You can run this system with Windows 95 (or higher), Windows ME NT or 2000.  

From the START button, Highlight the WNYLC Demo Menu bar, then the WNYLC TIME Demo Prog menu bar, and release. The program will start.

When requested, enter any of the following user ID's and passwords:

TIME was designed to be used with a mouse, but you can also use the Tab, enter, and arrow keys as well.

TIME was set up specifically for this demo, but can be used by most legal services providers because the fields are user-configurable. The following fields can be configured without the need for a programmer:

Several examples have been attached to demonstrate how the program works. By using the examples, you will get a good sense of the program and how it functions.  Feel free to enter your own examples as well.

Questions

Please contact:

THE WESTERN NEW YORK LAW CENTER
295 Main Street, Suite 454
Buffalo, NY 14203
Telephone/Fax: (716) 855-0203
E-mail:
Handsnet: HN7460

The following examples will be used to demonstrate many of the features of the TIME program:

You have just received a telephone call from an individual requesting assistance with a problem that your organization cannot handle. You wish to made a record of the call:

• Click the Hotline push button (once). A screen with the caption TIME - Hotline Contact will appear.
  
• The problem described to by the caller you seems to be related to Wills and Estates. Because the caller identifies himself as a senior citizen, you decide to refer them to Legal Services for the Elderly. Position the cursor over the field to the right of the caption Problem: and hold down the left mouse button. A list of problems will be displayed. