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9/14/2018 ASSOCIATE BUSINESS DEVELOPMENT HOURS – 1/7045 Legal research, legal analysis, legal strategy, and legal writing can contribute to the breadth of an associate’s skills and experiences, even when conducted as part of a business development effort. In recognition of this, the Firm has created a marketing number through which associates may obtain eligible hours credit: 1/7045 “Associate Business Development Hours.” We will include legal research, legal analysis, and legal writing as part of eligible hours determinations for performance assessments, advancement, salary and bonus purposes, within the following parameters: In order to qualify for eligible hours credit under 1/7045, the work must: (a) consist of legal research, legal analysis, legal strategy, and legal writing relating to a specific business development effort for an actual existing or prospective client that has identified a specific factual situation requiring legal analysis (i.e., “applying the law to the circumstances”); and (b) be timely recorded to 1/7045. This does not include research on a client’s or prospective client’s business, business development events, or client strategy discussions, or more general marketing efforts such as articles, books, blogs, alerts, and seminars, which should be recorded to Investment Time under 1/7048. Those efforts are valuable to business development but do not qualify as eligible hours. As noted elsewhere and emphasized in our business development training programs, all contributions to business development efforts, whether or not qualifying as eligible hours, will continue to be recognized and considered by the Firm in the associate evaluation process. Each associate should summarize business development efforts in their Professional Development Report, which associates will submit as part of the associate evaluation process. Our Professional Development team will work with our Finance team to track accumulated eligible hours in this category. All contributions to business development efforts, whether or not qualifying as eligible hours, will continue to be recognized and considered by the Firm in the associate evaluation process. The Procedure for Obtaining Approval Under 1/7045 The work must be within an associate-by-associate hours budget approved by: (A) a partner supervising the associate’s contributions to the business development effort; and (B) the Associate Development Manager (“ADM”) for your Department. The approval must be obtained (by email or other writing) by the close of business on the second business day after the initial work was performed. If hours budget increases need to be made mid-course, approval should be sought before substantial additional hours are worked. Working the hours and then changing the hours budget does not comply with the policy, unless approval is granted by the close of business on the second business day after the initial work was performed.
9/14/2018 INVESTMENT TIME - 1/7048 Time spent advancing the goals and objectives of the Firm and our practice groups is valued and encouraged by the Firm and is crucial to our success. This work is distinct from other non- billable activities and, as such, should be recorded under the “Investment Time” number, 1/7048. Activities That Fall Under Investment Time When recording time under Investment Time, you will need to specify the task code. Billing & Collections - assisting with the Firm's collections efforts [task code T01] Marketing, Business Development and Networking - activities such as working on practice group client alerts, preparing for and giving a presentation to an external audience, serving as a panelist at an industry or client conference, pitch work, and all other business development activities including client entertainment and attending industry and client conferences [task code T02] recording time for pitch work: o for associates - investment time pitch work includes work that is not otherwise eligible as associate business development time under 1/7045 o for partner and paralegals - record pitch related work to either 1/7048 or the specific business development client/matter number, if previously opened Leadership - serving as a chair or member of a committee, initiative or program, including serving as a Partner Advisor or Associate Advisor [task code T03] Knowledge Management - collecting and/or organizing practice group precedents and doing research to address current developments that will be shared within the practice group [task code T04] Publications - working on an article, treatise or publication within the scope of a Firm practice group [task code T05] Recruiting - participating in the Firm's first year and/or lateral recruitment efforts by interviewing on campus and/or in the office [task code T06] Training - developing and presenting at Firm training sessions for attorneys [task code T07] Activities That Do Not Fall Under Investment Time Attendance at Seminars - attendance at seminars or reviewing material to “keep current” in a practice group should be recorded under the training number, 1/7054. Legal Work for the Firm - this should be recorded under a Firm C/M number and requires an approval from Joel Miliband, Andrew Strehle or Mark O’Leary.
9/14/2018 1/7045 Time - for associates: business development time that has been approved as 1/7045 time should be recorded under those C/M numbers. Business Development C/M Numbers - for partners and paralegals: business development time that is for a matter for which there is a separate business development C/M number may be recorded under that C/M number. Effect on Evaluation Process and Compensation. Investment Time will be reviewed and considered during lawyer and paralegal evaluation and compensation meetings. The review will focus on the quality of the contribution, not the quantity. For purposes of our compensation policies, the entries will not be treated as Eligible Hours for associates or paralegals or as client chargeable time for partners.
9/14/2018
9/14/2018
Aderant Expert Time 9/14/2018 Ad er an t E xp er t T im e is a desktop application for Expert Time entering billable and non-billable time entries for Creating Time Entries timekeepers. Time can be entered manually or recorded throughout the day using Ti m er s . Multiple viewing options 3. Select the name of the desired timekeeper from the allow timekeepers to select their preferred method to enter, resulting list. A gold bar, indicating whose timesheet review, edit and Su b m it time entries to Expert Billing. is displayed, will appear above the Calendar. The New Workflow: Released → Posted 4. Click on the drop-down arrow next to the timekeeper's name on the gold bar to select another The Firm has a daily time entry policy that requires timekeeper's Calendar or to return to your own. timekeepers to record and Su b m it a minimum of 7 hours per day, by 10 p.m. Eastern Time (ET) the business day Changing the timekeeper can also be done via the P ro xy following the date worked. button on the R ib b o n . Su b m itt ed time is automatically Rel ea sed . However, it Creating a New Time Entry can still be fully edited. Simply, open the Time Card, make the necessary edits and click Su b m it . 1. Click on the Calendar date for which you’d like to create a new time entry. Entries will appear in a Po ste d status once they are swept into Expert Billing after 10 p.m. ET each evening. 2. Click on the New button, located on the Ribbon, to open a new Time Card. Old Open → Closed → Transferred 3. Complete all required entries on the Time New Released → Posted Card. Required fields have a gold border. Proxy to Another Timekeeper’s Calendar If you enter or review time for another timekeeper, a Pr o x y group will be displayed on the Rib b o n . 1. Click on the drop-down arrow beneath the designation Myself located in the Proxy group on the Ribbon. The menu displayed will show your name and a blank field. 2. Click in the blank field and begin typing the name of the timekeeper who’s Calendar you would like to access. Expert Time will display a list of entries that match your search (a) Enter the amount of time you spent on the task in criteria. Thereafter, clicking in this field will display a list of the Du r a ti on field. recently used timekeepers. OR (b ) Click on the Cl ock icon at the end of the Du r a ti on field to select time worked in hours and minutes. Page 1 of 4
Selected hours and minutes will automatically be rounded up to 9/14/2018 the next tenth of an hour when the entry is S u b m i t t e d . Expert Time (c ) Skip the Tim eke ep er field. This field auto- Creating Time Entries completes to reflect the person for whom the time entry is being created. Expert Time will display a list of entries that match your search criteria. Thereafter, clicking in this field will display a list of (d ) Verify the date of the time entry in the recently used entries. Tr an sac ti o n Dat e field. Click on the Ca len d ar icon at the end of the field to select an (i ) Complete the Ph as e/T as k field and the alternate date. Act i v it y field, if they appear on the Tim e Car d . (e ) Click in the C li en t/M att er field and begin The P h a s e / T a s k and Ac t i v it y fields are client specific and typing any part of the client name, matter name will only appear on the T im e C a rd when you select a client or client matter number. that requires this information for billing. Expert Time will display a list of entries that match your search (j) Skip the Cu r r en c y field. This field is criteria. Thereafter, clicking in this field will display a list of automatically populated based on the matter recently used entries. selected. It is the currency in which the matter (f ) Click on the desired C li en t/ M atter entry when will be billed. it is displayed. (k) Click in the Nar r at iv e field and describe the work performed. You may also hover over the desired C l i e n t / M a t t e r entry to display a P u s h P i n on the far right. Click on this icon to pin Note that as you type, Expert Time highlights the entry to the top of your recently used C l i e n t / M a t t e r list. Nar r at i ve spelling errors in gold, providing the (g ) Skip the Act io n field. This field auto-completes opportunity to make changes as you go. with generic text and is a placeholder for a future Frequently used phrases are available as data entry field. (h ) Click in the Lo c at io n field and begin typing the E xp an s ion C od es . Type an = in the state or country where you were physically located when the work was performed. Nar r at i ve to display a list of available codes. You may also create personal E xp an s ion Codes. A Sp e l l Ch eck button on the T im e Car d Rib b on provides an option to run a spell check on the completed Nar r at i ve . 4. Click in the Prebill Comments field to enter a note to the Billing Timekeeper. These comments will appear on the prebill but not on the client invoice. Now that you have completed all required fields you’ll have access to an active S u b m it button on the T im e C a rd . 5. Click the Submit button to add your completed time and to the Calendar. The system will then automatically change the status to Released . A note about the Save feature. The Sa ve button, displayed on the T im e C a r d , provides the option to save an incomplete entry and add it to the Calendar for editing and S u b m i t t in g later. Sa ve d entries must be completed and S u b m it t e d to get credit for the time entry. Page 2 of 4
Reviewing Time Entries 9/14/2018 Timekeepers must Su b m it a minimum of 7 hours per day, Expert Time by 10 p.m. Eastern Time (ET) the business following the day Creating Time Entries worked. Timekeepers receive no credit for Dr a ft ( Sa ved ) time entries. (b ) Rel ea sed entries are S u b m itt ed time entries The only time entry status that allows entries to be Pos ted that have been made available for Po st in g to to Expert Billing is the Re le a sed status. Once the user clicks Expert Billing. Su b m it ted entries transition to Su b m it , the system will automatically move that entry to Released status automatically. All fields in Rel ea sed status. Rel ea sed entries may be edited in Expert Time To view all your entries, double-click on the selected date to up until they are Posted . switch to the T im esh eet view or click on the T im e sh ee t option in the View section of the Rib b o n . (c ) Pos ted entries have been recorded in Expert Billing. You may make changes to the Nar r at i ve The T im esh e et view displays individual entries and their and the Ph ase /T as k and A cti v it y fields on status for the selected P er i o d , arranged in a list that is Pos ted entries. Changes to any other field needs grouped by date. to be done by your Billing Coordinator. Entries will appear with several status indicators. (d ) Er r or is displayed on entries with missing or (a) Dr a ft entries are likely incomplete time entries incorrect data for which an attempt to Su b m it that have been S av ed . These entries need to be has been made. These entries need to be reviewed, corrected and then Su b m itt ed . reviewed, corrected and then Su b m itt ed . 2. Click on an entry that you wish to edit; then click on the Open button on the Ribbon to make edits to the Time Card. OR 3. Review entries in the Timesheet view for missing or incorrect data; then double-click on the applicable field to make your edits in-line. 4. Click on any adjacent column to exit the active field and save the entry. 5. Ctrl + click on completed Draft entries to select multiple, then click on the Submit button. Incomplete Time Editor The In com p lete T im e Ed i tor is a helpful tool in filtering out entries that do not require your attention so that you can more readily see the ones that do. The In com p lete T im e Ed i tor view displays all entries with a status of Dr a ft or Er r or , grouped by date. 1. Click on the Incomplete Time Editor button on the Ribbon. 2. Click on an entry that you wish to edit; then click the Open button on the Ribbon to make edits to the Time Card. OR 3. Review entries for missing or incorrect data; then double-click on the applicable field to make your edits in-line. Page 3 of 4
9/14/2018 Expert Time Creating Time Entries 4. Click on any adjacent column to exit the active field and save the entry. 5. Ctrl + click on completed Draft entries to select multiple, then click on the Submit button. Reminder - Compliance with the Firm’s Time Entry Policy requires that entries be Su b m i t t e d by 10 p.m. ET the business day following the date worked. 6. Click on the Incomplete Time Editor button on the Ribbon to toggle off this view. When activating the I n c o m p l e t e T i m e E d i t o r , the V ie w group on the R i b b o n becomes inactive. To select an alternate view, you must first click on the I n c o m p l e t e T i m e E d i t o r button to turn off this feature. The V i e w group on the R ib b o n will then become active. 62974008 v9 Page 4 of 4
9/14/2018 Expert Time Working with Timers Timer Overview If you need to complete additional required fields: 1. Click the Time Card button, next to the Play/Pause Timers are a great way to quickly capture the time spent working on a client activity. Expert Time provides three views button on the timer. for displaying and working with timers: 2. Complete all required fields on the Time Card. 3. Click one of the Submit buttons displayed on the Floating Timers Stacked Timers Time Card Ribbon. Mini View (a) Su b m it & Re set will add the entry to Exp er t Each view provides slightly different menu options and Ti m e , resetting the timer to zero while preserving features. In all instances, timers will remain in place from day the Cl ien t/M a tter and Lo cat ion data. to day, as long as they aren’t deleted. (b ) Su b m it & C los e will add the entry to Exp er t Ti m e , then delete the timer. Creating a New Timer - the Floating Timer Reminder - Compliance with the Firm’s Time Entry Policy requires that entries be R e le a s e d by 10 p.m. Eastern Time This initial timer view is also referred to as the G ad g et view. (ET) the business day following the date worked. All Su b m it t e d entries will automatically be R e l e a s e d . 1. Click the New Timer button on the Ribbon. A Floating Timer block appears on the screen. Creating Stacked Timers 2. Click the Play/Pause button to start and stop timing If you have multiple Flo at in g Ti m er s , they are easier to an activity. control when they are grouped together, or Sta cked . If you have one F loat in g T i m er : 3. Click the Time Card button, next to the Play/Pause 1. Right-click on the Floating Timer , then select Stack button, to assign a client/matter and to pre-fill known data in required fields. Timer from the menu. 4. Click the Save to Timer button to save your If you have more than one F l oat in g T im e r : customizations to the Time Card and continue 1. Click on the Show hidden icons arrow in the timing. System Tray, located in the lower right corner of By default, the C l i e n t / M a t t e r and L o c a t i o n fields will be the Desktop. preserved in the timer once time has been S u b m i t t e d . 2. Click on the Expert Time icon; then select Stack 5. Hover over the timer body to display a fly-out tab, All from the menu. then click the bar below the X to minimize the timer The E xp e rt T i m e icon in the S y s t e m T ra y provides access to the Task Bar. to features not found on the S t ac k e d T o o lb a r menu. Drag the E xp e rt T im e icon to your T a s k B a r for quicker access. Processing Your Floating Timers In order to Su b m it time accumulated on your timer, all required T im e Car d fields must be completed. If all required T im e C ar d fields have been completed: 1. Hover over the timer body to display a fly-out tab. 2. Click on the X to select from options that include Submit & Reset, Submit & Close, Delete this Timer and Cancel. If the S u b m i t options are not available for selection, your T i m e C a r d is missing required data and will need to be edited. Page 1 of 4
