1 University of San Diego Legal Clinic Case Management Project Theresa Player MSIT 573 July 14, 2005

2 USD CLIENT CLINICS In-House Law Firm Supervising Attorney & USD Legal Clinics Supervising Attorney & USD Legal Clinics Attorneys of record (excluding placement clinics) Attorneys of record (excluding placement clinics) Students represent clients Students represent clients Supervising attorney retains professional responsibility Supervising attorney retains professional responsibility Cases continue from semester to semester, until resolved or otherwise closed Cases continue from semester to semester, until resolved or otherwise closed

3 CLIENT CLINICS P ractice Areas Civil Civil Entrepreneurship Entrepreneurship Environmental Environmental Immigration Immigration Tax Clinic Land Use Small Claims Special Education

4 CLIENT CLINICS Types of Cases  Landlord Tenant, Consumer, SSI, others  Corporate Entities, 501(c)(3), Copyright & Trademark  Air and Water Pollution, EPA matters, Waste Facilities  Asylum, Deportation, Naturalization, Bonds  Permits, Zoning, Variances  Small Claims Case assistance; appeals for defendants  Educational placements; suspensions and expulsions  Disputes with the IRS, Earned Income Tax Credit

5 Case Management Software Case Management Software

6 Purpose 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

7 Expected 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

8 Current 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

9 Change Elements of Current Scenario Provide digital versions of each case file Provide digital versions of each case file Standardize format of case files Standardize format of case files Develop database of key information from all case files Develop database of key information from all case files Restrict Access to digital case files to assigned students & supervisors Restrict Access to digital case files to assigned students & supervisors Calendaring information is automatic and accessible to key students & supervisors Calendaring information is automatic and accessible to key students & supervisors Case diary and time-keeping is easier to perform & accessible to supervisor from desktop Case diary and time-keeping is easier to perform & accessible to supervisor from desktop

10 Scope 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