We have gained better control over the cases, projects and settlements with clients. We have (...)

CHALLENGE

Kubas Kos Gałkowski is a law firm with a well-established position, confirmed by rankings conducted both in Poland and abroad. For over 25 years he has been providing legal services to Polish and foreign enterprises. Careful selection of associates with the highest competences and experience gained all over the world ensures the outstanding quality of legal services provided by the Law Firm. Moreover, the Law Firm provides legal services in the following languages: Polish, English, German, French and Japanese.

Due to the dynamic development related to the increase in the number of clients served and cases being handled, as well as the employment of new employees, the Law Firm faced the challenge of optimizing project management processes in order to maintain high quality of services and improve quality and efficiency. Particular modernization was required in the areas of handling documents and incoming letters, registration and settlement of working time and issuing sales invoices. In addition, the company needed a tool that would enable efficient handling of HR processes, such as registering employee leaves, HR contracts and personal data. During the pre-implementation analysis, the Law Firm identified the need to register contracts with clients and contractors, as well as marketing and commercial contacts. The most important goal of implementing the software was to obtain the possibility of controlling and reporting the flow of financial resources, detailed settlement of projects with clients and operating costs, including payments and withdrawals from the cash registers of the Company located in two branches.

SOLUTION

A decision was made to implement the Baseline™ platform in the field of Electronic Document Circulation for incoming letters, the Projects module for managing documents and customer cases and recording the working time allocated to their service, the Agreements module for tracking contract parameters and the Sales Invoice module for issuing documents for on the basis of the clients’ cases. Integration with the Comarch Optima accounting system in the field of cost and sales invoices was carried out. In the first stage of implementation, a dedicated functionality was created to handle non-invoicing cost documents. This need resulted from a structured approval process, keeping a database of paid documents and re-invoicing registered costs to the Law Firm’s Clients. For the needs of the Company, HR modules were adapted in the field of vacation requests, absences, employee contracts, keeping a database of candidates and informing about upcoming dates of HR documents (e.g. periodic examinations and employment contracts). A dedicated form has been implemented with detailed data on cash transactions performed. In the next stage, the Contacts module was implemented, allowing the sales team to record all events and contacts with potential customers.

INTEGRATIONS

Integration with Comarch Optima

RESULTS

The law firm gained easy and immediate access to all information about cases and projects underway. Thanks to the developed structure of authorizations, each employee can monitor the progress of their own work at their own level, and the Project Manager, thanks to the Tasks and Workflow functions, can coordinate teamwork. Collected and properly sorted documents allow you to easily find the right letters and history of cooperation. Transparent handling of cases in conjunction with dedicated reports and settlements significantly improved the organization of work and the management of activities related to the client. The implemented HR module made it possible for employees to have direct access to information on used and available vacation days and to submit electronic vacation applications. The new software made the work of the HR department employees easier, providing a compact knowledge of the HR data of all employees of the Company. The integration with the Optima financial and accounting program significantly shortened the process of handling financial documents by the Accounting Department.