Working with Stacked Timers 9/14/2018 Menu options and buttons in the Sta cked view have slightly Expert Time different functions than their Fl o at in g T im er counterparts. Working with Timers 1. Click on the drop-down arrow, next to the timer’s 1. Click on the icon that looks like a clock with a Play/Pause button, then click on one of the Submit plus sign to create additional timers. This options listed on the menu. automatically incorporates new timers into the Stacked Toolbar. If the S u b m it options are not available for selection, your T i m e C a rd is missing required data. If you click on the N e w T i m e r icon on the R i b b o n , a F lo a t i n g T i m e r is created. Right-click on the timer to add it (a) Su b m it & Re set will add the entry to Exp er t to the S t a c k . Ti m e , resetting the timer to zero while preserving the Cl ien t/M a tter and Lo cat ion data. 2. Click the Play/Pause button to start and stop timing an activity. (b ) Su b m it & C los e will add the entry to Exp er t Ti m e , then delete the timer. 3. Click on the drop-down arrow, next to the timer’s Play/Pause button to display a menu of options. If you need to complete additional required fields: 2. Click on the drop-down arrow next to a single timer’s Play/Pause button, then select the Open Time Card option from the menu. OR 3. Click on the drop-down arrow on the Stacked Toolbar, then select the Open All Time Cards option from the menu. 4. Click the Open Time Card option at the top of the 4. Complete all required fields on each incomplete Time menu to assign a client/matter and to pre-fill known Card. Required fields have a gold border. data in required fields. 5. Click one of the Submit buttons, displayed on the 5. Click the Save to Timer button, on the Time Card Time Card Ribbon , as Time Cards are completed, Ribbon, to save your customizations and continue keeping in mind that selecting Submit & Close will timing. delete the timer. 6. Hover anywhere in the Stacked Toolbar to display a Inline Editing on Stacked Timers fly-out tab, then click the bar below the X to minimize the timers to the Task Bar . Required fields are displayed, by default, on the Stacked and Floa tin g timers. If you double-click on any of these Clicking on the X on the S t a c k e d T o o lb a r fly-out menu now fields, you may make edits without opening the Tim e Car d . provides the options to either unstack the timers or to minimize the S t a c k e d T o o l b a r to the T a s k B a r . E xp er t T im e provides the option to customize which fields will be displayed on the timer. Processing Your Stacked Timers In order to Su b m it time accumulated on a timer, all required T im e Car d fields must be completed. If all required T im e C ar d fields have been completed: Page 2 of 4
1. Click on the drop-down arrow on the Stacked 9/14/2018 Toolbar, click Manage Timer Fields then select Gadget and Stack Expanded Timers. Expert Time Working with Timers In the Manage Stacked Column dialog box, fields available to display on the timer are listed on the left, fields currently 2. Click on the Expert Time icon; then select Switch displayed on the timer are listed on the right. to Mini View from the menu. 2. Click on the desired Available field then click the The E xp e rt T i m e icon in the S y s t e m T ra y provides access right arrow to add it to the Shown column. to features not found in other views. For easier access to this useful feature, drag the E xp e rt T i m e icon to your T a s k B a r . You may need to close E x p e r t T i m e and re-open in order for the fields to be displayed on the timers. Working with the Mini View 3. Double-click on any field displayed on the timer to Similar to the previous timer views, the menu options and make your edits in-line, without having to open the buttons in the M in i V iew have slightly different functions Time Card. than their Floa ti n g and St a cked Ti m er counterparts. 1. Click on the icon that looks like a clock with a plus sign to create additional timers OR click on the New Timer button on the Ribbon OR click on the +New Timer button on the Mini View bar. Don’t forget to S u b m i t these entries once all require fields 2. Click on a timer to Play/Pause the timer. Clicking have been completed. on an inactive timer will also pause a running timer while the new timer is tracking activity. Creating Mini Timers 3. Right-click on a timer, then click the Open Time If you’d like your timers to take up even less space on your Card option at the top of the menu. desktop, you can switch to the M in i V iew . 4. Complete the Client/Matter field and pre-fill The option to convert the S ta cked To o lb ar to the M in i required fields with any known data. Vi ew is available by clicking on the Exp er t T im e icon in the S yst em Tr a y . 1. Click on the Show hidden icons arrow in the System Tray, located in the lower right corner of the Desktop. Page 3 of 4
