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OPSIS Practice Management Solutions The Legal Software Specialists |
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OPSIS Practice Management Solutions The Legal Software Specialists |
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These case studies have been formulated from a standard set of questions and answers that we ask our customers after their system has been installed for a while. This gives their staff time to configure and learn the chosen OPSIS solution, and to become familiar with the after-sales service our Helpdesk teams provide. We provide case studies related to four of our Northern Ireland clients, and seven of our customers in the Republic of Ireland. The primary products being used are indicated by SCM (Solicitor Case Manager), MA (Millennium Accounts) or one of our combination systems, PMS (Practice Management System) or SPS (Small Practice System), which utilise Millennium Accounts and Solicitor Case manager together. |
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Mandy McCormack, Quality Manager of Tormeys Solicitors in Athlone, Co Westmeath gives her views on the OPSIS Solicitor Case Manager system. The system has been installed since February 2001 and the firm presently boasts 24 users. The Practice specialises in mainly Plaintiff Litigation and Insurance Company Defendant Litigation.
What was the main reason for looking at a Case Management/Accounts system?
To
produce standardised letters in an efficient manner.
Did you look at other systems? If so, why did you
choose OPSIS?
Looked
at one other system - cannot recall the name of same. We chose
OPSIS as it appeared to be more structured and user friendly.
How was the initial transition to the system?
The
initial transition was slow as we also changed from Wordperfect
to Word and staff were reluctant to change. The system was
up and running for about a year before we were satisfied that
we had all necessary documentation set up and running.
How did the staff adapt to the changeover?
Some
were very reluctant but the younger members took to it very
well and any staff who have come on board since find it very
easy to pick up.
Was the time frame for the implementation of the system sufficient?
Yes
How did you find the training from OPSIS?
I
found training very informative and the trainers very co-operative
and helpful.
What are the main advantages of the system in comparison to before having it installed?
Our
system is more efficient as all users are using the same precedents.
All documentation relating to a file is held in the one area
i.e., under case documents. The diarying system means that
we have moved away from manual diaries. It also makes life
easier for new employees as they can access precedent letters
under the various sections i.e., conveyancing purchase, conveyancing
sale, litigation defendant, etc.
In what ways has it made a difference to the practice?
It
has made the practice more efficient all round.
What have been the main cost savings?
It
has meant saving on paperwork as everything is now computerised.
Also the stationery bills are lower as precedent letters are
used, thus cutting down on the number of typographical errors.
In addition practically anyone who can operate a PC can generate
documention which cuts down on the need to have secretaries
with high typing speeds.
Are you satisfied with the level of ongoing support from OPSIS? How could we improve on this service?
I
am satisfied with the support being offered.
Would you recommend OPSIS, and why?
Yes
- because it is a good system and, providing precedents are
up on the system and all contacts are set up initially, it
makes the running of a file much smoother.
Joe Kelly, principal of James J Kelly & Son in Templemore, Co Tipperary gives his view on the OPSIS system. Both Solicitor Case Manager and Millennium Legal Accounts have been installed for the past 3 years. The practice currently has 5 users.
What was the main reason for looking at a Case Management/Accounts system?
To
streamline the flow of info.
To ensure quality of service.
To ensure uniformity.
How did the staff adapt to the changeover?
Fair
How did you find the training from OPSIS?
Good
What are the main advantages of the system in comparison to before having it installed?
Access
to all types of information.
In what ways has it made a difference to the practice?
Has
created a new dimension in that output has increased substantially.
Have you noticed an increase in productivity, if so in what way?
Yes,
less duplication
Are you satisfied with the level of ongoing support from OPSIS?
Yes
Would you recommend OPSIS, why?
Yes,
very professional in approach. All staff are very well trained.
I have recommended OPSIS to many colleagues.
Sheila Brock, a legal executive in Stephen MacKenzie & Co, Dublin, gives her views on the OPSIS systems which were installed in August 1999. There are 12 users of the software in the practice.
What was the main reason for looking at a Case Management/Accounts/Time Recording system?
To
be able to see at a glance the status of a case.
Did you look at other systems? If so, why did you choose OPSIS?
