- How many user licenses do I need?
- How difficult is it to
implement an new software?
- Can I convert data from our
existing software to the new one I'm purchasing?
- When
is the best time startup new software?
- Is configuration and training
by a certified consultant important?
- When is the best time to
schedule training?
This is a very common question. Sometimes the answer is
rather confusing to customers. This is because each software manufacturer has
different licensing rules...no two companies are exactly alike. Also
licensing policies change over time from the same manufacturer. Sometimes
different terminology is used to describe the nature of the license. Here's a
good example: PCLaw, refers to lawyers and billing staff members as
"Timekeepers". This means that on bills clients are charged a
particular hourly rate specific to that staff member, and usually that
"Timekeeper" has their initials associated with the description of services.
In the past PCLaw sold their software according to the number of "Timekeepers"
and ALSO according to the number of "Network Nodes" required. A "Network Node"
means that the software can be simultaneously run on the number of
workstations based on the number of "Network Nodes" purchased.
This licensing structure allowed firms whose timekeepers
did not enter their own time directly into the computer to purchase PCLaw at a
lower cost than another firm that required all of their timekeepers to have
access to PCLaw from their computer workstation. Today PCLaw includes many
Practice Management features that are used by the entire staff such as
calendars, contact management, and document management. As a result PCLaw no
longer offers the option to purchase separate "Timekeeper" and "Network Node"
licenses (unless you have upgraded from an earlier version of the program that
has an unequal number of licenses).
Summary
Currently
the most prevalent licensing structure for software manufacturers
requires that EACH PROGRAM USER MUST PURCHASE A LICENSE,
regardless of whether they intend to access the program from their own
workstation or not. Conversely, this also means that there is no additional cost
to run the software on a new computer workstation on the firm network.
Back to Top
Not as difficult as you imagine. Many times the
prospect of installing, populating, and learning a new software program can seem
overwhelming. This often results when firms fail to consider that it is not
necessary to transfer all firm information to the new program at one time.
Generally there are a relatively small number of core clients or matters
that firm members are actively working on within any given billing period.
Therefore, these are the essential matters that must be added to the new
program. It is also necessary to add any matters that have been previously
billed for which you are receiving payment in the current period. All other
active matters can be added as time permits or upon a specific need such as
billing or receiving. If possible do not use temporary help or other staff
members who do not usually enter this data. Remember that repetitive
operations such as those required in populating and new software program are an
excellent way to become proficient with any new application.
Summary
Implementing a new software program is usually not that
difficult if you concentrate on entering case information only for those matters
that staff members are currently working on. You will also need to enter opening
balances and A/R information for billing and accounting software in order to
receive payments. NEVER DELAY BILLING OR RECEIVING
if possible.
Back to Top
Many software manufacturers offer free conversion
utilities for popular competitive products or custom for-fee conversions from
your existing legal or accounting packages. Please understand that free
conversion utilities are more about selling you new software than easily jump
starting you with the new program. While this may seem like an easy way to make
a transition from your old program to your new one it seldom is in reality.
This is primarily because EVERY computer program has a different data field
structure...no two programs are alike, even if they do exactly the same thing.
The result is that you will have converted data in the fields of the new program
that is not ideal or even correct. This is especially true if your
original data is incomplete or incorrect or if you used a field in your old
program for a purpose that it was not intended for. One of the simplest examples
is what happens to a client name where your old program has this information in
a single field and your new program has fields for a prefix, first name, middle
name, last name, and suffix. The result of conversion will place the
entire name in the last name field...and then you will be obliged to correct
each client record later. Another popular misconception about free conversion
utilities is that all of your legacy billing information will be available to
you in the new program. This is almost never the case. As a result it
will be necessary to maintain you existing illing program or copies of the
original bills indefinitely in the event that the client or the court needs to
see these records in the future.
Custom for-fee conversions can provide a more complete and
accurate conversion because these are performed by data specialists whose job it
is to know exactly what the data should look like in both your old an new
programs. As long as your existing data is CONSISTENT and ACCURATE they
should be able to provide quite acceptable results. In most cases you will be
provided guidelines specifying what will be converted and what won't. You will
also be asked to provide mapping information to specify what information is
associated with which lawyer. Results obtained in this type of conversion will
depend on your existing program and the accuracy of you data. The downside to
this conversion method is that it is generally expensive, usually costing
several thousand dollars, and requires a week or more of "down time" while it
takes place. We can answer any other questions you have about these services.
Summary
Unless you have no alternative we do not recommend
that you convert old data. In almost every case our customers tell us that
if they had it to do over again they would start fresh. This allows you to
correct the mistakes of the past, eliminate closed matters, and learn the new
program with all of its features faster and better that any other method.
This is especially true if you do not have complete faith in the accuracy and
consistency of you current program or data. Remember the data conversion
mantra "GARBAGE IN - GARBAGE OUT"
Back to Top
The answer to this question depends upon the type of
software application you are installing. Also, it is important to distinguish
between the terms "startup" and installation. All time and billing and
accounting programs must "startup" on the first day of any given month.
This does not mean that it must be installed on that day. To the contrary,
in most cases software programs should be installed and configured well ahead of
the time that you expect staff members to begin using them if a conversion is
not being done. This provides the opportunity to enter data and configure
the system so that it can be efficiently used by staff members immediately after
training. For example, if you wish to begin using your new software in January
without a conversion you should probably install and configure the software on
the first or second week of December at the latest. This will provide
ample time to enter client , contact, and financial information so that when
you're ready to begin using your new software staff members will see client and
case information that they are familiar with this and how it should look when
properly entered. It is not as important to start practice management
applications on the first day of the month. However, since most current
practice management programs are linked to time and billing they should also be
implemented firm-wide at the beginning of the month.
The most important thing to remember when beginning a new
time and billing system is that you must have accurate bank and client account
balances as of the last day of the month preceding the "startup " date of the
new system. Therefore, billing for the previous month must be
complete before opening balances for client accounts can be entered into the new
system (this is mandatory for conversions). Make sure that matter balances
are broken down into fees and disbursements . If you are using a certified
consultant to provide training, the best time to schedule is the second week of
the month since billing is usually complete at this time and the previous
month's bank statements should be available. Timekeepers should produce
paper timesheets for each day from the first of the month up to the date of
training. This way each time keeper will have several time entries to be
entered following training . Repetitive data entry is the best possible
way to become familiar any the program.
Surprisingly January is not
necessarily the best time to begin your new books. Since most law firms
use cash or modified cash and accounting methods, tax calculations are
relatively simple when two different systems have been used in one calendar
year. Therefore, most accountants have little trouble obtaining
accurate figures for tax purposes under these circumstances assuming that both
accounting systems are accurate and up to date. Scheduling startup for
another time of year will help you avoid scheduling problems with consultants
and IT companies since this is a very busy time of year for them. It is
also nearly impossible to schedule custom conversions for January without
several months advance notice.
Summary
It's hard to go wrong if you choose the first day of any
month or quarter and January is not necessarily the best month.
REMEMBER TO COMPLETE ALL BILLING FOR SERVICES RENDERED
PRIOR TO THE STARTUP DATE OF THE NEW SET OF BOOKS.
Back to Top
Many law firms purchase and begin to use new software
without any formal training believing that since they are computer literate or
have worked with similar programs in the past they do not need training. As
certified consultants we know this to be true because they are our best and most
appreciative clients (and the source of most of our income)! Software
manufacturers are reluctant to be so direct about the need for training because
they fear loosing a sale. The fact is that EVERY modern law office program is
remarkably full featured and by that virtue complex. Also every
application has a different way of incorporating the features you need to run a
modern law office efficiently. Starting off without training or
incorrectly configured software is a recipe for frustration, reduced
productivity, and much higher maintenance costs. Most surprising is the
fact that the firms who work the hardest to modify the program to make it work
the way they think it should have the most trouble. When users don't understand
the proper way to use the program they remove, disable, or simply don't utilize
many of the features designed into the software to make it easier!
It is a rare occasion when we don't hear the words "if we only had you when we
installed the program we would have saved so much time and aggravation".
Summary
YES! THE HIGHEST COST ASSOCIATED
WITH NEW SOFTWARE IS LOST PRODUCTIVITY RESULTING FROM INCORRECT USE.
Back to Top
When startup dates are first day of any given month or
quarter, training is ideally scheduled during the second week of the month.
Billing for the previous is usually complete at this time and the previous
month's bank statements should be available. Timekeepers should produce
paper timesheets for each day from the first of the month up to the date of
training. This way each time keeper will have several time entries to be
entered following training . Repetitive data entry is the best possible
way to become familiar any the program. The best days of the week are Tuesday,
Wednesday, and Thursday - never Friday (unless the will firm will be working on
Saturday).
Summary
DURING THE SECOND WEEK OF THE MONTH
- NEVER ON FRIDAYS
Back to Top |
