, Inc.

63 Conflict of Interest Conflict Search History ORION tracks all SEARCH HISTORY providing the firm with the knowledge of when a search was performed, who performed the search, what the criteria was and whether there were any hits. To view the SEARCH HISTORY, click on the TOOLS Button from the Toolbar and then select the SEARCH HISTORY Button. The following screen will appear: Figure 8 Conflict Search History Orion Law Management Systems, Inc. 61

64 Conflict of Interest Rebuild Searches There will be times when the file that contains the indexed search words will need to be rebuilt. You will usually only do this after having been instructed to do so by ORION Law Management Support Personnel. This file is the map to the conflicts records and is the file searched when you do a Conflict Search. To rebuild the word search file, click on the TOOLS Button from the Toolbar and then select the REBUILD INDEXES Button. Depending on the size of your Conflict Records database, this procedure may take a significant amount of time. 62 Orion Law Management Systems, Inc.

65 Matter Status MATTER STATUS Matter Status is a powerful on-screen inquiry program that allows you to access up-to-the-minute information on a Client s aged accounts receivable, aged work in process, billing and payment history, and trust and retainer activity. Matter Status is an inquiry program only and no changes can be made to data from within this program. MATTER STATUS BUTTON To view the status of a Client-Matter, choose the MATTER STATUS Button from the ORION Desktop Program Group Task Bar. The following screen will appear: Figure 1 Matter Status Enter a valid Client and Matter code. If you would like to view the status of all matters for a Client, enter the Client Code and an asterisk (*) in the Matter field. You may use the F8 Look-Up Function or the LOOK-UP Button to locate a valid code. Orion Law Management Systems, Inc. 63

66 Matter Status Status Folder The Status Folder provides some general information on the Client-Matter as well as system to date numbers. Following is a list of each of the categories displayed and a brief explanation of each. Field Responsible Opened Closed Type of Law Fee Arrangement Bill Status Quoted Price Last Billing Date/Amount Last Payment Date/Amount Work-in-Process Accounts Receivable Retainer Balance Trust Balance Billed Fees Billed Costs Billed Expenses Billed Interest Description This field contains the Timekeeper named assigned as the Responsible (Billing) Attorney in the Matter Input and Edit Program. This is the date the Matter was opened. This is the date the Matter was closed. If blank, the Matter is still Open. This is the Type of Law assigned in the Matter Input and Edit Program. The fee arrangement will be hourly, flat fee, contingency or non-billable. This field will contain selected, deferred or invoiced. This field will contain, when entered, a price quoted for legal services. This reflects the Last Invoice Date and Amount of the last posted Invoice for the Matter. This reflects the Last Payment Date and Amount entered for the Matter, regardless of whether or not it has been applied and/or posted. This reflects the current value of all time and expenses which has not been invoiced. This reflects the current value of all time and expenses unpaid by the Client. This field will reflect Retainers Applied as Payments, regardless of whether or not they are applied and/or posted. This field will reflect Trusts Applied as Payments, regardless of whether or not they are applied and/or posted. This amount represents total billed fees system to date but it does not reflect amounts contained in unposted invoices. This amount represents total billed client advances system-todate but it does not reflect amounts contained in unposted invoices. This amount represents total billed expenses system-to-date but it does not reflect amounts contained in unposted invoices. This amount represents total billed interest system to date but it does not reflect amounts contained in unposted invoices. 64 Orion Law Management Systems, Inc.

67 Matter Status Field Paid Fees Paid Costs Paid Expenses Paid Interest Credits/Write-Offs Description This amount represents total paid fees (PMT, RAP and TAP transactions) system to date but it does not reflect amounts contained in unposted payments. This amount represents total paid client advances (PMT, RAP and TAP transactions) system-to-date but it does not reflect amounts contained in unposted payments. This amount represents total paid expenses (PMT, RAP and TAP transactions) system-to-date but it does not reflect amounts contained in unposted payments. This amount represents total paid interest (PMT, RAP and TAP transactions) system to date but it does not reflect amounts contained in unposted payments. This amount represents total write-offs and credits, system-todate, broken down by Fees, Costs, Expenses and Interest, but it does not reflect amounts contained in unposted transactions. Orion Law Management Systems, Inc. 65