No,
OPSIS was impressive when first looked at, we had no need
to look further.
How was the initial transition to the system?
It
took 2 years before everything settled down.
How did the staff adapt to the changeover?
Once
everything was set up, staff adapted very well.
Was the time frame for the implementation of the system sufficient?
Yes
How did you find the training from OPSIS?
The
initial trainer was excellent.
What are the main advantages of the system in comparison to before having it installed?
You
can tell immediately where a case is at, all details regarding
the particular claim can be accessed immediately, no having
to go through a very large file.
In what ways has it made a difference to the practice?
Much
more efficient, less time spent having to go through files.
What have been the main cost savings?
Time
Have you noticed an increase in productivity, if so in what way?
Yes,
paper file need not always be to hand.
Are you satisfied with the level of ongoing support from OPSIS? How could we improve on this service?
Presently,
yes.
Would you recommend OPSIS, why?
Yes,
very good system if correctly managed.
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Redmond O'Regan, an IT Partner in the firm Nooney & Dowdall of Mullingar, Co Westmeath below gives his opinion on our PMS system which incorporates both Solicitor Case Manager and Millennium Legal Accounts which have been installed for four and three years respectively. There are currently 12 users in the practice.
What was the main reason for looking at a Case Management/Accounts system?
We
looked at case management as a preliminary to computerised
accounts. We introduced word processors about 23 years ago.
We next moved to stand-alone workstations. Several years later
we introduced central file storage using a network and later
to facilitate controlled expansion looked for a front end
Case Management System.
Did you look at other systems? If so, why did you choose OPSIS?
We
looked at systems other than OPSIS primarily for comparison
but the initial contact from Mike Butler made a lasting impression,
which has largely been maintained by good service.
How did the staff adapt to the changeover?
Our
staff had prior knowledge of working on a networked system,
which simplified the change over. The Millennium transition
has effectively taken 18 months. While not painless it has
been successful. The quality of support has improved considerably
over that period.
Was the time frame for the implementation of the system sufficient?
Yes
in one sense, however the implementation of this or any system
is an ongoing process. As experience grows new demands are
made of the system, and its capacity to respond and expand
to meet demands is the measure of its strength. If one can
identify a date on which the system has been fully implemented
I argue that something is wrong. The system is not a single
tool but a whole box of tools. Our weakness is lack of time
due to pressure of business to fully explore the system and
challenge it.
How did you find the training from OPSIS?
Some
trainers are better than others and some relate better to
particular individuals. On the whole we found the training
satisfactory. Some members of staff responded more positively
than others as is to be expected.
We found on reflection that the trainers
had identified adept individuals who have become in house
points of reference for other staff. This is good.
What are the main advantages of the system in comparison to before having it installed?
As
noted above, for us the adoption of OPSIS Solicitor as a file management
system, and subsequently Millennium as an accounts system,
was part of a planned progression.
The advantage of each stage in turn has
been the expansion of our capacity to efficiently service
our clients' requirements. It has also enabled us to identify
areas where we can more effectively deliver the required service.
In what ways has it made a difference to the practice?
It
has enabled us to standardise many documents used throughout
the office. It allows us to access data more quickly and deal
with queries on any case in the system. Together with other
technology it has facilitated remote working for partners.
Prior to OPSIS the IT Partner was engaged
on IT matters perhaps less than 10% of his working year. Now
over 30% of his time is used on IT matters.
What have been the main cost savings?
There
have been no direct cost savings. Apart from direct software
and training costs we have had to keep our hardware up to
specification to keep pace with the requirements of the software
as it develops. There is also the cost of the IT Partners
time and the resultant restriction of his fee earning capacity.
These costs would have arisen regardless of the chosen software
system, and so when increased productivity is taken into account
the net result must be viewed as a saving.
Have you noticed an increase in productivity, if so in what way?
OPSIS
has generally allowed us to increase productivity to the extent
that we have been able to limit the growth in staff numbers.
Are you satisfied with the level of ongoing support from OPSIS? How could we improve on this service?
