5. File Processing
The following information will be captured.
File Reference
Parties details
Third Party advocate for the file
Company Advocates for the file
Nature/Type of matter
Summary remarks
Date of instructions
6.
7. Status Tracking
The 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.
8.
9. Task Delegations
The system will have a task delegation and Task Status
tracking module for all the tasks given by the various
users to their colleagues
13. Payments Management Module
Due 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
14. Billing for appointed
advocates(External advocates)
The following fee note information shall be recorded:
Fee note Reference
Date
File Reference
Type(interim or final)
Datable Amount
Disbursements
Vat Amount
The invoicing advocate
15. Upon dispatching of a payment the fee note payment
will be recorded with the following information;
The cheque number
Cheque Date
Fee Note(s) being Settled
The Advocate being paid
The cheque amount
The system will keep track of the advocates account
balances
19. 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
20.
21.
22. Insurance Policies
Insurance policies will be recorded under the contracts
module with the following information;
Nature/Type of policy
Amount insured
Insurance company
Policy number
23. Claims
Insurance claims will be recorded in a separate module
with the following information being captured.
Claim number
Nature of claim
Date of loss
Date reported
Estimate amount
Insurance company
Claim status
The system will provide a way of tracking the claim events
and status
26. 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/Title
Summary details/Remarks
Date
Category/Nature of the document
The Link path to the document