68 Matter Status Receivables Folder To view Aged Accounts Receivable for the Client-Matter, choose the Receivables Folder. The following screen will appear: Figure 2 Receivables Folder The Receivables Folder displays aged accounts receivable for the Client-Matter. The receivables are broken down into Aging Categories and by Fees, Costs, Expenses and Interest. The figures in this section do not reflect unposted invoices or unapplied accounting transactions (as seen by right-clicking with the mouse on the Special Status Notice indicator). Figure 3 Special Status Notice Indicator 66 Orion Law Management Systems, Inc.

69 Matter Status Work-In-Process Folder To view Work-in-Process for the Client-Matter, choose the Work-in-Process Folder. The following screen will appear: Figure 4 Work-In-Process Folder The Work-in-Process Folder displays Work-in-Process in aging categories broken down by Fees, Costs, Expenses and Interest. To view a list of fees that are in Work-in-Process, click on the word Fees found in bold and underscored. The following screen will appear: Figure 5 Fees Work-In-Process No changes can be made to the Fees through this program as it is for inquiry purposes only. Orion Law Management Systems, Inc. 67

70 Matter Status To view a list of Costs that are in Work-in-Process, click on the word Costs found in bold and underscored. The following screen will appear: Figure 6 Costs Work-In-Process No changes can be made to the Costs through this program as it is for inquiry purposes only. To view a list of Expenses that are in Work-in-Process, click on the word Expenses found in bold and underscored. The following screen will appear: Figure 7 Expenses Work-In-Process No changes can be made to the Expenses through this program as it is for inquiry purposes only. 68 Orion Law Management Systems, Inc.

71 Matter Status To view a list of Interest charges that are in Work-in-Process, click on the word Interest found in bold and underscored. The following screen will appear: Figure 8 Interest Work-In-Process No changes can be made to the Expenses through this program as it is for inquiry purposes only. Orion Law Management Systems, Inc. 69

72 Matter Status A/R Ledger Folder To view an on-screen history of Invoice and Accounting Transactions for the Client-Matter, choose the A/R Ledger Folder. The following screen will appear: Figure 9 A/R Ledger You may choose to view all transactions or to start your list from a particular date or from the first open Invoice. When the list is originally displayed, it is listed in order by transaction date and the right hand column shows the net balance due for the Client-Matter. Click the Reference column to display the list in Invoice Number order. The right hand column will now show the balance due on each individual Invoice. Click on the Set Listing Start Date Button to enter a starting date for transactions if you have chosen to view transactions from a particular date on. 70 Orion Law Management Systems, Inc.

73 Matter Status To view the detail or reprint an Invoice listed on the screen, double-click using the right mouse button on the specific Invoice and choose to send the Invoice to the printer or the screen. The Invoice will be reprinted using the Invoice Style set up in the Matter file. The screen will appear as follows: Figure 10 Invoice Detail To reprint the Invoice, click on the Reprint Invoice Button and choose to send the Invoice to the printer or the screen. The Invoice will be reprinted using the Invoice Style selected on this screen. To view the details of an accounting transaction, double click on the specific payment. The screen will appear as follows: Figure 11 Accounting Transaction Detail The program will display the record number of the transaction, the amount of the accounting transaction and how much is applied and unapplied and the Invoice(s) to which it is applied. Orion Law Management Systems, Inc. 71

74 Matter Status Retainer and Trust Folder To view an on-screen history of Retainer or Trust Transactions for the Client- Matter, choose the Retainer and Trust Folder. The following screen will appear: Figure 12 Retainer History To view the detail of a specific Retainer Transaction on the screen, double click on the transaction. The following screen will appear: Figure 13 Retainer Detail The program will display the record number and date of the transaction, the accounting code of the transaction, the description and invoice number of the application. 72 Orion Law Management Systems, Inc.

