NEXSEN PRUETTraining Program

MetastormNew Business Intake (NBI)

New Business Intake (NBI) Process

2

Welcome to Nexsen Pruet Business Intake Process. This presentation is a guide through the process of

requesting conflict searchesnew file openingsadding related parties to an existing client/matter number

The Metastorm NBI process is found on the Nexsen Pruet Intranet site home page under Forms: Metastorm NBI/Process Forms. A new screen opens; select Start New Business Intake

Conflicts InformationAssistant and Phone No./Email information is populated by the log in information Add the LPA telephone extension

Requesting Attorney:Enter a few characters contained in the last name then click the SEARCH button to display a filtered list of names; click on the name to select

Existing Client - Click on Existing client buttonEnter a few characters contained in the name then click the SEARCH button to display a filtered list of names; click on the name to selectFor existing clients ONLY: if there aren’t any related parties, click the “No Parties to be searched” box

NBI: Process

3

Conflicts InformationNew clients :•Organization - Enter the full name in the “Client Name” section•Individual – Enter the last name in the “Last Name” field and his/her first name and middle initial and any prefixes and/or suffixes in the “First/Middle Name” fieldSee “Tips & Tricks” slide for the proper way to enter names

For New Clients ONLY - Click the “Add Client To Related Party” button to add the client to the related party grid below.

Description of Engagement:A brief description of the Matter - Required

For existing clients ONLY: if there aren’t any related parties, click the “No Parties to be searched” box

NBI: Process

4

Related Parties:• Organization - Enter the full legal name in

the “Last Name / Company” section• Individual – Enter the last name in the

“Last Name/Company field” and the first name and middle initial and any prefixes and/or suffixes in the “First/Middle Name” field

Fill in Required Fields:Role, Relationship and Related Party Type from drop down box after clicking on the Search button

Click the ADD button to add the party to the related party list

NBI Process

5

REMOVE - removes the selected party from the gridEDIT – Select the party to edit, modify the data in fields above, then click the edit buttonCLEAR FIELDS - clears data from the related party formREMOVE ALL - removes all parties from the related party listAlso Involved:If “Also Involved” is selected as a Relationship, clarification of that relationship must be providedIf No Conflicts, Create Pending Matter No.?: •YES if a Matter is being opened•NO if the request is a conflict search only or if related party names are being added to an existing Matter

NBI Process

6

NBI ProcessIf NO is selected, then the “Existing Matter?” field is displayed. (If YES, see next slide)

If this is a conflict search:•Leave blank

If adding related parties to an existing file then: •Enter the applicable Client/Matter number

Once completed, click the Submit button at the top of the screen. This completes the process.

7

If YES is selected, the Pending Matter Information page is displayed

Client Address:•Existing client – Information is automatically populated If a different billing address is required, add it at the Client/Matter Update Stage• New client - the client name entered on the Conflicts Information defaults on the first line. Continue entering the address on the remaining lines. The last line should be the city, two-letter state then ZIP code - the City, State, and ZIP fields will be automatically populate into the appropriate fields.Matter Name (Required)Office – Use the Billing Attorney’s location Practice Group – Based on Billing AttorneySecond Practice Group (if applicable) Practice Code

NBI Process

8

Billing Attorney:Enter a few characters contained in the last name then click the SEARCH button to display a filtered list of names; click on the name to select

Originating Attorney:Repeat the same process to search for and select the Originating Attorney(s) •If there is only one Originating Attorney, enter 100 in the % field. Click the Add button to add the attorney to the grid •If there is more than one Originating Attorney, search for the first one, enter the percentage share in the # field. Click the Add button to add the attorney to the grid. Repeat this process until all attorneys’ shares total 100 %

NBI Process

9

Supervising Attorney:Repeat the same process to search for and select the Supervising Attorney(s).

Note: There is no EDIT button in the

Originating and Supervising Attorney grids. If an error is made, click on the attorney’s name in which the error was made and then click the REMOVE button. Re-enter the data.

NBI Process

10

Search for and select: • Billing Category (see slide #14)• Bill Format (see slide #14)• Worksite Template (inc. in training material) Client Type:• For an existing client, this field is automatically populated• For a new client, search for and select the appropriate Client TypeAnticipated Initial Revenue Range:• For an existing client, this field is disabled• For a new client, select the anticipated revenue range from the dropdown

menuRetainer:• Select appropriate range from the dropdown menuIf retainer is zero, a Firm approved explanation is required (approved

responses inc. in training material)

NBI Process

11

Once complete, click the Go button at the top of the screen to Submit Request.

This completes the process.

NBI Process

12

NBI Process—Other Workflow Actions

Other Workflow Actions:•Clone and Submit Request – Creates a copy of this form that can be modified to request another matter that is similar to the current request.•Cancel Request – Deletes the form and closes the process

Notes about this file can be added in the “Notes” section

If the form is not ready to submit, click the SAVE & EXIT button at the top of the form and return to it later.

