Aurora North Software, Inc.

New Matter Intake

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Category: Solutions
Aurora North’s New Matter Intake - WorkPortal NBI

PROBLEM STATEMENT
1) Client and matters are records are added to the firm by through a tedious manual process, or based on emails flying around.  Typically this results in one or more of the following:
  • Paper based forms in “Redwells” completed by attorneys and secretaries
  • “Inbox” and “outbox” on the desk workflow
  • Re-entry of data repeatedly with potential errors and duplication over and over and over
  • No regard for urgency or expediting
  • Only occurs during office hours
  • Client & Matter numbers with misspellings, ‘dummy’, ‘sample’, ’temp’, or special characters: ###, ***
  • Weeks and months to get client and matter numbers
  • No logs or records for auditing and Governance Risk and Compliance
2) Or perhaps you are not satisfied with your current or legacy new matter introduction automation, or it is cumbersome and hard to change and maintain.

AURORA NORTH SOLUTION:
Aurora North’s New Matter Intake Wizard and Workflow Queues vastly improve both availability of data and improved functionality, allowing legal and administrative resources to work more efficiently with higher data accuracy. In addition, the automation of the processes in conjunction with the outlined reporting infrastructure allows firm personnel to better manage and anticipate New Matter needs and flow.
The ANSI NBI approach uses a hybrid approach and methodology based on a flexible, common, and proven technology (Microsoft SharePoint and IntApp) in conjunction with policies and best practices.  Using this approach our clients have implemented the ANSI client and matter intake solution in months instead of years.  Almost as an unintended benefit, ANSI clients have also shared that the fact that hardware, software, and infrastructure often exists in the firm and is under-utilized!


KEY BENEFITS AND FEATURES:

Benefits
  1. Increased Revenue
    • Matters and clients numbers are issued in hours and days
  2. Risk Avoidance
    • Electronic logs and audit trails
    • Increased accuracy through drop-downs and lookups
  3. Reduced direct and indirect costs
    • Highly automated to reduce manual and duplicate effort
    • Access anywhere by web or smart phone
    • Manage progress with visible status to see where the item is in the process
    • Tracking, reporting, and metrics to guage performance
    • Reduce Paper Processing – Approval documents are routing to firm legal and administrative personnel as soon as they are received.

Features

  1. New Matter Intake Wizard - Aurora North replaces current New Matter Intake forms with a multi step wizard to guide request initiators through the required steps to gather information to initiate the workflow.
  2. Workflow Queues and Previews:
    1. Email Notifications
    2. Pending Task Indicator
    3. Individual, Group, Manager, My Intiated workflow queues
  3. Workflow Item -  Once an approver clicks through to the workflow item, either through an email notification or through their individual/group work queue, they will be shown the following information:
    1. Item Summary
    2. Workflow Actions
    3. Workflow History
    4. Item Details
  4. Reporting and Business Activity Monitoring (BAM)
    1. Management Reporting
    2. Historical Average Time per Step
    3. Historical Average Time per Submitter
    4. Rejections by users
  5. General Inquiry/Search -The general inquiry report allows users to find and view current and completed requests.
  6. Integration – The client and master data is propagated to other systems in the firm. Instantly.
    1. Interwoven
    2. Elite
    3. Aderrant/CMS
    4. Interaction
    5. Hummingbird
    6. Outlook and SharePoint
    7. PDA’s

Conclusion
Whether you are considering an automated New Matter Intake solution for the first time, or thinking of migrating or dropping your current solution, the Aurora North New Matter Intake deserves a look.
The Aurora North difference is our people. We have the IP Law firm experience plus the talent and skills to work with your specific requirements and processes to develop a custom solution based on commercial-off-the-shelf technology.
The result? Short implementation time or Time-to-Benefits with minimal costs and day-to-day impact to the firm.
Contact Aurora North for a demonstration.

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