75 Matter Status To view an on-screen history of Retainer or Trust Transactions for the Client- Matter, choose the Retainer and Trust Folder. The following screen will appear: Figure 14 Trust History To view the detail of a specific Trust Transaction on the screen, double click on the transaction. The following screen will appear: Figure 15 Trust Detail The program will display the record number and date of the transaction, the accounting code of the transaction, the description and invoice number of the application. Orion Law Management Systems, Inc. 73

76 Matter Status Budget Folder To view Budget analysis for the Client-Matter, choose the Budget Folder. The following screen will appear: Figure 16 Budget Folder 74 Orion Law Management Systems, Inc.

77 Matter Status Details Folder To view Accounting Details for the Client-Matter, choose the Details Folder. The following screen will appear: Figure 17 Details Folder Figure 18 Billing Information Button Orion Law Management Systems, Inc. 75

78 Matter Status Printing a Matter Status Report To print a Matter Status Report including full Billing and Payment History, click the PRINT Button. The order in which the history will print is based on the display options you set while viewing the A/R Ledger. Figure 19 Print Button Figure 20 Client-Matter Status Report 76 Orion Law Management Systems, Inc.

79 Processes View (Client and Matter Intake) PROCESSES VIEW (CLIENT AND MATTER INTAKE) Processes is a View dedicated to providing an up-to-the-minute listing of all outstanding Client and Matter Electronic Intake Forms. Although designed as an inquiry program, edits to outstanding Intake Forms is allowed. PROCESSES BUTTON To view the status of a Client or Client-Matter Electronic Intake, choose the PROCESSES Button from the ORION Desktop Program Group Task Bar. The following screen will appear: Figure 1 Intake Process Status By default, the list only shows those items assigned to the current User (you). You may also view All Open Items or Open and Completed. Orion Law Management Systems, Inc. 77

80 Processes View (Client and Matter Intake) Edit an Intake Item To Edit and item still in the Intake Process, select the item from the list and choose the Edit Button from the Toolbar or double-click using the left mouse button. The following screen will appear: Figure 2 Matter Intake After making the necessary edits, mark that section complete and select the OK Button. If however, the Intake needs to be Deleted, select the Delete from Intake Button. 78 Orion Law Management Systems, Inc.

81 Processes View (Client and Matter Intake) Completing an Intake Item Based on access rights provided by the Accounting Department, Users may Complete and Intake Item by selecting the Complete Intake Button from the Toolbar or from within the Intake form itself. Completing an item in Intake allows the User to assign either a Client or Matter Number. Orion Law Management Systems, Inc. 79

82 Payment Calendar PAYMENT CALENDAR The Payment Calendar is an on-screen inquiry program that allows you to access up-to-the-minute information on Payments (PMT s, RAP s, TAP s and RDP s) received by the Accounting Department. The Payment Calendar is an inquiry program only and no changes can be made to data from within this program. PAYMENT CALENDAR BUTTON To view a listing of Payments received by day, week or month, choose the PAYMENT CALENDAR Button from the ORION Desktop Program Group Task Bar. The following screen will appear: Figure 1 Payment Calendar 80 Orion Law Management Systems, Inc.

83 Payment Calendar The Payment Calendar is made up of three separate, but related panels. The left-hand side displays Payment (PMT s, RAP s, TAP s and RDP s) transactions in a listing type format. This panel is referred to as the Main Grid and is controlled by a Filter and the Payment Calendar. The Detail Panel provides additional information about the Payment transaction such as the Transaction Number, Date, Type of Payment, Check Number, Amount, Description, Status, who the Payment was Received From, and how much is applied and unapplied and the Invoice(s) to which it is applied. The Payment Calendar provides a summary by either Responsible, Originating or Working Timekeeper by Date. By default, the program will display Payments (PMT s, RAP s, TAP s and RDP s) received for the current day based on the Responsible Timekeeper. The second method of displaying Payment transactions in the Main Grid, is to use the Payment Calendar. This is accomplished by using the mouse and doubleclicking on either a day, week total, or by selecting multiple days (using the mouse and dragging across several days). Doing so, places the Main Grid into Calendar Mode, where the Payment Calendar now controls which Fee transactions are displayed in the Main Grid. Figure 2 Show Chart Button Following are details on each of the graphing options found when selecting this button. Options Type of Law Responsible Attorney Originating Attorney Location Received By Department Payment Type Description Graph by type of law. Graph by responsible attorney. Graph by originating attorney. Graph by location. Graph by received by. Graph by department. Graph by payment type. Orion Law Management Systems, Inc. 81

84 Payment Calendar Figure 3 Payment Calendar Graph 82 Orion Law Management Systems, Inc.

85 Check Request CHECK REQUEST The Check Request program is an electronic form, separated into stages, by which you tell the system and your accounting department that you want to request a check for payment of things like court fees. Each stage is assigned to either a specific person or group. Unlike the Client or Matter Intake Process, the Check Request program only has two stages. CHECK REQUEST BUTTON To view a listing of Check Requests or to add a new Check Request, choose the CHECK REQUEST Button from the ORION Desktop Program Group Task Bar. The following screen will appear: Figure 1 Check Request Listing Orion Law Management Systems, Inc. 83

86 Check Request Adding Check Requests To add a Check Request, choose the NEW Button from the Toolbar. The following screen will appear: Figure 2 Check Request Entry/Edit Following are details on each of the fields to be completed on this screen. Fields Requested By Approved By Payable To/Address/ Tax ID Number Check Amount Description The Requested By is the person requesting the check. The Entered By is automatically tracked (as the person who initiated the Check Request). The Approved By is the person who has approved the request. The Payable To is the person, company or court who the check is for. This information is used to identify the Vendor (either new or existing) and is what prints on the check. The Check Amount is the amount that will print on the check. 84 Orion Law Management Systems, Inc.

87 Check Request Fields Check Needed By Invoice Number Description The Check Needed By is the date (and time) by when the check is to be given to the person, company or court. The Invoice Number is the invoice number provided by a Vendor. The Additional Info section is used when this request is related to a Client- Matter. Fields Client-Matter Timekeeper Use Retainer/Account/ Use Trust Account Return Options Description Description The Client-Matter field is used to identify which Matter the request is being made on behalf of. Enter the Client and Matter number for the request you are entering. If you do not know the correct number, you may use the F8 Look-Up Function or click the LOOK-UP Button. The Timekeeper defaults to FIRM. Typically, this is used to identify the Attorney who the check is for or the Attorney who is managing the Matter. If the Matter has either Retainer or Trust and you prefer the funds be issued from one of these designations, then select either Use Retainer Account or Use Trust Account. Otherwise, these fields should be left blank. After printing the check, the Requester may ask that the check be returned to them, or sent via Mail. Otherwise, it can be stipulated in the Description field by selecting Other.. This is typically used to identify what the check is for. In addition, if the Requester has identified Other in the Return Options field, this may also include special instructions for the accounting department for proper routing of the check. After completing the electronic form, it is routed to the accounting department and shows as a new Check Request ready for review, approval and check processing. Note that only the Entered By, Requested By or someone in accounting may edit the Check Request after it is saved. Orion Law Management Systems, Inc. 85

88 Check Request Editing Check Requests To make changes to the Check Request, choose the EDIT Button from the Toolbar after selecting the item from the Check Request Listing. Edits are allowed for only the Entered By, Requested By or someone in accounting. 86 Orion Law Management Systems, Inc.

89 Check Request Deleting Check Requests To delete a Check Request, choose the DELETE Button from the Toolbar after selecting the item from the Check Request Listing. Only the Entered By, Requested By or someone in accounting can delete a Check Request after it has been entered. Otherwise, the following screen will appear: Figure 3 Invalid Delete Operation Orion Law Management Systems, Inc. 87

90 Expense Reimbursement Manager EXPENSE REIMBURSEMENT MANAGER The Expense Reimbursement Manager electronically streamlines workflow between the attorneys, legal assistants and the accounting group by eliminating the paper-based, manual tracking system typically used by many law firms. The interface is user friendly allowing for the submission and management of reimbursement requests. If you have purchased AP Imaging, you will be able to attach images (i.e. receipts) to the Reimbursement Request. EXPENSE REIMBURSEMENT BUTTON To view a listing of Reimbursement Requests or to add a new Reimbursement Request, choose the REIMBURSEMENT MANAGER Button from the ORION Desktop Program Group Task Bar. The following screen will appear: Figure 1 Reimbursement Manager The Expense Reimbursement Manager Screen consists of four sections: Requests, Request Detail, Reimbursement Monitor, and Employee Total Due. Together they form a grid view of Expense Reimbursement Manager. 88 Orion Law Management Systems, Inc.

