clc system user’s quick guideclc.lsa.govt.nz/help/clc desktop application quick guide... ·...

Contents

How to set up new clients 2

How to enter a Legal Information Inquiry 6

Adding jobs 7

How to add a Legal Service Job 7

How to do a conflict check 10

How to add a Law Related Education Job 12

How to add a Law Reform job 15

How to Find a Job 18

How to record time spent on a job 19

How to Close a Job 22

Tips on navigating through the system

When entering data on any screen in the system you can move to the next field by pressing the Tab key on the keyboard.

A data entry box with a down arrow at the right hand end is called a ‘drop down’ entry field. You can select the choices with your mouse, or you can move through the choices with keyboard up and down arrow keys and then press enter.

To save data on a screen you can either click the Save button or use <Ctrl s> on the keyboard. The saved data will remain in the display.

The Save and Close button will save the data and remove the currently displayed screen.

The New button will give the option to save any unsaved data on the current record and clear the data ready to enter a new record on the same screen.

CLC System user’s Quick Guide

CLC System User Guide 2

How to set up new clients

This section covers how to add a client new to your CLC database. Note however, that it is generally more efficient to begin this process as part of the job entry process. The following screen shots show the process starting from the Client menu, however whatever the starting point, the process is the same. Before you set up a new client it is critical that you check to see if the client already exists in the database. To do this check:

Click on Browse Clients on the menu bar or select the Browse Client icon in the Tasks list.

Enter the client’s surname or telephone number in the Search Criteria box. (A cell phone number is often a good way to distinguish family members, e.g. father from son.) If more than one client has the same surname or telephone number, all will be listed. If your client’s name is listed, click on it to bring up their client record.

Figure 1 Browse Client

If the client name does not appear on this list, carry on with the instructions to set up a new client below.

Notes


Click on New Client on the menu bar or the New Client icon.

Figure 2 Client Menu

Enter the details of the client’s name. Mandatory fields (distinguished by coloured highlight) must be completed.

If a client is a group the Group Type and Group Name must be entered and the Group Size must be greater than one. First Name and Surname could be the person who represents the group.

Example:

Kapiti Woman’s Centre would be selected as a Community Organisation/ Service under group type. The group size would be 30

which is the number of women who work at the centre.

Figure 3 New Client

Notes


Figure 4 Group Type

After you have entered the address for the client, click on Get Area Unit Number to search for the appropriate area unit number for that address. On the left-hand side of the screen, the region and then local council name will appear before the suburb. If the suburb is correct, click on it, and then click on the Select button on the top menu in the pop-up box for Streets. The Streets box will close. Do not click in the Meshblock panel on the right-hand side as this will not return the Area Unit Name.

Figure 5 Get Area Unit Number

Notes

Notes


If you want to record any additional information about the client, click on the Notes tab and then the Add Note icon on the menu bar. A new text box window will appear on screen.

Figure 6 Client Notes

Enter your notes in the Notes box. You can print these notes by clicking on the Print Note button.

If you are happy with the notes you have written click on OK to save otherwise click on Cancel to delete the note.

Check your notes are correct before saving them as once saved, they cannot be changed.

If all details are correct and you have more clients to enter, click on New on the menu bar. This will give the option to save the current record and clear the data ready to enter the new client record.

Other menu bar options are Save, Save and Close or Cancel.

Notes


How to enter a Legal Information Inquiry

This is a quick method to account for time spent on Legal Service jobs where it is not realistic to obtain demographic data of those involved, e.g. answering a telephone inquiry. There is no requirement to record the client name or enter statistical data.

Either click on the icon for Legal Information Inquiry on the left-hand side of the screen or select the icon Legal Information Inquiry Job tab from the menu bar.

Figure 7 Legal Information Inquiry

Mandatory fields (distinguished by coloured highlight) must be completed. Entry of a Client name is optional. You can select an existing client from the drop down list by starting to type. If the client does not already exist, click the Add Client button and follow the instructions in the section ‘How to set up new clients’.

Select the correct Worker from the drop-down box.

Select the type of Legal Categories 1 and 2 from the drop down boxes.

If the inquiry is from an organisation, couple or group, enter Group Size.

Enter Job Number, Outreach and Task as appropriate for your Office.

Enter the time spent by accepting or changing Duration default minutes or use Start Time and End Time for a different date.

Enter brief details of the information that was provided in the Legal Information Provided panel.

Click on Save, Save and Close or Cancel from the menu bar.

Notes


Adding jobs

You can add jobs under three different categories:

Law Reform.

Law Related Education.

Legal Services.

How to add a Legal Service Job

Either click on Legal Service Job from the Jobs panel on the left-hand side of the screen or click on the Jobs button on the menu bar and select Legal Service Job.

Figure 8 Legal Services Job

Mandatory fields (distinguished by coloured highlight) must be completed. Enter the Client name. You can select an existing client from the drop down list by starting to type. If the client does not already exist, click the Add Client button and follow the instructions in the section ‘How to set up new clients’. Important: ensure the client is correctly identified.

Select the Worker from the drop down box.