9/14/2018 Expert Time Working with Timers 5. Click the Save to Timer button, on the Time Card More Ways to Create Timers Ribbon, to save your customizations and continue timing. If you have manually recorded entries in Expert Time, you may use them to create timers. 6. Right-click on a timer, then click the Assign Name option on the menu. 1. Navigate to either the Timesheet or Incomplete This feature provides an option to assign a nickname to timers Time Editor view in Expert Time. on the M i n i V i e w b a r making it easier to spot the timer you’re looking for. 2. Click on an individual time entry to select it, then click on the New Timer button on the Ribbon. Processing Your Mini View Timers The timer will pick up the C lie n t / M a t t e r information from In order to Su b m it time accumulated on a timer, all the time entry used to create it. You will need to open the required T im e Car d fields must be completed. T i m e C a rd for the timer and complete the remaining required If all required T im e C ar d fields have been completed: fields. 1. Right-click on a timer, then click on one of the 3. Right-click on your newly created timer, then click the Submit options listed on the menu. Open Time Card option at the top of the menu. If the S u b m i t options are not available for selection, your T i m e C a r d is missing required data. 4. Complete remaining required fields with any known (a) Su b m it & Re set will add the entry to Exp er t data. Ti m e , resetting the timer to zero while preserving Closing Expert Time and your Timers Together the Cl ien t/M a tter and Lo cat io n data. (b ) Su b m it & C lo s e will add the entry to Exp er t Timers are designed to provide a quick way to capture Ti m e; then delete the timer. activity. Once created, their default behavior is to remain If you need to complete additional required fields: active, even if the Exp er t T i m e application is closed, which 2. Right-click on a single timer, then select the Open can be handy. But if you want to close both E xp er t T im e Time Card option from the menu. and your timers, there is a process: OR 1. Click on the E xp er t tab on the Rib b on ; then select 3. Click on the drop-down arrow on the Mini View Exit. bar; then select the Open All Time Cards option Selecting E xit L e a v e T im e rs will close the E xp e rt T i m e from the menu. application but leave your timers open on your desktop. 4. Complete all required fields on each incomplete Time Card. Required fields have a gold border. If you closed Exp er t T im e using the X in the upper right 5. Click one of the Submit buttons, displayed on the corner of the application, you’ll notice that your timers are Time Card Ribbon, as Time Cards are completed, still open on our desktop. To close them: keeping in mind that selecting Submit & Close will delete the timer. 1. Click on the Show hidden icons arrow in the System Tray, located in the lower right corner of the Desktop. 2. Click on the Expert Time icon; then select Exit from the menu. 62969966 v8 Page 4 of 4
Expert On the Go Time (OTG Time) 9/14/2018 E xp er t On t h e G o T im e is the mobile version of E xp e r t Expert On the Go Time Ti m e . You may download the app to your smartphone or for Mobile Devices tablet or access the web version from any browser. Then enter time when you have a few extra minutes between Application Features meetings, while commuting or when the event happens, such as after an off-site client meeting or when you hang up from OT G Tim e provides four options for entering and reviewing an unexpected, weekend call from a client. time, which are presented as tabs at the top of the screen. Installing OTG Time Entries Search for Ex p er t On th e Go T im e application in the The En tr ie s tab displays a D ai l y Ti m e Li st , comprised of following locations: a week of D ate buttons, spread across the top of the screen. 1. Swipe left or right on the Date buttons to move iTunes App Store - for iPhone and iPad. between weeks. Google Play Store - for Android devices. 2. Tap any Date button to display entries for that day. Blackberry AppWorld - for BlackBerry devices. Initial Sign In / Registration 1. Launch OTG Time on your mobile device. When prompted for a server address, enter the following: mobiletime.brownrudnick.com/expert_production/applications ervices/onthegotime 2. Enter your Brown Rudnick User Id and Password, when prompted; then tap the Log In button. Entries display various levels of completion. Color coded Sta tu s triangles indicate an entry’s completion level. Once you have completed the authorization process, OT G R e l e a s e d - no action P e n d i n g – no action Ti m e will retain your login credentials. required. required. The system will automatically D r a f t - this entry R e l e a s e this entry. must be S u b m i t t e d . E r r o r - S u b m it is P o s t e d - no action the next step for this required. entry, once errors have been resolved. T i m e r - indicates that a timer is available for use on this date. Page 1 of 5