91 Expense Reimbursement Manager Reimbursement Manager Button Bar If you have completely unrestricted rights to all functions within Orion Accounts Payable, you see the following options on the Button Bar when you open Reimbursement Manager. Options New Edit Delete Reports Action Tools Filter Refresh Description Adding a New request for reimbursement. Ability to make changes to a request with a status of entered or submitted. Delete will give you access to deleting a request with a status of entered or submitted. This button will display the Reports Menu. Clicking on this button provides the ability to the status of a Reimbursement request to the requestor (i.e. Approved, Denied, Entered, Needs Info, Paid, Submitted). Provides access to Reimbursement Type (takes you to File Maintenance Code Set-up) and templates. Select criteria to narrow down requests that are displayed. Redisplay active screen. Orion Law Management Systems, Inc. 89

92 Expense Reimbursement Manager Adding Reimbursement Requests To add a Reimbursement Request, choose the NEW Button from the Toolbar. The following screen will appear: Figure 2 Reimbursement Request Entry The value for the request field is New. This will change automatically once the Request is saved. Fill in the fields as required. Following are details on each of the fields to be completed on this screen: Fields Request Employee Vendor Matter Attach Image Description The initial value of this field is New. The system will automatically change this value to the next available reimbursement number upon saving the reimbursement. Person requesting the reimbursement. You can enter the User ID or use the drop-down to select. Payee usually same as Employee. If the reimbursement is to be charged to a client, enter the Client-Matter code. Used if you are using AP Imaging for attaching backup to expenses. 90 Orion Law Management Systems, Inc.

93 Expense Reimbursement Manager Fields Description Add Detail Description Enter a description for the reimbursement request (i.e. Travel Costs, etc.). Information entered here will also populate the Description box found under add detail. Click on this to add Type and Amount. Orion Law Management Systems, Inc. 91

94 Expense Reimbursement Manager Attaching an Image To attach an image (i.e. receipt; invoice; etc.) to an expense request, from within the reimbursement entry screen click on Attach Image. The following screen will appear: Figure 3 Attaching an Image If your receipts are saved as a PDF File, you will click on Add PDF File. Locate and upload the PDF you want. If your receipts are saved as jpeg; png; or bitmap images, you will need to first click on Add Blank Page (this will make Add Image accessible in the Button Bar. 92 Orion Law Management Systems, Inc.

95 Expense Reimbursement Manager Figure 4 Add Detail/Delete Detail 1. Fill-in the detail fields as required. 2. After completing a detail, click OK. You will automatically be taken back to the main reimbursement screen. If you have more detail lines to add for the reimbursement, click Add Detail. Note: The system will not allow you to enter a negative amount. 3. If you have Orion s AP Imaging module, you can attach PDF s of your receipts to the request (either as one on the main reimbursement screen or to each individual line - adding them to the individual detail line will be best if you have multiple Client-Matters you are adding to the reimbursement request). 4. After all detail has been added, you are ready to save the request. 5. Click on Submit to submit the request (indicating that you have entered all information and the request is ready to be approved for processing). Following are details on each of the fields to be completed on this screen. Fields Date Matter Type Amount Description Description Defaults to Request Date. If Client Advance and you want the date to be different from Request Date, enter it here. If the reimbursement is to be charged to a client, enter the Client-Matter code (If you enter Client-Matter on main screen, each detail line will default to that Client-Matter). Description for the charge. Amount of the Request. Defaults to the description from the Type. However, the information displayed here can be changed. Orion Law Management Systems, Inc. 93

96 Expense Reimbursement Manager Approving/Denying Reimbursement Request Once the Reimbursement Request has been submitted, accounting personnel will perform one of the following. Action Approve Deny Needs Info Description At which time a voucher will be created in AP Manager. At which time the requestor will be notified that the request has been denied. At which time the requestor will be notified that the accounting department needs additional information before the request can be processed. NOTE: Approve, Deny, can be performed for the entire request by selecting the function from the main screen. You can also Approve, Deny an individual detail line and request additional information for the detail line by clicking Needs Info. 94 Orion Law Management Systems, Inc.

