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The Advocate may be run either from the solid state disk (RAM
card) or may be installed onto the internal drive of your Psion.
Installation on the hard drive is recommended. If you decide to
run it from the solid state disk then you should not store the
data on the disk if you are using a Flash RAM. See 'set data drive'
below.
To install and run from the RAM card proceed as follows. Turn
off the Psion. Insert the RAM card into one of the two drive bays
of the Organiser. Switch to the system screen (press the 'system'
icon above the key board). Press the 'Menu' key and move to the
'Apps' option. Select 'Install Application'. Move down to 'Disk'
and select the drive into which you have inserted the RAM disk
(usually either 'A' or 'B'). The name of the main program file
(cfile1.opa) will appear on the top line. Press <Enter>.
The program icon will appear on the system screen.
To install onto the internal hard disk insert the RAM card as before and switch to the system screen. Press 'Menu' and then select 'Disk' from the bar menu and 'Directory' from the drop-down menu. From the directory screen use the left or right cursor keys to log onto the drive in which your RAM card is located. The screen will then display two directories as follows:
\APP\
\OPO\
Move the cursor to the first line and press <Enter>. The
screen will show the following:
\APP\
cfile1.opa
Highlight the line containing cfile1.opa and press <Psion>and<C>
together. The 'copy file' screen will appear. Move to the forth
line and change the 'Disk' line to 'Internal' using the left
or right cursor keys. Press <Enter>. The file
will be copied.
Use 'menu' and 'Disk' as above again to select the \OPO\ directory
on the appropriate drive. The screen will show the following:
\OPO\
cfile2.opo
cfile3.opo
cfile4.opo
rates.opo
sys$help.opo
motguide.hlp
advhelp.hlp
To copy all seven of these files, press the "*" key.
A "" will appear against each file. Then use <Psion><C>
and proceed as before.
Once all the files have been copied the application may be installed
on the system screen as above (remember that the application is
now on the 'Internal' drive).
Top of User Guide
The first time you run the program you must enter your user name
and number. These are supplied if you purchase the program. Unregistered
users can use only part of the program and only enter up to 6
cases.
The program can be used either as a simple calculator for legal
aid claims or for time recording and file management. In the latter
case there are two types of data which can be saved: magistrates'
court cases and PACE cases representing attendances at the police
station as own or duty solicitor. In both cases full information
about the case can be saved including full time records from which
legal aid claims can be calculated.
Before using, configure the program using the options under 'system'
in the main menu. The 'set rates' allows you to specify whether
you are a county or London firm and whether you hold a franchise
or not.
Setting appropriate legal aid rates
The option 'set data drive' enables you to specify the drive where
you want to store the data. Note that you should not store data
on a flash ram because space on this type of storage is not reclaimed
when a file is deleted or altered.
The details of your practice, i.e. firm's name, address, telephone
and legal aid account numbers should be entered using the 'Firm's
details' option. This information is inserted into the print-outs
(see below).
Firm details - screen one
You should also set the printer configuration using the 'Printer Setup' option of the System menu. Normally select 'Parallel'. However, if you wish to print through your PC connected via the serial link using Psion's Rcom and Rprint programs or similar then set the printer to 'Serial'. In this event you must follow the instructions which accompany Rprint. In particular you must set the 'Printer Setup' in the System screen menu of your Psion to Serial with the appropriate other settings to match your PC. Using this option the Psion link must be switched off.
In all screens using a dialogue box for data entry pressing <Enter>
moves to the next dialogue and pressing <Esc> exits the
procedure. Therefore only use the cursor keys to move about within
the box.
The Advocate main menu
Note that the rate changes post 1 April 1996 are included.
There is a built in guide to the program under the System menu.
Top of User Guide
Start by creating a new case. Select new case and enter the data
as required. At this point you can choose the type of record,
i.e. criminal, standard ABWOR, mental health tribunal ABWOR or
green form.
Client screen 1 - Basic details
Pressing the <Enter> key moves to the second screen showing
the first and next hearing. If there has already been a hearing
then entry of this information begins to build the file history
for the case. If the 'Last Hearing' details line is left blank
then no history for the case is recorded.
Client screen 2 - Hearing details
The third screen contains legal aid details. The date of the legal
aid order must be inserted either when opening the file or before
a legal aid calculation is performed since the date of the legal
aid order determines the correct standard fee.
Client screen 3 - Legal aid details
After the third screen the record is saved and you are returned to the main menu.