9/14/2018 Expert On the Go Time for Mobile Devices Processing Incomplete Entries Creating a New Entry 1. Tap on a Status triangle to view available options for 1. Tap the desired Date on the calendar then tap the processing your entry. Create New Time Entry bar. (a) A blue border appears around the button required to move your entry to the next step. 2. Complete all required entry fields in the Time Card. (b ) An inactive button with a blue border indicates that Required fields are designated with a gold star. required fields are missing from the selected entry. (a) Tap the Du r at ion field to select the amount of Requirements are the same in OTG Time as in the Expert Time time worked. desktop application: All required fields must be completed for an active (b ) Tap the Cl i en t/M atter field then enter a client or matter number, a client name or matter name to S u b m i t button to appear. generate a list of matches. Entries must be S u b m i t t e d so the system can then (c ) Skip the Act ion field, which auto completes with a R e l e a s e them. generic entry. Compliance with the Firm’s Time Entry Policy requires that (d ) Tap the Loc at ion field and type the Stat e or non- entries be S u b m i t t e d by 10 p.m. ET the business day U.S. Cou n tr y where the work was performed to following the date worked. generate a list of matches. 2. Tap in the center of an incomplete entry to display and edit the Time Card . (e ) Complete the Ph as e/T as k and Acti v it y fields, if 3. Scan the bottom of the Time Card screen for any present on the T im e Car d . These fields only error messages. appear if required for the client/matter selected. 4. Review Required Fields, entering any missing data. Required fields are designated with a gold star. (f ) Skip the Cu r r en c y field, which auto completes with the Matter's currency. (g ) Tap the Nar r at i ve field to display an entry screen. Begin typing your narrative or type = to select an Expansion Code. 5. Review option buttons at the top of the screen for an (h ) Press S a ve at the bottom of the Nar r at i ve field to active Submit button. preserve your entry. 6. Submit your entries once they are complete. Recently used entries will accumulate for most fields on the Time Card. 3. Tap the Submit button when done. Page 2 of 5
9/14/2018 Expert On the Go Time for Mobile Devices Timers Re-Using Saved Timers Ti m er s are a great way to capture time down to the second. Once you’ve used this feature, clicking on the Tim er s tab will display a list of recently used timers, grouped by the date 1. Tap the Create New Timer bar. they were last used. 2. Assign a client/matter to the timer by either selecting You may also search for a previously created timer by an entry from the Recently Used Matters list or entering the client/matter name or number assigned to the by entering client/matter data in the search field. timer in the T im er Qu ic k F in d field. The timer will begin recording time immediately. 3. Tap the Pause/Resume button to stop/start the timer. 4. Tap the timer name to open the Time Card to 1. Tap a previously created timer to re-use it. complete required fields. Previously used timers retain an attachment to the last date Required fields are designated with a gold star. they were used. As a result, you will be prompted with the following dialog box when you tap the Star t button: 2. Tap Submit and Start New Timer to re-use a timer, with zero time, for the current date. OR 5. Tap the arrow in the upper left corner to save your 3. Tap Duplicate and Start New Timer if you are re- customizations and continue timing the task. using a timer that contains un-submitted time from a previous day that you’d like to add to Expert Time. OR A n o t e a b o u t t im e r s : The E xp e r t T i m e D e s k t o p 6. Tap the Submit button, and then tap Submit and application and O T G T im e do not share timers. Timers are Reset button if you are done timing this task. created and run independently in each application. Selecting S u b m i t a n d C l o s e will delete your timer. Page 3 of 5
9/14/2018 Expert On the Go Time for Mobile Devices Matters Totals The M a tter s tab provides the option to view a list of the last The Totals tab provides a graphic view of time entry totals 60 days of time entries, created by you, for a selected and status for a selected period. From this view, you may client/matter. Once you’ve selected a client/matter for navigate to a group of entries and take action, if necessary. review, you may create a new time entry, based on your selection. 1. Tap the Totals tab to display a graphic view of time entries and their status for the current week. 1. Tap the Matters tab then enter your search criteria in the Type Matter or Client Name field. 2. Swipe left or right on the Weekly Summary For: heading to move between weeks. If you’ve entered time in OTG Time, you will see a list of Recently Used Matters that you may select from. 3. Tap a date at the bottom of the screen to view all entries for that day. You may also process and edit incomplete time entries 4. Tap a Status entry on the right side of the screen to (Pending, Draft, Errors) in the M atter view. view a list of entries, with that status, for the week. 2. Tap on a Status triangle to view available options for 5. Tap on a Status triangle to view available options for processing your entry. processing your entry. 3. Tap in the center of an incomplete entry to display 6. Tap in the center of an incomplete entry to display and edit the Time Card . and edit the Time Card . 4. Review Required Fields and enter any missing data. 7. Submit your entries once they are complete. Required fields are designated with a gold star. 5. Submit your entries once they are complete. Reminder: All required fields must be completed for an active S u b m i t button to appear. Compliance with the Firm’s Time Entry Policy requires that entries be S u b m i t t e d by 10 p.m. ET the business day following the date worked. Page 4 of 5