13

NBI: Category & Format OptionsBilling Category Options

Bill Format Options:

B BillableC ContingencyCA Court AppointedN Non-BillableP Pro-Bono

NE Date, Atty ID, Des. Hrs.NK Date, Atty ID, Desc. Hrs., Amt.NKS Date, Atty ID, Desc. Hrs., Amt., ITD and/or

BudgetBK Date, Atty ID, Desc. Hrs., Amt, No A/R on 1st

PageND Date, Atty ID, DescriptionNB Date, DescriptionNA Description OnlyAA NK w/Detailed DisbAS NK w/Task CodesBK1 No A/R on 1st Page

14

NBI Template OptionsWORKSITE TEMPLATE OPTIONS

(See Template Examples – included separately in training material)

9500 Audit Letters9501 Banking and Finance9502 Bankruptcy9503 Bankruptcy – Collection/Foreclosure00 Basic Worksite Template20 Bond30 Business – General50 Construction51 Economic Development90 Employment and Labor91 Environmental (Real Estate Transaction)61 Environmental Regulatory Litigation9900 Firm General Counsel70 Healthcare 9901 Healthcare Litigation80 Intellectual Property81 Litigation (Complex Matter)9500 Litigation (Simple Matter)9501 NonBillable (Firm Related)9502 NonBillable (Non-Firm Related)– Personal20 Personal Injury Plaintiff30 Real Estate Land Sales Registration50 Real Estate Transactional51 Tax – Benefits90 Tax – Estate Planning91 Tax – Probate121 Worker’s Compensation

15

ORIGINATOR Conflicts Request /Intake Started – Not yet Submitted – Will appear on TO DO LIST

CONFLICT SEARCH

Conflict search is on the Conflict/Intake grid for processing – Will appear on WATCH LIST

CONFLICT SEARCH IN PROGRESSConflict search is on the Conflict/Intake grid for processing – Will appear on WATCH LIST

CONFLICT SEARCH RESULTS

If a new matter was not requested - submission remains in this stage for 60 days – Will appear on TO DO LIST

ORCONFLICTS MANAGER

Hits were found and a separate email of hits is sent to attorney. Remains at this stage until all conflicts have cleared – Will appear on WATCH LIST

16

NBI Stages

PENDING MATTERSIf new matter was requested and conflicts are cleared - submission moves to this stage –

Will appear on WATCH LIST

PGL APPROVALAwaiting PGL approval - Will appear on WATCH LIST

ORIGINATOR UPDATE REQUEST

PGL has rejected submission – check the NOTES section and the PGL Approval page for further instructions – Will appear on TO DO LIST

CLIENT MATTER UPDATE

Complete the client/matter information and check the NOTES section and PGL approval page – Will appear on TO DO LIST

FINALIZATION

File is being finalized for opening – Will appear on WATCH LIST

17

NBI Stages

Tips & Tricks

New Roles:•Client – Client should be used for the client(s) only•Friendly – Not client but not foe•Potentially Adverse – Not adverse but not a friend•Adverse – Adverse party•Neutral – For Mediations and Arbitrations only

18

Tips & TricksEntering Names:•When adding names in the system, each name needs to be added separately including husband and wife, i.e. ABC Company D/B/A XYZ Company is two separate entries; John Doe and Jane Doe should be separate entries.•Anytime a proper name is in the matter title, it has to be entered as a related party.•When adding names in the system, do not add "Trustee" or "Personal Representative,“ etc. to a person’s name. The relationship can be specified in the "Relationship" field.•Initials or acronyms are not acceptable as a person or business name. Please provide the full legal name. If the business is commonly known as an acronym, please add the acronym as A/K/A. Acronyms are not required for government agencies.•When applicable, add Jr, Sr, Dr, etc. in the first name field, not the last name field.•Punctuation is not used when including related party names.•Click the “Add Client to Related Party” button on new client entries.•Contact Name is no longer available. If the person is related to the file, they should be added using the appropriate “Relationship” such as President, Owner etc.

19

Tips & Tricks to Speed the ProcessMost Frequently Missed Stages

Client Matter Update : •This stage requires a final review of the opening.

– If the billing address is different from client address, add it here. – Even if there isn’t anything to add/change/update, the file must be

submitted in order to move to the Finalization stage.Originator Update Request: •This stage means that the request has been REJECTED by the PGL and will not be placed into billable status until all issues have been addressed. •Refer to the “PGL COMMENTS” section or the “NOTES” section for instructions from the PGL. •Confirm in the “NOTES” section that the task has been completed then re-submit it to the PGL for approval.Miscellaneous:•Assure the location provided is based on the BILLING ATTORNEY.•Provide a brief description of the type of business we are doing for this matter in the “Description of Engagement” field.

20