Select 'Use Existing Case' from the main menu. You are presented
with a dialogue in which you can enter a full or partial client
name or file number. The program will display the first record
matching the search criteria. You can either work with that record
or search further.
Result of a 'case' search
A fresh set of menus appear with the client' name at the foot
of the screen.
Case 'File' menu
The first option 'Client' provides the following selections:
1. File Details - allows you to alter any of the case details
already entered except case type.
2. Update History - The file history is a record of court hearings.
After a hearing you will use this option to enter details of the
last hearing and the next hearing.
Case history update
3. View history - Displays the history to screen. You can then
scroll through the history or delete an entry.
4. Disbursements - Allows for the entry of vatable and non vatable
disbursements and mileage claims plus date incurred and a file
note.
5. View Disbursements - Scroll through the disbursements entered
for the file and delete entries.
6. Print File Details - Prints full file information including
history.
The 'Cost Records' option provides for the entry of records for
costing. Options are:
1. New Time Record - all information for standard fee calculations
in the magistrates court can be entered including fee earner details
and hearing and attendance codes.
Screen two of Time Record
You can also enter a free form note. A note should always be entered
where possible since these notes are printed out as a file record
when a CRIM form is printed.
File note with Time Record
2. Timer - Events can be recorded automatically and the elapse
time posted automatically to the case as either waiting, travel
etc.
3. Display records - Puts the time records to screen. Pressing
the down cursor key moves down the records; the up cursor key
moves to the first record;<Delete> to delete the current
entry or <Esc> to return to the main menu.
Page of the time record display
4. Letters/Phone - Entry of letters and phone calls. The first
screen asks if you want to convert existing data to an 'old' record.
This option is to allow for a change in legal aid rates during
the currency of the case.
5. Unassigned counsel (Criminal cases only). Entry of this information
is necessary for correct calculation of core costs. Again, existing
data can be converted to 'old' time.
The 'Calculate' option contains two alternative methods for criminal
cases: If you know that you fall into either the lower or the
higher standard fee then select 'standard fee'. If you want the
program to calculate the core costs the use 'full calculation'
option. In each case the information from the time records you
have built up will be used for the calculation though you can
alter the figures if you wish. A full breakdown of time spent
is also displayed on screen.
Result of the standard fee calculation
After the calculation you have the option to print the results.
The program will automatically determine the correct legal aid
form to print, i.e. either a CRIM 13 or a CRIM 14 and 15. Note
that in order to print out a non standard fee case you must select
the full calculation option, selecting the 'non standard fee'
option at the start. All the cost details are inserted together
with the details of the firm and details of unassigned counsel's
fees and other disbursements. A disbursement summary is also printed
on the CRIM 13 or 15. The program prints a list of the attendance
details which have been entered as part of the time recording
process plus a file history. These can be used for file reference
purposes.
The print-outs are acceptable to the Legal Aid Board in place
of the pre-printed forms.
In the case of ABWOR cases there is a single option and the print-out
is in a similar format to the ABWOR 3. Green form cases have their
own calculation format but do not print out.
Top of User Guide
A daily court list can be produced from the information on the
system. The date can be specified and the list printed out. Move
from entry to entry by pressing <Enter>; you will move in
a continuous loop until you press <Esc>.
These are accessed from the main menu. They allow you to make
and store full details of police station attendances. Details
of the client can be entered as well as all the information required
for the DSPS1. A full attendance report can be printed out.
The first few screens outline details of the client, the offence
and attendance times.
From these details the program takes the user through a number
of screens for time entry. The user is prompted as to whether
there is an ABWOR claim involving a warrant for further detention.
Entering time spent at police station
Finally the results of the calculation are displayed on screen
and the user is given the option of having a printed report.
Total police station claim
Top of User Guide
These are available for Green Form, police station and court duty solicitor claims, standard fees and crown court cases. Separate ABWOR options are also available. The standard fee option can be full or a short form of claim. The crown court options are similar. In the case of the PACE and magistrates' court calculators the screens for entry of time spent are exactly the same as when entering information for cases or when saving PACE attendances using that option from the main menu.
The available options are: Mode of trial guidelines, a time limit calculator, enabling the calculation of the date a specified number of days ahead or between two dates; an interest calculator and a calculator for PACE times.
Those who have purchased maintenance are entitled to upgrades
when there is a change in the legal aid rates or regulations.
Users who have the series 3 version (now discontinued) can upgrade
to the series 3A version for nominal cost.
Technical support is available by calling:
01493 331938 or 732688 (evenings and weekends).
Or e-mail: jrg01@globalnet.co.uk
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