Prescient Plus

A beginners guide to Prescient Plus

Introduction

About Prescient Plus

What is Prescient Plus?

Prescient Plus is a Legal Case Management system developed by a company called Norwel (which is now owned by Civica!). Whilst the main Case Management portion of the software is known as Prescient Plus, it's common for both the full suite and individual elements of it to be called Norwel – so basically, if someone is talking about Norwel or Prescient Plus, they’re usually talking about the same thing.

Case Management Software like Prescient Plus is used by Legal Practices to manage case and client information. It becomes a central store for all information pertaining to a case, which can be accessed whether you’re in or out of the office. Prescient Plus automatically tracks actions taken – such as sending emails and letters – and schedules important deadlines in the case. It also tracks the time spent on a case by each Legal Officer, Solicitor and Lawyer, allowing for accurate, automatic billing.

Clients and Matters

How Prescient Plus works – Clients and Matters

Prescient Plus stores cases under two main coded databases: Clients and Matters. Every Client has a unique reference number which tells Prescient Plus who has requested the support of Legal Services and stores all of their contact information.

Reference numbers look like this:

EXT001.100

The first part - before the dot - refers to the Client. The Client reference comprises of 3 letters followed by a number, denoting the department the Client comes under – EXT01, for example, would be External Client number 1.

Under each Client can be any number of Matters. These Matters are cases which we are working on – or have worked on - on behalf of the client. The Client portion tells you who has requested our services, and the Matter tells you all the details about that particular case. These are the numbers after the dot.

For example: Legal Services provides support for Lincolnshire County Council’s Children’s Services department, who are the Client. At any one time there might be several Matters currently in progress for that client, each relating to a different child.

 

How Prescient Plus works – Clients and Matters

Prescient Plus stores cases under two main coded databases: Clients and Matters. Every Client has a unique reference number which tells Prescient Plus who has requested the support of Legal Services and stores all of their contact information.

The Client reference comprises of 3 letters followed by a number, denoting the department the Client comes under – EXT01, for example, would be External Client number 1.

Under each Client can be any number of Matters. These Matters are cases which we are working on – or have worked on - on behalf of the client. The Client portion tells you who has requested our services, and the Matter tells you all the details about that particular case.

For example: Legal Services provides support for Lincolnshire County Council’s Children’s Services department, who are the Client. At any one time there might be several Matters currently in progress for that client, each relating to a different child.Can you guess which Clients the following reference numbers relate to?

  • ASC001
    Adult Social Care
  • CLD033
    Children's Services
  • EXT142
    External Client
  • CEX011
    Chief Executive

The Prescient Plus Home Page

The Prescient Plus home screen is divided into different sections, each of which has a different function.

Move your mouse over the (i) symbols to learn about each of the sections of the Prescient Plus screen

The Ribbon Bar

Across the top of the screen is the Ribbon Bar, which has several different tabs. In Prescient Plus, each Tab represents a different screen of information - clicking on a Tab will take you to that screen. 

In sequence, the tabs are:

  1. Home
    The Home tab is the screen you come to when you open Prescient Plus. It will show you an overview of the currently open file.
  2. Desktop MAB
    The MAB, or Matter Address Book, stores the contact details of everyone involved in the Matter
  3. Timesheets
    The Timesheets tab is where you'll find… wait for it… your Timesheets. We'll look at how to use these in more detail in the Time Recording section.
  4. Progress
    The Progress tab tracks the timeline of events, or Flow File, for the matter. A Flow File is a series of steps that need to be taken when dealing with a matter.
  5. Notepads
    The Notepads tab keeps track of any notes associated with the Client, the Matter, or the currently selected Party.
  6. Documents
    In the Documents tab you’ll find every single document relating to the current Matter. This can include Word, PDF, Oyez Forms and Emails amongst others, and it’s likely you’ll see all manner of documents in here relating to a case.
  7. Enquiries
    The Enquiries screen is primarily intended for monitoring and billing, which monitors time spent on the Matter, account balance, and bills.
  8. Case Details
    The Case Details screen varies considerably depending on the case type, with different tabs appearing on certain types but not on others.
  9. Inception
    The Inception tab stores the administrative details of the current Matter, and is very important to the way we track time and billing.
  10. Tools
    This tab contains a few helpful functions, but does not have a screen of its own.

Searching for and opening a file

Using the Search tools

Searches in Prescient Plus are performed with the Search window. You can open the Search Window by clicking the Binoculars icon, either on the Home Tab, or from the Quick-Access toolbar at the top-left of the Prescient Plus window. 

 

Click the on the Binoculars icon to open the Search window

The Search Window

This is the Search Window. It contains several options for different ways to search files.


Move your mouse over the (i) symbols to learn about the sections of the Search Window.

Search by Client Name

If you know the name of the client you need to find a matter for, you can type the name (or part of it) in the search box at the top right of the window. This will list all files open for Clients with that name.

Note: because much of our work is for Client Departments, this isn't always the best way to search - a search for 'Childrens Services', for example, will bring up hundreds of results of every file for all 50+ Children's Services Client codes...

Search by File Name

If you know the name of the file you're looking for, you can use the 'By File Name' search on the left hand side. This will search all open matters by their file name. As many of our files are named after the individual or premises the file relates to, this is often the easiest way to find the file you're looking for.

Other Search Options

There are further search options on the left hand side. These are used less often, but can be useful under certain circumstances.

  • Closed File Search  - searches for a File Name within files that have been closed
  • Old SOS Number - if you have an old SOS reference (the system we used before Prescient Plus) you can enter it here to search for the current file
  • Client Group - displays all matters for a specified Client Group (eg, typing SAA into the Client Group search will return all matters for School Admission Appeals)
  • Renumbered Matters - if a file has been moved to a new Client but you only have the old reference number, you can input it here to be taken to the new file for that Client.
  • Postcode Search - allows you to search for files that have the specified postcode listed as part of the Client's address.
  • Fee Earner - you can enter the initials of a Fee Earner (eg, 'MDK' for Mark Keal) to view a list of open files for that Fee Earner.

Opening a file directly

If you already know the Reference Number of the file you want to open, you can just type it in the white box at the top of the screen, then press Enter.

If you wanted to open the Norwel Example matter that we use for training, NOR001.300, you can just type it in, press enter, and you'll be taken straight to the file.


Ways to Search

Which of the search options would you use in the scenarios on the left? 
  • The search bar at the top of the Prescient Plus screen
    I know the file reference number
  • The Client Name search in the Search screen
    You need to find a file but only know the Client name
  • The 'File Name' search in the Search Screen
    You know the name of the file but not the reference number
  • The 'Fee Earner' search in the Search Screen
    You know who the Fee Earner working on the file is, but not the file name

Time Recording

The Timesheet Tab

Using the Clocks

Updating Timesheet entries

Manually recording time

Non Chargeable time

Completing Timesheets

Timesheet Supplements

Recording Leave

Working with Documents

The Documents Tab

Finding Documents

Creating Documents

Working with Folders

Saving to Norwel

Prescient Plus and Outlook

Matter Address Book

Viewing the Address book

Amending party details

Adding a new party

Norwel Bundling

Creating a bundle

Adding Documents to a bundle