SmartLawLegal Management

System

SmartLawFile Management

Module

Fig. 1.7 (File Registry)

File ProcessingThe following information will be captured.

File ReferenceParties detailsThird Party advocate for the fileCompany Advocates for the fileNature/Type of matterSummary remarks Date of instructions

Status TrackingThe status of a file will be updated both

automatically or manually whenever certain changes take place

 The system will provide a status report for all

the files.

Task DelegationsThe system will have a task delegation and

Task Status tracking module for all the tasks given by the various users to their colleagues

Bring-ups/Reminders/TicklersThe system will have bring-ups module that

will prompt the user and reminds them of certain file activities.

Payments Management ModuleDue payments will be booked into the system with

details of the installments captured. The system will compute the interest amount whether

simple or compound as the need may be.  The system will show also give a schedule of the

pending balances at any given time until the full amount has been settled.

 Reminders of when the payment is falling due will be

emailed to the relevant parties according to the reminder settings

Billing for appointed advocates(External advocates)The following fee note information shall be

recorded:Fee note ReferenceDateFile ReferenceType(interim or final)Datable AmountDisbursementsVat AmountThe invoicing advocate

Upon dispatching of a payment the fee note payment will be recorded with the following information;The cheque numberCheque DateFee Note(s) being SettledThe Advocate being paidThe cheque amount

The system will keep track of the advocates account balances

SmartLawContracts & Performance

Bonds Module

Legal Contracts The system will record all the contracts that the Company enters into. 

The following details will be captured The nature of the contract Party obligations Compliance conditions Contract’s effective date The contract expiry date Contract Value Contracts bonding company Performance bond value Performance bond effective date Performance bond expiry date Contract user name and email Contract drafter’s name and email Contract user department The contract users will be reminded of contract and bond expiry dates by email

Insurance PoliciesInsurance policies will be recorded under the

contracts module with the following information;Nature/Type of policyAmount insuredInsurance companyPolicy number

ClaimsInsurance claims will be recorded in a separate

module with the following information being captured.Claim numberNature of claimDate of lossDate reportedEstimate amountInsurance companyClaim status

The system will provide a way of tracking the claim events and status

SmartLawDocument Manager

Module

Legal Documents Library

MS Word® Documents relating to the file in the system will be imported and stored in the Legal Management System(LMS) Database

 A separate library module for all other documents will be

responsible for keeping all other documents.  The LMS Library System shall capture the following information.The document heading/TitleSummary details/RemarksDateCategory/Nature of the documentThe Link path to the document