NEWSLETTER - Civica

PUBLIC KNOWLEDGE-LEGAL
WELCOME
NEWSLETTER
Welcome to the first edition of ‘Public Knowledge – Legal’, Civica’s bi-annual customer e-newsletter for legal private practice and local authority
customers. This publication has been introduced to provide an invaluable and interactive method of communication which will keep you up-todate
with the very latest project developments, departmental activities, and much, much more.
In this edition we:
- Introduce you to our Legal and Fleetplan Managing Director, Pam Kendrick-Astle;
- Provide a refresher on our ‘offerings’ to private and public sector legal firms;
- Answer two frequently asked questions, ‘What is the Civica Extranet Portal?” AND “Can the system assist in the production of Document
Bundles?
- Bring you up-to-date with our corporate activities;
- Include project updates on:
1. Plymouth City Council
2. Terrells LLP
3. Sprecher Grier Halberstam LLP
4. Francis Wilks and Jones
5. Sheltons
- Review our paperless office solution at Southampton City Council;
- And, provide a brief overview of our call logging procedure.
We value contributions from our user community and are therefore looking to introduce the ‘User’s Column’ from the next edition of Public
Knowledge - Legal. So, if you have a story or experience to share; want help with a specific issue; have an idea for a future feature; or would
benefit from voicing an ongoing ‘niggle’; simply email Sarah Turton at sturton@civica.co.uk. Alternatively, if you have specific feedback regarding
the content and structure of this publication or require further information on any of the articles featured, then please contact
marketing@civica.co.uk or telephone: 0113 244 1404.
TEAM Happy reading… PROFILE
Introducing our Legal and Fleetplan Managing Director, Pam Kendrick-Astle
With more than 30 year’s experience within the legal sector, Pam currently manages Civica’s Legal Team with overall
accountability for driving the strategy, development, support and training of Civica’s private and public sector
legal projects. More specifically, Pam specialises in Risk Management and Lexcel, providing consultancy to practices
throughout the country and assisting them in the set-up of workflows to assist in compliance. Pam has worked for
Civica for over 22 years and is an officer of the Legal Software Suppliers Association (LSSA) and a member of the
Institute of Legal Cashiers. Pam also recently completed a Post Graduate degree course in Practice Management.
This course was developed by the University of Wolverhampton in collaboration with the Law Management Section of
the Law Society, and included modules on Practice Management; Customer Relationship Management; Quality Control
Processes; Business Planning and Change Management, and is aimed at Professional Practice Managers and Lawyers
involved in Practice Management so gives Pam the ability to understand issues from the clients’ perspective.
For further information on the MA Practice Management course run by Wolverhampton University,
visit: http://www.wlv.ac.uk/Default.aspx?page=13279.
NEXT EDITION - meet Jane Webster, our Project Manager. Pam Kendrick-Astle - Legal and Fleetplan Managing Director

OFFERINGS UPDATE – Did you know?
Developed in conjunction with legal managers and practitioners and drawing on legal systems experience over two decades, Civica’s legal
solution blends effective advice, systems and services and integrates them across the legal function. Civica has a proven track record of delivering
integrated software and services, working with both private practice and public sector legal departments to help legal teams improve their
services.
Built on a Microsoft platform for greater productivity, seamless integration and easy access, our solution automates case tasks, repetitive office
administration and accounting functions to improve productivity whilst controlling costs and risks. The standards-compliant system can be
delivered fully integrated or supplied on a modular basis, providing the flexibility and scalability to meet current and future needs.
. Outlook-style desktop
A navigation and query tool in the style of Microsoft Outlook allows users to create their own personal view of the database.
. Matter-centric working
Civica Legal provides the user with a single interface to all client and matter information, giving them the ability to manage their work in progress,
produce documentation send and receive e-mails and access to financial data.
. Effective integration
Our solution offers ease of integration and efficient interfaces between 3rd party systems.
. Knowledge management
Using Civica Pathway it allows users to rapidly search, retrieve and share information held in unstructured data, regardless of format or location.
. Risk management
Our legal team can help improve the management of financial risk and manage exposure to liabilities, working alongside customers to develop
effective business processes that capitalise on the capability of the system.
. Debt recovery
We provide tried and tested, highly successful debt recovery modules that can help to increase recovery rates. Detailed analysis of management
information also leads to improved performance.