OTG Connection Modes 9/14/2018 OT G Tim e has two connection states - Expert On the Go Time On lin e mode and O f fl in e mode. When a for Mobile Devices connection to the server is unavailable, O TG T im e automatically switches to Of f l in e mode. 1. Re-establish a stable Wi-Fi or cellular signal. 2. Tap the pancake icon in the upper right corner of the You are in O f f l i n e m o d e if the C o n n e c t e d S t a t u s icon in the upper right corner of your screen is red or flashing red & screen; then tap the Offline option on the menu to green. switch to Online mode. Some events that will trigger this response: O T G T im e will automatically synch with the server once you Your network login credentials have changed, are Online, so that entries are visible in both the desktop application and O T G T i m e . typically due to updating your password. A Wi-Fi or cellular signal is unavailable. Switching to Offline Mode Time entered while O f f l i n e remains on your device and is not synched to the server until you switch to O n l i n e mode. If you are working in an area where a Wi-Fi or cellular signal is intermittent, you may opt to work in Of f l in e mode. Switching to Online Mode 1. Tap the pancake icon in the upper right corner of the Time entered while in Of f l in e mode remains on your device screen; then tap the Online option. and is not synched with the server until you switch to On lin e mode. To do this, you need to correct the issue that O T G T im e toggles you to O f f l i n e mode and the is preventing O TG T im e from connecting to the server. C o n n e c t e d S t a t u s icon changes to red. 1. Tap the pancake icon in the upper right corner of the 2. Create and Submit entries as you normally would. (a) When completing Ti m e C ar d fields while O ff l in e , screen; then tap the Offline option on the menu. If the C o n n e c t e d S t a t u s icon in the upper right corner of you will have access to your pinned or recently used your screen begins flashing red & green, you will need to update entries. your network credentials. (b ) If you do not see a desired C l ien t /M at ter or 2. Pause until OTG Time displays a log-In screen Ta sk/ Act i v it y code in your pinned or recently (approximately 60 seconds after flashing begins). used list, simply enter and select your own text. You may then correct the entries when you return to On lin e mode. 3. Tap the pancake icon in the upper right corner of the screen, then tap the Offline option on the menu to switch to Online mode. Your entries will automatically synch with the server. 4. Correct any entries that contain errors, then Submit your entries. 62969387 v7 3. Enter your network Username and Password when prompted. OR Page 5 of 5
9/14/2018 BILLBACK NETWORK PRINT CONTROL Overview Billback's Network Print Control (NPC) is cost-recovery software for printing. It integrates with other Billback cost recovery systems at the firm and is displayed automatically each time you print documents, pages and other files, allowing you to immediately assign printing costs to the appropriate client/matter charge number. Features unique to NPC include: Combined Favorites list of client/matter numbers recently used in either NPC or Billback. Ability to identify a \"default\" charge number to be used by NPC for a specified amount of time (5, 15 or 30 minutes). A Favorites list that includes all billable charge numbers used in Billback or NPC in the last 30 days. No required Description entry when using non-billable charge numbers. Print Items Using NPC The NPC dialog box is displayed automatically if a charge is required to print from the application in use. Documents opened from DM will pre-populate the Matter Code field with the client/matter number from the Document Profile. Un-profiled documents such as email attachments, web pages and locally saved files display an empty Matter Code: field, unless Active Matter is enabled. 1. Activate the print command as you normally would. The NPC dialog box will be displayed if required to complete your print job. 2. Complete the Matter Code field by doing one of the following: a) Enter the 10 digit client/matter charge number in the Matter Code field. Note: When manually entering a charge numbers, use the full 10-digit number i.e. 6-digit client number, a period separator then the full 4-digit matter number. For example: 000007.8361 You will need to enter preceeding zeros! b) Click on the drop down arrow at the end of the Matter Code: field to select a recently used client/matter number from your Favorites list. Client/Matter numbers used in either Billback or NPC within the last 30 day period will be displayed in your Favorites list. Page 1 of 2
9/14/2018 BILLBACK NETWORK PRINT CONTROL c) Click on the Search button to look up a client/matter number by entering criteria in one or more of the following fields: [i] A 6-digit client number in the Client Code field. [ii] A portion of the client name in the Client Name: field. [iii] A portion of the matter name in the Matter Desc: field. Using Active Matter Active Matter allows you to specify a \"default\" client/matter number for printing charges for a specified period of time (5, 15 or 30 minutes). To enable the Active Matter feature: 1. Double click on the NPC icon located in the notification area in the lower right corner the screen. 2. Click the Enable check box. You will be prompted to identify a client/matter to be charged as well as a time limit for your default printing charge number. 3. Complete the Matter field using one of the following methods: a) Enter the 10-digit client/matter number in the Matter Code: field. b) Select a recently used client/matter number from the Favorites drop down list. c) Search for you client/matter number by entering one of the following in the Matter field: [i] a portion of the client name [ii] a portion of the matter name [iii] the client number 4. Click on the Search button to display your results in the Search Criteria dialog box then double click on an entry to select it. 5. Verify that the client/matter number is correct before clicking on the OK button to apply Active Matter. 6. Double click on the NPC icon at any time to remove the Enable check mark and cancel your Active Matter session. You may also edit your Active Matter settings in this way. 60357826 v2 Page 2 of 2