Once
one accepts that some problems will inevitably arise, the
need for ongoing support follows. The service response we
have experienced from OPSIS for both Solicitor and Millennium
has almost always been prompt. Where a problem could not immediately
be resolved we have always been assisted in getting operational
pending a resolution of the problem.
Would you recommend OPSIS, why?
I
would recommend OPSIS because it provides an intuitive, user
friendly environment within which a solicitor or other staff
member may work using their own established procedures and
precedents, while affording an opportunity to adapt and expand
those procedures and introduce automated reminders and processes,
thereby allowing the practitioner to reduce risk in practise
and enjoy a less stressful yet more efficient means of delivering
service to clients.
Jane O'Brien, the Office Manager in Dillons, based in Dundrum, below gives her opinion on OPSIS. The Practice presently uses Solicitor Case Manager and more recently converted their current legal accounts system to Millennium. The system has been installed for approximately four years and currently has 12 users.
What was the main reason for looking at a Case Management/Accounts system?
To
manage the documents in the office in a more efficient manner,
thereby increasing productivity. It also allows each fee earner
to see the flow of a file at a glance.
Did you look at other systems? If so, why did you choose OPSIS?
We
did look at other systems but through positive feedback from
other solicitors, we decided on OPSIS.
How was the initial transition to the system?
The
initial transition ran very smoothly. Any problems were more
or less solved; most of our problems seemed to be down to
the computer network and not OPSIS. There was a lot of work
involved in getting the system ready as in setting up precedents
etc but once this groundwork was done everything was fine
How did the staff adapt to the changeover?
People
were initially slow to take up the system and could not see
the benefits. However, it did not take long for the benefits
to be realised and now I don't think anyone would go back
to the old way. The support from OPSIS was very helpful, nothing
was a problem. Also the staff we had really pulled out all
the stops to get things such as precedents up and running.
Was the time frame for the implementation of the system sufficient?
I
think we under-estimated the amount of time required to customise
the precedents to suit our practice style.
How did you find the training from OPSIS?
The
training is good, but I think we should have done more training
off site, as the distractions of work did not help with concentration.
What are the main advantages of the system in comparison to before having it installed?
The
client matter can be viewed at a glance and all users can
look at a particular matter and see immediately what has happened.
Finding things is easier and sometimes not requiring the file
at all.
In what ways has it made a difference to the practice?
More
streamlined when it comes to producing the work. The more
information input the more information is available at the
touch of a button.
What have been the main cost savings?
In
terms of time saving it has definitely helped, as the staff
are able to produce more and do other things besides typing.
Have you noticed an increase in productivity, if so in what way?
Yes
we are able to get more work done and out the door more quickly
and it frees up staff for other duties like follow up calls
etc.
Are you satisfied with the level of ongoing support from OPSIS? How could we improve on this service?
The
support is great. No question or query is a problem and the
support team are lovely to deal with. My initial problem was
the speed of return support calls but this seems to have greatly
improved recently.
Would you recommend OPSIS, why?
I
would have no problem recommending OPSIS to anyone as we have
experienced all the benefits and the practice has grown stronger
in the past few years. Without the system in place we would
not have been able to manage our documents, in the well thought-out
way that the system does.
Below, Anne Kelly, a secretary in Doyles in Wexford, gives her opinion on OPSIS Solicitor Case Manager and Millennium Accounts. There are currently 15 users in the practice and have been using Solicitor for five years and recently converted their Accounts system over to Millennium.
What was the main reason for looking at a Case Management/Accounts system?
Solicitor Case Manager: - As we were an expanding practice, we felt it important to
improve our efficiency so that we could offer an efficient
service to our clients. We wanted to organise and standardise
letters and precedents. We also wanted to have all our client
information stored together for easy reference.
Millennium: - We felt Solicitor worked well for us, with good
back up from the helpdesk, so taking on Millennium was the
obvious route to follow.
Did you look at other systems? If so, why did you choose OPSIS?
Yes.
We looked at other systems. OPSIS seemed to have the package
we found easier to understand and it also seemed to be more
user-friendly. We also felt from our initial meetings that
the back up and training we needed would be provided.
How was the initial transition to the system?