. IT services
We are experts in the design, delivery and integration of modern infrastructure. Accredited technology architects, consultants and project
managers provide a range of professional services focused on rich infrastructure solutions. Civica is a Microsoft Gold Certified Partner and a Citrix
Silver Partner.
. Managed services
On behalf of its customers, Civica can offer management of the day-to-day running of all their IT infrastructure. This replaces unpredictable IT
costs with fixed costs. Certain functions stand to gain more from managed services than others. All proposals can be tailored to the customers
needs.
FREQUENTLY ASKED QUESTIONS
What is the Civica Extranet Portal?
The Civica Extranet Portal is designed to allow third-party access to selected parts of the system via the Internet. Our customers can provide 24
by 7 access to their clients without the need for extra staff. The portal is composed of several layers of application providing the high degree of
security needed when allowing access from the Internet.
The portal comes with easy to use options within the main system to enable customers to select which clients have access and select individual
passwords for those clients. The Debt Recovery Module is catered for by providing extra information on the position of the debt, listing the current
balances as well as events undertaken. Tailored versions of the portal have been supplied to several clients who have then been able to use them
as a differentiator to enable them to gain further work.
Can the system assist in the production of Document Bundles?
The use of our ‘Document Bundle’ feature allows users to easily combine documents from disparate sources into a uniform pack which can be
emailed or printed as required. This process would allow the creation of a Court Bundle or HIP (Home Information Pack). For the Home Information
Pack, the Land Registry Title information, Energy Performance Certificates and Search Reports can all be easily combined into an industry standard
PDF format at the press of a button. HIPs held can be published onto the Internet through the Extranet Portal. This allows third-party viewing
providing a 24 by 7 service while also reducing costs.
COMPANY UPDATES
PROJECT UPDATES
VT Software Solutions Acquisition Update
The acquisition of VT Software Solutions earlier this year has further broadened Civica’s market position and
experience, giving customers a stronger company to do business with. Based in Birmingham and Bristol, VT
Software specialises in asset management systems and related services, in particular for social housing, local
government, emergency services and defence markets, but also supplying many large commercial organisations.
Its products include the award-winning Tranman fleet management system and the widely-used Servitor
application for housing repairs, as well as solutions for improving field-oriented workforce productivity. Customers
include around 200 local authorities and housing associations, two thirds of UK Police Forces and the UK Ministry of
Defence.
The VTSS customer base, skills and product set are complementary to Civica’s existing business offerings, according
to Civica Chief Executive Simon Downing. “The acquisition strengthens Civica’s trading relationship and
means it will be able to offer a broader set of complementary solutions,” he said.
John Hood, Civica’s Divisional Managing Director responsible for VT Software, adds: “Since the acquisition of VTSS we have benefited
from becoming part of an enlarged group in a number of areas, including joint business opportunities.” The move means Civica is well
positioned to support evolving customer needs to deliver better services and improved efficiency, he concludes.
Terrells LLP
The Family, Probate and Conveyancing Departments of Peterborough based law firm Terrells LLP, recently went live in record time with Civica’s
case management module. All staff will now use customised workflows to manage files and benefit from the automated time recording and
accounts functionality of Civica’s Legal Solution. Terrells LLP previously used QNIX.