9/14/2018 Cost Recovery Exception Reports With BillBack, cost recovery exceptions are now captured and summarized each time an exception is generated. Weekly email messages from BillBack will notify Timekeepers and staff of their exceptions, providing access to quickly assign costs to a valid client/matter number using the web-based BillBack Exception Editor. Your web-based exception report is available for review and editing at any time. What constitutes an exception? A long distance telephone call made without entering a client/matter number on the handset. A copy or fax transaction processed when entering an invalid client/matter number through a BillBack terminal while the system is offline. A research session billed to a non-billable firm matter number. Accessing your BillBack Exception Report 1. Click on the link provided in the weekly BillBack email notification to launch the Exception Editor Login screen. -or- 2. Click on the Start button then enter BillBack in the search box. 3. Click on the BillBack Login icon at the top of the search results list. 4. Enter your Timekeeper/Employee number in the Login field. You will not need a password to log into the BillBack Exception Editor for the first time however: you may set up a password at any time. 5. Click on the Login box to open your Exception report. The Exception Report Screen 1. Locate the Exceptions area in the upper left corner of the main screen to see total outstanding exceptions for your Timekeeper/Employee number. 2. Click Edit Exceptions to see a list of your exceptions, organized by date. Assigning Exceptions to a valid Client /Matter Number 1. Locate the Exception(s) that you would like to charge to a particular client/matter number, checking the box to the left of each exception to select the desired entries. 2. Click on the [Edit in Wizard] link, for any of the selected exceptions, to step through the matter entry / search dialog box wizard. - or - 3. Scroll to the bottom of the webpage to locate 3 an alternate matter entry / search dialog box. 4. Enter a billable number in the designated Client and Matter fields or click on the Matter drop down list to quickly select a previously used matter number from the list. 5. Click the Assign button to assign the costs to the identified client/matter number. If a new transaction contains a dialed number that matches a previous transaction, the system will suggest the client/matter number to which the previous transaction was assigned. 6. Click on the [Assign as per previous call] link to accept the suggestion. Note: To Search for an existing Client or Matter, click Search and type the name that you are looking for (i.e., ABC Company) in the appropriate field. If you know only a portion of the name (i.e. tran) enter the text surrounded by % signs (i.e. %tran%). Page 1 of 2
9/14/2018 - Cost Recovery Exception Reports Customizing your BillBack Account Use the Personalize icon to customize your BillBack account. You may specify an alternate view for your account, identify a “delegate” to modify your BillBack exceptions or to set up a password. Creating a Password for your BillBack Account 1. Click on the Personalize icon on the BillBack menu bar, then click on the Change Password link located under the General Preferences category. 2. Do not enter any information in the Old Password field: there is no default password currently set in BillBack. 3. Enter your new password and confirmation in the appropriate fields. Your new password must be at least 5 characters in length. 4. Click in the Save box to save your changes. Identify a “delegate” to modify your BillBack Exceptions 1. Click on the Personalize icon on the BillBack menu bar. 2. Click on the Edit link at the end of the Exception Preferences title bar to display current preference details. 3. Click on the Search link, adjacent to the These people can edit my exceptions box, to locate and select delegates for your account. 4. Click on the Search link, adjacent to the Send notification email to these users box, to locate and select delegates who should receive email notification of new exceptions. 5. Click the Save box in the lower left of the screen to save your changes. Viewing Exceptions for which you have Editing Rights 1. Log into your BillBack Exception Editor. 2. Locate the Exceptions area in the top left corner of the main screen, then click the Exceptions [User List] link to display a list of Timekeeper numbers for which you have editing rights. Note: Click on the Add Link icon on the BillBack toolbar to create a quick link to the displayed screen. Your link will appear in the Navigation Panel, located along the left side of the BillBack screen. 3 3. Click on the List link that corresponds to the Timekeeper for whom you wish to view exceptions. 4. Use the check box to select the exception(s) that you would like to assign to a valid client/matter number, then scroll to the bottom of the webpage and enter a billable number in the designated Client and Matter fields. 5. Click the Assign button to assign the entries to the identified client/matter number. 6. Click on either the myBillBack icon on the toolbar or the Edit Exceptions [User Link] (located on the navigation panel, if you created one using the Add Link icon) to access either your own or another delegated exception list. Page 2 of 2 60357830 v4
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