97 Expense Reimbursement Manager Integration with iorion Orion s Expense Reimbursement Manager integrates with iorion, Orion s Mobile Application, allowing attorneys and legal staff to access Financial and Practice Management information from any recent model ios devise. Integration with iorion allows for the submission and management of reimbursement requests while on-the-go. Figure 5 iorion Orion Law Management Systems, Inc. 95

98 Expense Reimbursement Manager Setting-Up Reimbursement Manager Employee Set-Up Before you can enter reimbursements for an employee, they must be set up to access Vendor codes under their User Id (Reimbursement Tab). The Requestor must also be set up as a Vendor in AP Manager. Setting up the Employee for Reimbursement Manager 1. In File Maintenance Manager, click on Tools then Manage Users 2. Double click on the User Id to open 3. Click on the Reimbursement tab and Add Vendor Codes to the Tab. 4. If the Vendor Code should be used as the default vendor when entering reimbursements for the Employee, select Set as Default. Save changes. Figure 5 User Entry 96 Orion Law Management Systems, Inc.

99 Expense Reimbursement Manager Reimbursement Types Reimbursement Types are set up either through File Maintenance Manager and Manage Codes and Reimbursement Type or by clicking on Tools then Reimbursement Types from within Reimbursement Manager. To add a Reimbursement Type, click on New. The following screen appears: Figure 6 Reimbursement Type Entry Enter the required information and click Save or New to save and open another box to continue adding Reimbursement Types. When you have added all of your codes, close the File Maintenance Codes box by clicking the X in the upper right-hand corner. Figure 7 Setup Orion Law Management Systems, Inc. 97

100 Expense Reimbursement Manager Following are details on each of the fields to be completed on this screen. Fields Code Description GL Account Accounting Code Phase-Task Require Invoice Backup/Receipt Image Only if Invoice/Receipt Value is Above Description The Reimbursement Code is a six character field used to identify the type of reimbursement (e.g. meals, mileage, airfare, hotel, etc.) The Reimbursement Type Description is used to better clarify the type of reimbursement. In addition, this is inserted into the Reimbursement Detail Description field. If the Reimbursement is identified by the User as Non- Billable to the Client, this is the default GL Account that will be used to expense the charge to the firm. When identified by the User as Billable, this is the default Client Advance Code that will be used when billing the Client. If the Client is being billed and requires a pre-approved Expense Code (for Task Based Billing), this is the default code that will be used. When selected, this will require the User making the reimbursement request to provide a copy of a receipt or invoice. This is used in conjunction with the Require Invoice Backup/Receipt Image option above. When both are selected, the User making the reimbursement request only has to provide a copy of a receipt or invoice when the amount of the detail item is above this stated amount. 98 Orion Law Management Systems, Inc.

101 Expense Reimbursement Manager Reimbursement Templates There are six (6) different templates available. Based on the status of the Reimbursement Request, an letting the requestor know what is occurring with regard to the request can be sent to the Requestor. Figure 8 Reimbursement Templates The templates can be edited by highlighting the template and clicking on Edit. The following screen will appear: Figure 9 Reimbursement Templates Edit Orion Law Management Systems, Inc. 99

102 Expense Reimbursement Manager To add additional data fields to your template, click on the item in the list and drag and drop to the location you want it to print on the template. Now that Reimbursement Manager has been set-up, you are now ready to begin entering Expense Reimbursement Requests. Enter the required information and click Save or New to save and open another box to continue adding Reimbursement Types. When you have added all of your codes, close the File Maintenance Codes box by clicking the X in the upper right-hand corner. 100 Orion Law Management Systems, Inc.

103 My Performance Dashboard MY PERFORMANCE DASHBOARD The My Performance Dashboard provides a visual reference of your performance as a Working Attorney in areas such as billable hours/dollars, billed dollars and fee payments. Aged AR and Aged WIP information is also available. MY PERFORMANCE DASHBOARD BUTTON Figure 1 My Performance Dashboard The option to Show Summary Tables toggles the Summary Tables located under the Billable Work and Work Billed Charts on and off. The Show Labels option toggles on and off the values represented by each month and/or series. The As Of Date is the date and time the data was captured by the summary compiler that runs on your server. The time of day and frequency at which the compiler is run is determined by your accounting department. NOTE: Compiler will normally be run at night so your Dashboard may not reflect data entered in the system during the current day. Orion Law Management Systems, Inc. 101

104 My Performance Dashboard Billable Work Chart Following is an explanation of each section of the My Performance Dashboard: Figure 2 Billable Work Chart The Billable Work Chart allows you to view Billable Hours or Dollars (subject to security rights) worked on a monthly basis and to compare it to Last Year s numbers hours/dollars, budgeted hours/dollars and billed dollars. The Billable, Last Year and Budget numbers are based on Fee Transaction Date. The Billed Values are pulled based on Invoice Date in other words, hours/dollars billed during the month regardless of when the time was actually worked. You can toggle off and on the different numbers by clicking on the option(s) in the legend at the top of the chart. 102 Orion Law Management Systems, Inc.

105 My Performance Dashboard Work Billed Chart Figure 3 Work Billed Chart The Work Billed Chart allows you to view Billed Dollars for this year and last year as well as comparing this years Billed Dollars to Hours Billed at Target or Cost Rate. The Values are pulled based on Invoice Date. In order to use the At Target and At Cost options, accounting must have set up a Target or Cost Rate for your Timekeeper ID. Dollars at Target Rate are calculated by taking the Target Rate and multiplying it by the Original Hours Billed during the month. Dollars at Cost Rate are calculated by taking the Cost Rate and multiplying it by the Original Hours Billed during the month. Orion Law Management Systems, Inc. 103

106 My Performance Dashboard Payments Received Chart Figure 4 Payments Received Chart The Payments Received Chart compares Fee Payments applied to your Timekeeper ID for the Current Year and Last Year. Unlike many of the Productivity Reports provided you at month end, this Chart does not include reversals of previous month s payments (if any). 104 Orion Law Management Systems, Inc.

107 My Performance Dashboard WIP and AR Chart Figure 5 WIP and AR Chart The WIP and AR Chart is a Pie Chart that allows you to toggle between Work in Process and Accounts Receivable for your Timekeeper ID and it provides a breakdown by aging category. The five aging categories are 0 30 days, days, days, days and Over 120 days. Each Chart may be individually printed by right clicking in the Chart and choosing the Print option. You may zoom in on a section of the Chart by holding down your left mouse button and dragging to the right. To zoom out, drag to the left. You may move the chart data up and down by using the scroll button on your mouse. You may move the chart data to the left or right by holding down the right mouse button and dragging to the left or the right. Changes you make are NOT saved so exiting the My Performance Dashboard will revert it all back to the system defaults. Orion Law Management Systems, Inc. 105

108 Firm Performance Dashboard FIRM PERFORMANCE DASHBOARD The Firm Performance Dashboard provides a visual reference of your Firm s performance in areas such as billable hours/dollars, billed dollars and AR Relieved. Aged AR and Aged WIP information is also available and a Firm Summary providing some firm wide performance indicators is available. FIRM PERFORMANCE DASHBOARD BUTTON Figure 1 Firm Performance Dashboard When you first access the Firm Performance Dashboard, the data represents your Firm as a whole. To view data for an individual Responsible Attorney, choose their ID from the Responsible Drop Down. The Firm Summary Chart will not change but all other Charts will change to reflect performance on that ID only. The option to Show Summary Tables toggles the Summary Tables located under the Billable and Billed Chart and the Accounts Receivable Relieved Chart on and off. The Show Labels option toggles on and off the values represented by each month and/or series. The As Of Date is the date and time the data was captured by the summary compiler that runs on your 106 Orion Law Management Systems, Inc.

109 Firm Performance Dashboard server. The time of day and frequency at which compiler is run is determined by your accounting department. NOTE: Compiler will normally be run at night so your Dashboard may not reflect data entered in the system during the current day. Orion Law Management Systems, Inc. 107

110 Firm Performance Dashboard Firm Summary Chart Following is an explanation of each section of the Firm Performance Dashboard: Figure 2 Firm Summary Chart The Firm Summary section provides an at a glance view of the Firm s performance for the current month, current year and last 12 month period. Field Cash Balance Open Vouchers Billable Dollars Average Rate Billed Dollars Average Billed Rate Description Cash balance for operating accounts. Accounts to be included in this are determined in Accounts Payable Bank Setup. Posted but unpaid vouchers on operating accounts. Accounts to be included in this are determined in Accounts Payable Bank Setup. Total Billable Dollars entered in the system. The average rate at which billable time has been entered in the system. This number is calculated by taking total billable dollars and dividing by total billable hours. Total Dollars Billed on Billable Matters. The average rate at which time was billed. This number is calculated by dividing billed dollars by the original hours billed. 108 Orion Law Management Systems, Inc.

111 Firm Performance Dashboard Field Fee Payments Average Collected Rate Fee CR/WO Average CR/WO Total Fee WIP Average Unbilled Days Total Fee AR Average Uncollected Days Matters Opened Total Open Matters Description Total payments applied to fees (payments, retainers applied as payment and trust applied as payments). This number does not factor in reversals. This number is calculated by dividing total fee payments by total billable hours worked during the same time frame. Total write offs and credits applied to fees. This number is calculated by dividing total Fee Credits/Write Offs during the last 12 months by 12. Total unbilled fees on billable matters. This number is calculated by dividing Total Fee WIP by the average daily billings for the last 12 months. Average Daily Billing is calculated by taking Billed Dollars for the Last 12 Months and dividing by 365. Total unpaid fees. This number is calculated by dividing Total Fee AR by the average daily billings for the last 12 months. Average Daily Billing is calculated by taking Billed Dollars for the Last 12 Months and dividing by 365. Number of Matters opened during the specified period. Total open Matters. Orion Law Management Systems, Inc. 109

112 Firm Performance Dashboard Billable and Billed Chart Figure 3 Billable and Billed Chart The Billable and Billed Chart allows you to view and compare Billable Dollars for this year and last year or Billed Dollars for this year and last year. The Billable Dollars values are based on Fee Transaction Date. The Billed Values are pulled based on Invoice Date in other words, hours/dollars billed during the month regardless of when the time was actually worked. You can switch between Billable and Billed by choosing the option from the drop down in the chart. The Table below the chart lists Responsible Attorney Totals in order of highest to lowest based on year to date totals. If you have chosen to view the Dashboard for one Responsible Attorney rather than the entire Firm, that attorney will be the only attorney listed in the Summary Table. To view the Client Matter Detail for a Responsible Attorney, double click on their name and the list of their Client Matters will be displayed in order of highest to lowest based on year to date amounts. You may sort this list by clicking on any column header. 110 Orion Law Management Systems, Inc.

113 Firm Performance Dashboard Accounts Receivable Relieved Chart Figure 4 Accounts Receivable Relieved Chart The Accounts Receivable Relieved Chart is a Stacked Bar Chart that shows Fee Payments and Credits/Write Offs separately for this year and last year. Credits/Write Offs appear at the top of each bar. Unlike many of the Productivity Reports provided you at month end, this Chart does not include reversals of previous month s payments (if any). The Table below the chart lists Responsible Attorney Totals in order of highest to lowest for year to date payments. If you have chosen to view the Dashboard for one Responsible Attorney rather than the entire Firm, that attorney will be the only attorney listed in the Summary Table. To view the Client Matter Detail for a Responsible Attorney, double click on their name and the list of their Client Matters will be display ordered by highest to lowest year to date amounts. You may sort this list by clicking on any column header. Orion Law Management Systems, Inc. 111