Sprecher Grier Halberstam LLP
When Sprecher Grier Halberstam LLP’s Financial Controller, Julie Lewis relocated to Wales and needed to work
from home one day a week, the practice required a convenient and effective home-working solution that would
ensure work previously done in the office could now be done at home. A PC with broadband connections to a VPN
or remote desktop enables Julie to use Civica’s Legal Solution in exactly the same way as an office based member
of staff.
Julie said, “Home working is certainly more convenient, often more productive due to fewer interruptions and allows complete concentration
when working on large complex projects. I can still benefit from all the functionality of Civica’s Legal Solution, so there’s nothing that
cannot be done at home that previously could have only been done in the office with a little forward planning, such as remembering to take
home copy documents or scan over documents you might require that are kept as hard copies in the office!”
Francis Wilks and Jones
Plymouth City Council
Plymouth City Council is set to become one of the Legal Team’s largest local government customers after
placing an order for Civica’s case management, time recording and debt recovery software. Originally the
authority had selected Civica for a debt recovery solution interfacing to its Civica financials application.
However, during negotiations the team uncovered a requirement for case management for more than 70
users within Plymouth’s legal department and time recording and has now secured the business with the
Council.
London and Birmingham based law firm, Francis Wilks and Jones, recently purchased Civica’s practice management and integrated case
management modules to replace their existing PC Law system. Installed using thin client technology, the solution covers each of their two offices
and can be accessed by mobile workers. The case management module is being primarily used for debt recovery, and the firm has also purchased
an import module so they can electronically take on instructions from their clients.
Sheltons
Formerly a QNIX user of the case management module with a Btrieve database, Sheltons, a
Nottinghamshire based practice, recently upgraded to Civica’s Legal Solution. Sheltons now benefit
from a user-friendly, modern Windows solution, with more advanced functionality that can be
integrated with industry standard products.
Alan Cunningham, Practice Manager said, “We chose Civica because they have been a reliable IT supplier to our practice for more than
10 years now. Their Legal Solution offers us the functionality we need to meet the challenging demands of an efficient and profitable
practice.”
Southampton City Council
Southampton City Council’s Legal Team has seen a significant increase in its debt recovery rates,
year-on-year, since upgrading to Civica’s legal application. The team is now recovering 360%
more debts than in previous years and benefiting from an internally paperless environment that
enables the team to work more efficiently, keep up-to-date with the backlog of debts accumulated
prior to the system’s installation and to keep on top of new debts. Based on the success of the
implementation, Southampton has extended its use of the system to include magistrates court
prosecutions and is currently looking to expand the system to deal with traffic orders.
Click here for full story…

USER’S COLUMN – Have your say!
We value contributions from our user community and are therefore looking to introduce the ‘User’s Column’ from the next issue. So, if you
have a story or experience to share; want help with a specific issue; have an idea for a future feature; or would benefit from voicing an ongoing
‘niggle’; simply email Sarah Turton at sturton@civica.co.uk.
DATES FOR YOUR DIARY
Announcing details of Civica’s forthcoming Legal User Groups Meetings
Local Authority User Group
Date: 19th September 2007
Venue: Civica Dudley Office
Theme: Document Handling
Guest Speakers: Steve Pearsall, Alpha Zero
Peter Crowe, Southampton City Council – ‘The Paperless Office’
To view a copy of the full agenda, please click on the following link: Legal UG Sept 07 Agenda
Private Practice User Group
Date: 4th March 2008
Venue: Hotel in Birmingham NEC area – TBC
Theme: TBC
Guest Speakers: TBC
SUPPORT NEWS – Keeping You Up-To-Date!
In this edition we are taking the opportunity to provide you with a quick reminder on how to log an incident…
All incidents or requests are recorded on the Civica Incident Monitor System. You will receive notification of the initial request with the incident
number plus any updates from initial request through to closure. Please raise individual incidents for each issue.
Incidents can be reported by:
. Email - legal@support.civica.co.uk
Please provide a brief description of the problem in the email subject box. All supporting detail should be placed in the body of the email. All
details supplied will be transferred automatically onto your incident.
. Web - https://support2.civica.co.uk
Civica Dudley Office
Whenever you are raising/updating an incident please include as much of the following detail as possible:
. Include relevant error numbers, screen dumps or error logs.
. Please give an accurate description of the problem.
. How long has the problem been presenting itself for?
. Has the problem happened before?
. How many users are affected?
. Can the users continue working?
. Have there been any internal changes recently, such as a hardware or software upgrades?
. Any additional information to support the call would be useful such as operating system and service packs, application version and
module.
Please DO NOT email individual team members as this will not update your incident and therefore may delay the resolution. Responding to the
incident monitor email will ensure your comments are annotated directly to your incident.

Questions? Feedback? Further information? Simply, email: marketing@civica.co.uk, telephone: 0113 244 1404 or visit www.
civica.co.uk
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