Introduction to the CCMS Pilot – Counsel and Chambers

1. Introduction to the CCMS Pilot – Counsel and Chambers 19th June 2012

2. CHAIR: Damon Norville, Change Director, Legal Services Commission WELCOME

3. Overview of today • An introduction to the programme • An overview of the pilot • What this means for counsel and chambers in the North East • A chance to see how the system looks and works • A look forward at preparing for October • How we will support you with the preparation • How we will work together with counsel and providers during the pilot

4. Introductions • Kelly Ellis, Implementation Manager • Tracey Courtenay-Williams, Bar Contract Manager • Sinead Reynolds, Communications and Training • Joanne Lumsden, Pilot Implementation Manager

5. Integrated Delivery Programme • Replacing current case management system • Electronic document record management service • Moving civil certificated work online for providers and counsel • Integrating debt collection and fund accounting • Cash collections for clients

6. An introduction to the CCMS • The introduction of a new client and cost management system (CCMS) • Online submission of applications and claims by providers through a secure website • Online submission of claims by counsel • A scanning solution for paper evidence. Providers and counsel will be able to scan documents on submission of the application or request, or send them to a postal hub where the documents will be scanned and attached to the relevant case record.

7. Benefits

8. Engagement to date • Established an External Implementation Group - representatives include the Bar Council and Institute of Barristers Clerks • Working with Bar Contract Managers • Discussions with Circuit Leader • Engagement with software vendors

9. Implementation Approach

10. The pilot • Starts in early October • 47 North East providers participating • Providers will manage all of their current and future cases using the new process • Counsel will use CCMS to claim for those cases • We will conduct an ongoing review of the pilot and provide support to counsel throughout

11. What does this mean for you? • Counsel in the North East are most likely to be instructed by pilot providers • You will claim for these cases through CCMS

12. What preparation is required for the pilot? • You will need to conduct some preparatory work to be able to make a claim, such as setting up users on the system • We will work closely with you to ensure you have sufficient support to manage this new process • We will provide you with training • We are creating a fast track for pilot casework in advance of system go-live

13. What will happen during the pilot? • Where you have been instructed by a pilot provider, claims are submitted through the CCMS system • You will have access to a dedicated team of LSC caseworkers who will process these claims and answer your queries • We will provide you with technical support and assistance • Feedback shared through Bar representatives on the External Implementation Group

14. Getting started on CCMS

15. CCMS – overview • Providers will: • Submit Applications on behalf of their client • Assign counsel to a case and apply a cost ceiling • Submit bills • Counsel will: • Submit all claims and POAs for all civil Legal Aid work including non-family • See summary case details for cases on which they have been instructed

16. Change to claim validation process • The process for validating counsel claims has changed • Counsel will no longer be required to submit a copy certificate/or certificate detail • Solicitors will use the system to record when counsel has been instructed on a case, and the agreed costs. • Counsel will then have direct access to make a claim • It will not be possible to claim against the wrong certificate

17. Pricing and tracking your claims • The system will calculate the fee for counsel claims • We are sharing schema with software vendors so that they can develop the ability to upload data directly from case management systems • Counsel will be able to directly track the progress of any claims with the LSC • Information about claim and payment history can be accessed on the system

19. Joint working • Support prior to and during the pilot will be jointly managed coordinated, with you:

20. Support and Readiness • Now

21. Support and Readiness • 3 months before go-live

22. Support and Readiness • 6 weeks before go-live

23. Support and Readiness • 1 month before go-live

24. Support and Readiness • 3 weeks before go-live

25. Support and Readiness • 2 weeks before go-live

26. Support and Readiness • GO-LIVE

27. Support and Readiness • Post go-live

28. Questions • Do you think the support we are providing counsel for the pilot approach is right? • Is September the right time for the next group meeting? • What else can we do to help you? • What questions do you have for us?

29. Next Steps • Event pack • Slides from the session including support timeline • Q&A • Your views • Feedback form and directly to us or Tracey. • Your questions. We want you to ring and ask us about anything you are uncertain about. • Next steps • Complete our IT and business structure survey • Update us with your nominated contact(s) • Introductory pack at the beginning of July • Counsel familiarisation on the test system at the end of August • Another session – in September or as we agree.

30. Thank youCONTACT US:email: kelly.ellis@legalservices.gsi.gov.ukfionnuala.byrne@legalservices.gsi.gov.ukPHONE: 020 3545 8786