Managing Matter Plans

  1. Create a Matter Plan,
  2. a) Create a Plan Phase,
    b) Create a Plan Milestone,
    c) Create a Plan Task,
    d) Tasks To-Do ,
    e) Create a Plan Budget,

  3. Assign Plan Tasks to Timekeepers,
  4. Create a Matter Plan Template & Assign Template,
  5. Make Tasks a Required Field on Time & Expense Entry Screens,
  6. Matter Plan Settings,


Create a Matter Plan


Create a Matter Plan Phase

Click on Clients>Clients & Matters>[matter name]>Matter Plan tab.

Click on the New Phase button.

Drag and drop Phases / Tasks to rearrange them. 


Create a Matter Plan Milestone

Click on  Clients>Clients & Matters>[matter name]>Matter Plan tab.

Click on the New Milestone button.

Red Star - means it's a Standalone Milestone. This is a phase-specific achievement and is billed collectively when the Matter Plan Task is billed out.

Green Star - means it's a Billable Milestone. This is billed out upon completion of the Milestone itself, regardless of the progress of the rest of the Matter Plan.


Create a Matter Plan Task

Click on  Clients>Clients & Matters>[matter name]>Matter Plan tab.

Click on New Plan Task button.

Name - to clearly identify the Project Task.
Phase - if you've created a Phase for the Matter Plan, select it from here.
Description
Start - date when the Project Task starts.
Due - date when the Project Task is due.  
Depends On - if this Project Task depends on the completion of another Task first, select that dependent Task here.
Default Task Code - selecting a Default Task Code means it will auto-populate on Time Entry forms when this Project Task is selected. You will be given the option to force this Sub-Task Code. This means that the user entering Time for this Project Task will not be able to change the auto-filled Default Sub-Task Code when making those entries.
Default Expense Code -  selecting a Default Expense Code means it will auto-populate on Time Entry forms when this Project Task is selected. You will be given the option to force this Sub-Task Code. This means that the user entering Time for this Project Task will not be able to change the auto-filled Default Sub-Task Code when making those entries.

Edit - to edit a task, click on the Task. You can edit Task details under the 'General' tab, provided the Timekeeper has been granted access to make task changes (under Clients>Clients&Matters>[matter name]>Team).

Tasks To-Do

If you actively use Tasks, there is a main To-Do tab at the top of the TimeSolv application for you to get quick access to creating end editing Tasks. TimeSolv allows its users to create Tasks for themselves or for other Timekeepers without the need to have a Matter Plan in place, but if you do wish to create a proper Matter Plan with Phases for your Tasks, you can do this under Clients>Clients&Matters>[matter name]>Matter Plan.

Note: Users can also create new Tasks directly under each Matter. These will auto-populate the Matter and Client details on the Tasks. The benefit of using the To-Do main tab (explained below) is that you can view a full list of all your Tasks To-Do across a variety of different Matters.

Click on To-Do>Plan Tasks To-Do.

Click on the New Plan Task To-Do button to create a new task.

Note: If the user does not have 'Access to all Clients' under Account>Timekeepers>User>Permissions tab, they will not be able to create a new Task To-Do's.

By default, the new Task will be assigned to the user creating this Task. If you need to assign the Task to a different user, select that user’s name from the Professionals field against the search bar, and hit ‘ Search'. Click on the New Plan Task To-Do button at the top to create a new task for that user.


Create a Plan Budget

Click on Clients>Clients&Matters>[matter name]>Matter Plan

Budgets are set under specific Tasks. Click on the Task to set a budget against. 

Click on Budgets & Actuals tab to create or edit the budget for the Matter Plan Task. 

Budget - Set budgets for Hours, Fees, and Expenses under this Task. You can also view the ‘Actual' amount of these three already accumulated, the amount of allocated resources left from the budget (‘Remaining‘ column), and a checkbox to ‘Prevent Exceeding‘ the budget, which will lock out any additional Hours, Fees, and Expenses entered after the budget has reached the max allocation.

Professional Detail - will be displayed towards the bottom of the screen. You can view the Professional Cost against the original firm level settings for the Professional Rate. The chart will allow you to compare the ‘budgeted’ and ‘actuals’ for Professional assignments on this task in detail.

Note: When you fill in Budgeted Hours field, the system will automatically pull the Budgeted Cost and calculated the Budgeted Expenses based on Timekeeper rates setup in Account Settings.


Assign Plan Tasks to Timekeepers

Note: If under Clients>Clients & Matters>[Matter name]>Matter Plan the Professional Assignment Required checkbox is enabled, users will not be able to create Time/Expense Entries against the Matter Plan Tasks unless they have been assigned to them. This checkbox is useful for assigning specific Tasks to specific users. If it is not enabled, any user that has access to the Matter may enter Time/Expense entries against the Matter Plan.

There are two ways to assign Matter Plan Tasks to users:

1. Under the Matter Plan screen

Click on  Clients>Clients & Matters>[Matter name]>Matter Plan.

A team icon appears next to the Matter Plan Tasks. Click on the icon to add or remove users from the Task assignment. 

2. Under the Matter Team screen

Click on  Clients>Clients & Matters>[Matter name]>Team.

Assign - means the user will be assigned to the Matter.

Bypass Matter Approvals - the user will not need to have their Time/Expense Entries approved by a superior.

Plan Tasks Access - the user can view and edit Matter Plan Task details.

Budget Access - the user can view and edit the Matter budget.

Assign Plan Tasks - opens a link with a list of Matter Plan Tasks, select which ones to assign to the user. 


Create a Matter Plan Template & Assign Template

To copy an existing Matter Plan as a Template, click under Clients>Clients & Matters>[Matter name]>Matter Plan. Click on the Save as Template button.

The Template will be accessible under To-Do>Settings>Plan Task Templates.

Create new Template - click under To-Do>Settings>Plan Task Templates and click on New Plan Task Template

Edit Template - click on a Template to make edits or view details. 

Assign Template - to create a Matter Plan from a Template, click on Clients>Clients & Matters>[Matter name]>Matter Plan>Create from Template.


Make Tasks a Required Field on Time & Expense Entry Screens

When creating Matter Plans you can make Tasks a required field so that users must only work on the pending Matter Plan Tasks for Matters that need those assigned Tasks to be completed on priority. This helps you ensure your users are prioritizing their work efficiently.

To enable this, click on Clients>Clients & Matters>[Matter name]>Matter Plan.

Enable ' Plan Tasks required on Time and Expense Entry'.


Matter Plan Settings

Click on To-Do>Settings.

Plan Phase label - how the term 'Phase' appears in the TimeSolv app. You can view the term so it is specific to your business type. The options for customizing this terminology are:

Job
Phase
Segment
Stage

Plan Task To-Do label - how the term 'Task' appears in the TimeSolv app. You can view the term so it is specific to your business type. The options for customizing this terminology are:

Action Item
Activity
Item
Task

Milestone label - how the term 'Milestone' appears in the TimeSolv app. You can view the term so it is specific to your business type. The options for customizing this terminology are:

Deliverable
Event
Milestone
Occurrence

Automatic Plan Task Assignment - assigns the users that are already assigned against the Matter to the Matter Plan Tasks. 

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