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Codeless Case Study

Ware and Kay LLP

Schedule Crystal Reports to Run Automatically

Ware and Kay LLP provides a wide range of legal services to individuals and businesses throughout Yorkshire and beyond. To further enhance Ware and Kay’s reputation for quality of service, it required a solution that could dynamically monitor and report on data entry and ‘next step’ processes to increase the availability of partner fee earning time through the automation of everyday practice administration. This included automatically creating and scheduling Crystal Reports and the automation of key reporting procedures surrounding case lists and work in progress (WIP).

Primary Applications Used: Partner for Windows Case Management System, Crystal Reports

“The accuracy of data is critical to legal proceedings and if we do not enforce data integrity through Codeless Platforms’ BPA Platform, we run the risk of poor data quality.”

Andrew Daffern, Practice Manager, Ware and Kay LLP

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Schedule Crystal Reports to Run Automatically: Maximise fee earning time and enforce quality standards

The Company

Ware & Kay LLP has a long standing reputation for high quality advice and expertise at a reasonable cost. A leader within its field and with a reputation for delivering the personal touch, Ware & Kay provides a wide range of legal services to individuals and businesses throughout Yorkshire and beyond.

The Challenge

  • Dynamically schedule Crystal Reports to run automatically
  • Enhance commitment to assurance management and compliance
  • Increase partner fee earning time
  • Reduce administration errors and costs

The Solution

  • Crystal Reports automation
  • Monitor, enforce and report on key data activities
  • Update case management systems with scheduled or event driven tasks

The Results

  • Unnecessary admin tasks removed
  • Quality standards across the business enforced
  • Increased employee and partner productivity

The Challenge: Schedule Crystal Reports to run automatically and automating administration tasks

Ware & Kay has a reputation for providing high quality legal services to both the business sector and individual clients alike. Indeed, practice partners and colleagues actively commit significant time and resources to quality assurance management and compliance. It was this commitment to quality assurance management and compliance that first attracted Ware & Kay to Codeless Platforms’ Business Process Automation (BPA) Platform.

“Our reputation for quality is fundamental to the success of the practice, but of course this comes at an administrative cost to partners and colleagues,” said Andrew Daffern, Practice Manager, Ware & Kay. “Codeless Platforms’ BPA Platform was an ideal choice for monitoring and automating our processes as it is a proven and widely used solution within our sector.”

Ware & Kay, like many other organisations, was quick to discover the solution’s ease-of-use and the limitless opportunities it presents for business process automation.

“Our reputation for quality is fundamental to the success of the practice, but of course this comes at an administrative cost to partners and colleagues.”

Andrew Daffern, Practice Manager, Ware and Kay LLP

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Enforce case management processes

Procedures are critical to a legal process, but ensuring that partners and colleagues adhere to these procedures is a common challenge that all legal practices face. Recognising the importance of adhering to case management procedures, Ware & Kay quickly established an automated task using the BPA Platform to monitor, enforce and report on important data entry activities.

“BPA Platform dynamically monitors database fields to ensure Partners firstly enter the required information and then submit all the information the field requires. If the correct information is not entered or is only partially entered, the platform deletes the process and notifies the appropriate manager by email,” said Daffern.

“The accuracy of data is critical to legal proceedings and if we do not enforce data integrity through Codeless Platforms’ solution we run the risk of poor data quality or absorb significant volumes of administration to manual data checking. Neither of these choices are an option to a practice such as Ware & Kay which has a reputation for quality of service.”

Scheduling partner case loads

Processing case loads in a timely or event driven fashion is also a characteristic of the legal sector. Historically, Ware and Kay utilised Microsoft Outlook to manually schedule tasks, and although this method delivered the desired result, it once again absorbed valuable partner time.

“Through Codeless Platforms’ integration capabilities it is now the case that TikitTFB’s case and practice management solution, Partner for Windows, is updated with scheduled or event driven tasks. The business benefit of this process is that we drive important information back into the centralised practice management system rather than having data spread across multiple applications.”

“We drive important information back into the centralised practice management system rather than having data spread across multiple applications.”

Andrew Daffern, Practice Manager, Ware and Kay LLP

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The Result: The automation of file review activities

Automating practice management processes is a win-win solution for Ware & Kay as it removes administration, enforces quality standards and increases partner productivity as well as periodic file reviews.

“To ensure our high quality standards are maintained, we use the BPA Platform to pick up a batch of files from our Partner for Windows solution and send them to partners for review,” said Daffern. “This not only enforces the procedure itself but also ensures that we consistently maintain the high standards for which we have become known.”

Automation of reporting procedures

Ware & Kay has also automated key reporting procedures surrounding case lists and work in progress (WIP). More specifically, it has automated the creation and distribution of Crystal Reports which not only eradicates repetitive administration but improves visibility of case management information. Ware & Kay has also configured the Report & Document Automation capability to automate a number of other important practice processes such as email marketing campaigns, exceptions reports, (items that have not progressed by a set period of time), and a host of other partner notifications sent by email.

Ware & Kay and its future business process automation plans

With the ability of the BPA Platform to automate practically any business process, Ware & Kay has a long list of items it plans to automate over the coming months.

“We’d like to utilise the SMS Tool available from Codeless Platforms to automate court appearance reminders or conveyance status notifications to clients,” said Daffern. “Also, the SMTP event and Text Parser Tools are attractive as we would like to be able to automatically receive, route and responded to inbound email enquiries without employee intervention.”

Codeless Platforms specialises in system integration and business process automation solutions through its BPA Platform. For more information on how you can integrate business systems, download the brochure below, or call us on +44 (0) 330 99 88 700.

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Case Study: Ware and Kay LLP

Case Study: Ware and Kay LLP

Discover how Ware and Kay LLP increased partner fee earning time and the visibility of case management information by automatically scheduling Crystal Reports.

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