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University of San University of San Diego Diego

Legal Clinic Legal Clinic

Case Management Project Case Management Project

Theresa PlayerTheresa Player

MSIT 573MSIT 573

July 14, 2005July 14, 2005

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USD CLIENT CLINICSUSD CLIENT CLINICS

In-House Law FirmIn-House Law Firm Supervising Attorney & USD Legal Supervising Attorney & USD Legal

ClinicsClinics Attorneys of record (excluding Attorneys of record (excluding

placement clinics)placement clinics) Students represent clients Students represent clients

Supervising attorney retains Supervising attorney retains professional responsibilityprofessional responsibility

Cases continue from semester to Cases continue from semester to semester, until resolved or otherwise semester, until resolved or otherwise closedclosed

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CLIENT CLINICSCLIENT CLINICSPPractice Areasractice Areas

Civil Civil EntrepreneurshiEntrepreneurshi

pp EnvironmentalEnvironmental ImmigrationImmigration

Tax ClinicTax Clinic Land UseLand Use Small ClaimsSmall Claims Special Special

EducationEducation

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CLIENT CLINICSCLIENT CLINICS

Types of CasesTypes of Cases Landlord Tenant, Consumer, SSI, othersLandlord Tenant, Consumer, SSI, others Corporate Entities, 501(c)(3), Copyright & Trademark Corporate Entities, 501(c)(3), Copyright & Trademark Air and Water Pollution, EPA matters, Waste Facilities Air and Water Pollution, EPA matters, Waste Facilities

Asylum, Deportation, Naturalization, BondsAsylum, Deportation, Naturalization, Bonds Permits, Zoning, VariancesPermits, Zoning, Variances Small Claims Case assistance; appeals for Small Claims Case assistance; appeals for

defendantsdefendants Educational placements; suspensions and expulsionsEducational placements; suspensions and expulsions Disputes with the IRS, Earned Income Tax CreditDisputes with the IRS, Earned Income Tax Credit

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Case Management SoftwareCase Management Software

Practice or Case management software providesattorneys with a convenient method of effectivelymanaging client and case information, includingcontacts, calendaring, documents, and other specificsby facilitating automation in law practices. It can beused to share information with other attorneys in thefirm and will help prevent having to enter duplicatedata in conjunction with billing programs and dataprocessors.processors.

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Purpose of ProjectPurpose of Project

Description of the Project Basic Goal: Implementation of a case

management software system for cases for all clinics

Objective: Management & Control of all Open Cases

Methodology: Convert current hard-copy cases to digital format

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Expected BenefitsExpected Benefits

Case Files are accurate, complete & up-to-date

Supervisors can manage files from desktop Database of Client and Case Information

provides up-to-date reports Conflict checks can be performed

instantaneously Calendaring function provides automatic

posting of critical dates Student and Supervisor time-keeping is

accurate & current, performed automatically

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Current ScenarioCurrent Scenario

Client case file is critical document for client case

Purpose of case file is to retain all case information in one place: information & status is instantly retrievable

Client files are hard copy only-manila folders in filing cabinet drawers

All staff & students have access to all case files Students perform most maintenance & update

of case files

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Change Elements of Current Change Elements of Current ScenarioScenario

Provide digital versions of each case fileProvide digital versions of each case file Standardize format of case filesStandardize format of case files Develop database of key information from Develop database of key information from

all case filesall case files Restrict Access to digital case files to Restrict Access to digital case files to

assigned students & supervisorsassigned students & supervisors Calendaring information is automatic and Calendaring information is automatic and

accessible to key students & supervisorsaccessible to key students & supervisors Case diary and time-keeping is easier to Case diary and time-keeping is easier to

perform & accessible to supervisor from perform & accessible to supervisor from desktopdesktop

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Scope of ProjectScope of Project

Requires minimal updates for existing network & work station hardware,

..Sufficiently robust for 10 different clinics, 150 students per year, with a complete turnover 3 times per year (each semester & summer).

..Security functions that limit access of different files to appropriate persons.

..Flexibility and customization of database for individual supervisory, clinic management and University and State Bar reporting functions

..Customizable format for individual case information for different clinic needs.

..Easy-to-learn intuitive interface with easy data entry for student users, requiring 2 hours or less of training.

..Calendaring function for students, staff and supervisors with automatic posting to individual and clinic-wide calendars for critical dates.

..User-friendly & accurate time-keeping functions for students & supervisors