Enter the date opened using the calendar to click on the correct month and day. You cannot enter a date earlier than a submitted quarter or later than today’s date. The default date is today’s date.

Select the type of Legal Service from the drop down box.

Notes


Select the Contact Mode from the drop down list.

Enter the Job Number and Reference as appropriate for your Office.

If the job is for an Outreach area, select the Outreach from the drop down.

If documents have been witnessed, check the Witness Document (this box appears only for Legal Service (Assistance).

Enter the names of the Interested Parties in the left hand box at the bottom. Click on Enter after each name to make sure it is on a line by itself. Refer to the section How to do a conflict check.

If you want other workers to be able to allocate time to this job click in the box beside their name in the Assigned Workers panel.

Click on the Statistical tab.

If the Client is a group, first select the Group Type as this will change which fields are mandatory. For an Individual, select the appropriate values for Gender, Age Range, Legal Category 1 and 2, Ethnicity, Group Type, No. of Attendees, and Employment. Enter the non-mandatory fields that are appropriate for your Office.

Figure 9 Statistical Data for Legal Services Job

Data for the Group Type and Group Size will be automatically completed based on the group type and size for the selected client; however these may need to be adjusted as appropriate to this job.

If you want to record any additional information, click on the Notes tab and then the Add Note icon on the menu bar for Legal Services Job. A new text box window will appear on screen.

Notes


Figure 10 Job Notes

Enter your notes in the Note box. You can print these notes by clicking on the Print Note button.

If you are happy with the notes you have written click on OK to save otherwise click on Cancel to delete the notes.


If you know the time spent on the job you can choose to enter it now using the Time Entry tab, or later. Refer to the section How to enter time on a job.

If all details are correct and you have more Legal Service jobs to enter, click on New on the menu bar. This will give the option to save the current record and clear the data ready to enter the new client record.


After a job is saved the Print Details button will appear on the menu bar. Click on the button to print the details of the current job.

Figure 11 Print Details

Notes


How to do a conflict check

For legal service jobs only, you can check to see if any of the interested parties are CLC clients already and if so, check their job histories.

On the Details tab for a Legal Services job there is a panel at bottom left for Interested Parties. Type in the client surname or telephone number of each of the interested parties on a separate row until all are entered.

Click on the Conflict Check icon on the menu bar to search the Client database for the clients that match interested parties.

Figure 12 Conflict Check

If you have input more than one entry in the Interested Parties panel, you will get a search tab for each name. Click on the search tabs to see each one.

Notes


In each search tab, if more than one client exists with the same surname or telephone number, they will be listed. If your interested party is listed, click on their name to bring up their client record and click the Job History tab to view further details.

Figure 13 Conflict Check Search Tabs

You need to be aware that this feature is not infallible. For example clients in conflict could be added at a later date.

Notes


How to add a Law Related Education Job

Either click on Law Related Education Job icon from the Jobs panel on the left-hand side of the screen or click on the Jobs tab on the menu bar and select New Law Related Education Job.

Figure 11 Law Related Education Job

Mandatory fields (distinguished by coloured highlight) must be completed. Enter the Client name. You can select an existing client from the drop down list by starting to type. If the client does not already exist, click the Add Client button and follow the instructions in the section ‘How to set up new clients’.

Select the Worker from the drop down menu.

If you need to change the Date Opened (default date is today’s date) use the calendar to click on the correct month and day. You cannot enter a date earlier than a submitted quarter or later than today’s date.

Select the Contact Mode from the drop down menu.

Enter the Job Number, Reference and Outreach as appropriate for your Office.

Enter the date of the education in Session Date using the drop down calendar.

Click on the appropriate Assigned Worker if known. All the CLC workers who have access to Law Related Education Jobs will be listed. The selected workers will be able to charge time to the current job.


Notes


Figure 12 Statistical Data for Law Related Education Job


Data for the Group Type and Group Size will be automatically completed based on the group type and size for the selected client, however may need to be adjusted for this job.

Click on the Notes tab (a Note is mandatory) and then the Add Note icon on the menu bar for Law Related Education Job. A new text box window will appear on screen.

Figure 13 Job Notes

Notes

Notes


Enter your notes in the Note box. You can print these notes by clicking on the Print Note button.




If all details are correct and you have more Law Related Education jobs to enter, click on New on the menu bar. This will give the option to save the current record and clear the data ready to enter the new client record (click Yes).




Notes


How to add a Law Reform job

Either click on the icon for Law Reform Job on the left-hand side of the screen or select the icon New Law Reform Job tab from the menu bar.

Figure 15 Law Reform Job

Select the correct client name and worker from those available. If the client does not already exist, click the Add Client button.

Select the Worker from the drop down menu.

If you need to change the Date Opened (default date is today’s date) use the calendar to click on the correct month and day. You cannot enter a date earlier than a submitted quarter or later than today’s date.

Select the Contact Mode from the drop down menu.

Enter the Job Number, Reference and Outreach as appropriate for your Office.

Enter the name of the Key Client Groups if available. This is optional information. Enter one name and press Enter to make sure each name is on new line.

Click on the appropriate Assigned Worker if known. All the CLC workers who have access to Law Reform Jobs will be listed. The selected workers will be able to charge time to the current job.

Notes



Figure 16 Statistical Data for Law Reform Job


Data for the Group Type and Group Size will be automatically completed based on the group type and size for the selected client, however may need to be adjusted for this job.

If you want to record any additional information, click on the Notes tab and then the Add Note icon on the menu bar for Law Reform Job. A new text box window will appear on screen.

Notes


Figure 17 Job Notes

Enter your notes in the Notes box. You can print these notes by clicking on the Print Note button.




If all details are correct and you have more Law Reform jobs to enter, click on New on the menu bar. This will give the option to save the current record and clear the data ready to enter the new client record.




Notes


How to Find a Job This section explains how to find a job that has already been created.

Click on the Jobs button from the menu bar and select Browse Jobs from the Tasks list.

Figure 19 Browse Jobs Function

Use one or more of the following fields to narrow the search for your job:

Legal Service – If you select one of the legal services listed in the drop down box here the system will then search for jobs of that type. For example, if you are looking for a job where just information was given, select the Legal Service Information option.

Worker – If you select one of the worker’s names, the system will only search for jobs that particular worker is assigned to.

Client Name – If you enter any part of a client’s name, the system will search for it. For example, if your client’s name is Hannah Gutry, entering ‘Han’ in the Client Name box will search for any record where ‘Han’ appears in the name and will bring up the record for Hannah Gutry.

Job Number – If you enter a Job Number or part of a number, the system will search for any jobs containing that number or part of it.

Opened After Date – If you want to search for a job opened after a particular date, enter a date in this box.

Closed Before Date – If you want to search for a job closed before a particular date, enter the date in this box.

Job Note – If you want to search for a job with a particular note text, enter any part of the note in this field (upper or lower case does not matter as it’s not case sensitive).

Click on the Search button. All the jobs matching the search fields you have entered will be displayed. Scroll up or down the list to select the job you want. Press Enter or double click the highlighted row to select the job

Notes


How to record time spent on a job

As noted in the section How to add a job’ above, time may be entered during the job entry process, or can be entered at a later time. Regardless of the data entry timing, there are two ways to enter time spent on a job depending on how much detail you want to record.

Quick Time Entry can be used to record total amount of time spent on a job without details of dates and exact times.

Timesheets are used to record the actual date, start and end times spent on a job.

If not recorded during the job entry process, the first step is to select the job on which to enter time. Refer to the section How to find a job above.

How to use Quick Time Entry

Click on the Time Entry tab on the Job screen.

Figure 23 Time Entry

Select a Worker from the drop down list.

Select the Funding from the drop down list.

Optionally, select a Task as appropriate to your Office.

Either accept the default minutes (default is set by the Office Administrator) or enter the time worked in minutes and tab to the Add button.

You will be asked to confirm if you want to save the time to that job. If the details are correct, click on Yes. Note: after this confirmation you cannot remove time from the job – you would need to delete the job and re-input.

Notes


How to enter timesheets If time is not being recorded during the job entry process, the first step is to select the job on which to enter time then click the Time Entry tab. Refer to the section How to find a job above.

Figure 20 Time Entry Tab

Click on Days on the Job menu bar and using the down arrow select Working Week or Full Week. You would only use Full Week if you needed to record time worked on Saturdays or Sundays.

Figure 21 Timesheet Days

Use the Back or Next buttons on the Job menu bar to move the calendar showing on screen back or forward a week until you have the date you need on screen.

Notes

Notes


Select the Worker using the drop down list. You will be able to choose from all workers assigned to the job and for whom you are authorized to enter timesheets. The box must be completed to enter a timesheet.

Select Funding from the drop down list. This box must be completed and will default to LSA Special Fund.

Select a Task from the drop down list, if appropriate for your Office.

Click on the time you started the job and holding the left hand button on the mouse down, drag the mouse down to the time you finished the job and release the mouse button.

Figure 22 Timesheet Calendar

Check that the Total Hours Spent on Job shows the correct number of hours / minutes (the total is for all workers). Do not click the Add button as that is for Quick Time entry only. If you have made a mistake and want to delete any time you have entered, right mouse in the white panel and choose Delete.

Click on Save, or Save and Close on the menu bar to save your timesheet (and the job).

Notes


How to Close a Job Once you have closed a job you will not be able to change any of the details. You will be able to display the record in view mode only. The Administrator for your Office will have the rights to re-open closed jobs.

If you are not currently on the job you wish to close, use the Browse Job function to first find the job. Refer to the section How to find a job.

Tick the Close Job check box on the right hand side of the screen. A warning message will appear if there are no time entries for the job.

Figure 24 Close Job

Enter an Archive Number if you have one. This is an optional field.

Before save and close of a Law Related Education job you must first enter a Topic Note.

Click on Save, Save and Close. If you have changed your mind and do not want to save your changes to this job, click on Cancel.

Select a Reason for Closure from the drop down menu. If you select Referred to here, a further drop down box will appear for you to select who the job was referred to. Enter further details (free text) in the Close Job Note.

Click on OK to save the record.

This job will now be closed.

Notes

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