Slow
to begin - it took nearly two years to adapt OPSIS to our
current needs. That may have been due to pressure of work
that nobody actually had time to really study OPSIS and decide
what further training was needed. One person needs to be appointed
to create and maintain precedents; otherwise it is no better
than just using a word processing package individually.
How did the staff adapt to the changeover?
We
were slow to change and staff were inclined to use OPSIS for
a time as a stand-alone system. Eventually, when precedents
and letters etc. were set up properly on the system, everybody
began to see the benefits of using it properly and now would
not change back.
Was the time frame for the implementation of the system sufficient?
Yes.
Implementation is ongoing - you never really know everything
about any package, as they are being continually being modified
and improved.
What are the main advantages of the system in comparison to before having it installed?
All
letters and documents together in one file on the system.
If a client phones, you do not necessarily have to leave them
waiting on the phone while you get out the paper file. Precedents
are set up and ready to be produced in a very short space
of time. Even fee-earners can do this, if necessary.
In what way has it made a difference to the practice?
OPSIS
has increased output and also using the diary system has made
everything more streamlined in the office. It is also quicker
and easier to access data and client information.
What have been the main cost savings?
No
great cost saving, but what was spent on extra time producing
work could now probably be spent on training, but this is
more worthwhile.
Have you noticed an increase in productivity, if so in what way?
Yes,
but I think this has been covered in earlier questions.
Are you satisfied with the level of ongoing support from OPSIS? How could we improve on this service?
I
think the support from OPSIS is good. I feel the turn around
time from when we log a problem is very reasonable.
Would you recommend OPSIS, why?
Yes.
Once properly set up it is a very good and easy to use system.
Ongoing support is good. Everybody, irrelevant of IT skills
possessed, can use it and produce documents at speed and correctly.
Cathy McDarby, a solicitor in Michael McDarby & Co, Ballinrobe, Co Mayo gives her view on OPSIS Solicitor Case Manager. The practice has been using the software for over two years now. The practice specializes in General Practice and Crime and presently has 14 users.
What was the main reason for looking at a Case Management/Accounts/Time Recording system?
We
were using a different system that we found to be unreliable
and with poor technical support. We were looking for a system
that would suit a Solicitor's offices needs and also have
good backup should we encounter problems. We also wanted a
case management / time recording system that would make the
office more efficient and allow us to handle greater volumes
of work.
Did you look at other systems? If so, why did you choose OPSIS?
We
were running a system belonging to a competitor of OPSIS when
we changed. The reasons we changed were that OPSIS offered
us quick technical support and a very solid and reliable base
from which the system operated. The added features of the
legal precedents documents and the processes, now known as
case steps were also important as we felt that these could
seriously reduce man hours spent on boiler plate letters.
OPSIS was also demonstrated to us and we felt the system was
easily used and understood. The details tab meant that once
information was inputted it could be used in various legal
precedents thus saving time and errors.
How was the initial transition to the system?
In
a word, "painless". The OPSIS technical staff did
all the work and took control of the changeover. There were
no difficulties or problems whatsoever as all was handled
by OPSIS.
How did the staff adapt to the changeover?
The
staff adapted very well. The system is very user-friendly
and so the staff had no difficulty in adapting to it. Any
queries they had regarding the system were dealt with during
training so there were very few teething problems. There will
always be one or two hiccups but the fact that OPSIS stressed
they were only at the other end of the phone and to call if
in difficulty meant the changeover went very smoothly.
Was the time frame for the implementation of the system sufficient?
Yes
I would say it was. OPSIS operated on a time frame that allowed
the office to adapt to the system at our own pace. They allowed
the office to set the dates for training etc and this allowed
us to proceed with the training, not only when we were ready,
but also when we had our full complement of staff. Allowing
us to space out the training also allowed us to utitlize the
training facilities to their fullest and raise queries we
would not otherwise have known existed.
How did you find the training from OPSIS?
The
training from OPSIS was excellent. OPSIS came initially and
trained us on the basic users of the system, returning some
weeks later to then train on the more in-depth use of the
system. This allowed the staff to become familiar with the
system and also raise issues, which had arisen during this
period. This allowed for a more complete learning process
and also ensured we were not given an overload of information
on the first day. I believe this method of training allowed
us to learn how to get the most out of the system.
What are the main advantages of the system in comparison to before having it installed?
There
are many. An important one is the absolute reliability of
the system. Also the ability to look at a file and at a glance
see the current position of that file is essential to a modern
office. Another advantage is the ability to see all your court
dates for any advance period allows for forward planning.
The ability to link emails to files means we are now able
to converse with other offices and barristers directly though
an electronic medium.
In what ways has it made a difference to the practice?
It
has made a huge difference to the practice. We are now seen
as very efficient in following up on letters sent. The clients
appreciate that there is no time wasted keeping them on hold
while their file is located. As a practice we have slashed
the amount of man hours wasted searching out files and also
typing standard letters. Indeed we have found the time saved
just opening a file and using the process option to be significant.
The fact that reminders can be set means that the days of
files going dead are gone. Also the fact that letters are
scanned means the amount of documents mislaid has also decreased.
What have been the main cost savings?
The
main cost saving is in time saved and freed up for work on
other files. Our secretaries no longer need to hunt out files
and are now free to spend all of their time typing letters.
These letters are often standard and with the legal precedents
and processes these letters can be completed with the click
of a button. The benefits to the solicitor are an elimination
of time spent with a client while waiting for the file to
be brought in. Another large cost saving is that no more needless
reminders are sent out for documents that have been sent in
but left sitting on someone's desk unawares.
Have you noticed an increase in productivity, if so in what way?
Yes.
As outlined above with the legal precedent letters and processes,
the time that these letters would have taken is eliminated
therefore the staff is able to move onto other matters much
more swiftly. We have definitely found that our output has
increased and we are also able to handle a much higher volume
of clients than prior to installing the system. The fact that
we have the file on system also means that a solicitor can
deal with a client much more quickly and searching for documents
of old files is no longer a problem.
Do you use the document scanning facility within OPSIS? If so, how do you find that this works?
We
do. Every document that arrives into these offices is scanned
and this means when a client contacts us we have the whole
file in front of us at the touch of a button. It also means
that if you are away from the office for a few days when you
re-enter the office there is no huge bundle of post awaiting
your attention. This same post can be accessed through the
system easily. Lost documents can be a problem but when document
scanning is implemented there is always a copy on the file.
Further when a client comes back in ten years wanting a copy
of documents, it is very easy to access the system rather
than hunt up a long closed file. Document Scanning in OPSIS
is very simple to use and the ability to approve a scanned
document means you know exactly the position of the file at
any time eg has the document been dealt with or awaiting attention.
Are you satisfied with the level of ongoing support from OPSIS? How could we improve on this service?
Very
much so. We rarely have to call on OPSIS to offer us support
but on the occasions we have had to, such as when purchasing
a new computer, OPSIS have responded without delay and they
understand the requirement for a swift response. The user-group
is an excellent idea and offers great support and advice to
OPSIS users throughout the country. I do not believe at this
time I could offer any suggestions on how to improve to support
offered.
Would you recommend OPSIS, why?
Yes,
definitely. OPSIS is an excellent, reliabe, easily used and
understood system that meets the demands of a busy solicitor's
office. The labour saving aspect of the system is huge and
a must for every office. The fact that the system also has
the ability to set reminders to letters means that the system
will alert you to a letter to check if it was responded to.
The fact that the team at OPSIS are constantly modifying and
upgrading the system to cope with the changing demands of
a busy office means that once installed this is not a system
that is ever going to go out of date, or stale. I have previously
recommended OPSIS to colleagues and will assuredly continue
to do so.
View/Download
this Case Study in PDF format 
Patterson Donnelly, a long-standing client of OPSIS, has grown to become one of Ulster's leading legal firms with thriving branch practices in Belfast, Bangor and Newtownards. The practice specialises in Personal Injury Claims, Conveyancing, Matrimonial, Commercial and Wills.
Below, Colin Patterson, Senior Partner of Patterson Donnelly discusses the merits of the OPSIS Solicitor Case Manager system and the difference it has made to the practice:
Why did you consider a Case Management System?
We
were looking to improve the efficiency of the business and
we wanted to get trained in how to use the Case Management
software, purely and simply because it mechanises the practice.
We had a meeting with OPSIS and they seemed to have the
package we were looking for.
What is the level of support like from OPSIS?
The
level of support from OPSIS is very good. There's always someone
at the end of the phone, which is important. We have access
to the people who are involved in the technical side, as well
as the training side. We've always felt that if we have had
a problem, we have had someone who provides information and
help in a straight-forward manner, to make sure we could get
any problem solved as soon as possible.
Was there a high level of training given?
OPSIS
really did spend a lot of time in training. I think that was
integral to the success of the change from simple word processing
into the Case Management system. If the level of training
had not been the standard that it was, I think we would have
had a lot of resistance to the change over.
Has Solicitor Case Manager helped to get Corporate business?
OPSIS
gave us the ability to present to our Corporate Clients and
to show that we have a process in place whereby their work
is going to be dealt with in a certain format and we can show
them that their work is going to receive the quality of work
it requires. OPSIS Solicitor is the framework within which
all the staff and all the solicitors can work to make sure
that these standards are being met.
Could you and your business live without OPSIS?
No,
I don't think we could do without OPSIS. We're familiar with
it and have become comfortable with it. Processes have been
put in place to ensure that OPSIS is now the driving force
and as each new staff member joins us, once they're trained
in OPSIS then they are conforming to our practice standards.
Below Tom Beatty of Cooper Wilkinson Solicitors (Enniskillen), discusses the merits of OPSIS Solicitor Case Manager.
Why did your practice consider implementing a Case Management System?
As
an expanding and progressive practice, we recognised that
time spent learning to fully utilise the latest software,
would be well invested. We are ever-anxious to improve our
efficiency, increase our productivity and contain overheads.
How well did the practice adapt to using a Case Management system?
With
little difficulty - much less than anticipated. Solicitor
Case Manager is so well integrated with Microsoft Office,
with which our staff had already been well acquainted.
Were you happy with the training your practice received from OPSIS following installation of the software?
Training
is not yet completed as this is to be effected stage by stage.
The personal training has been first rate. We appreciate that
training manuals are available within the software, however
handouts at training sessions might be helpful.
Are you content with the standard of on-going support you receive from OPSIS?
Yes.
It is particularly pleasing that on-going development of the
system is evident and that it can be adapted to meet evolving
requirements
Would you recommend the implementation of the Solicitor Case Manager system to other practices? If so, why?
Solicitor
Case Manager software not only reduces time spent on repetitive
and mundane tasks, but enables considerably more effective
communication within the office. It has become simple for
everyone to readily establish the status of each case. Providing
the system is given accurate information, it will reliably
keep each case on track
Below Michael Glover (Senior Partner of Glover & King, Carrickfergus) gives his feedback following the implementation of Solicitor Case Manager.
Why did your practice consider implementing a Case Management System?
To
increase levels of efficiency and productivity, to give us
"the edge" over our competitors and to ensure that
we are ready for any likely introduction of e-conveyancing
or similar measures
What is the level of support like from the OPSIS staff?
Excellent!
Any difficulties are usually sorted out with a phone call.
We have not experienced any prolonged periods when the system
was down.
Was there a high-level of training provided?
Yes,
and it was efficient and well delivered and easy to follow
Has Solicitor Case Manager improved the efficiency of your practice?
Without
a doubt! It has brought increased efficiency, productivity
and ultimately profitability
Below John Pinkerton (Senior Partner of John Pinkerton & Son) gives his feedback following the implementation of Solicitor Case Manager.
Why did your practice consider implementing a Case Management System?
We
wished to automate where possible and to standardize our file
structures. We already had a case management system, but this
was not altogether satisfactory, so we moved to OPSIS
What is the level of support like from the OPSIS staff?
Very
satisfactory.
Was there a high-level of training provided?
Yes
Has Solicitor Case Manager improved the efficiency of your practice?
Yes,
although we could probably get a lot more out of it if we
were to use it fully
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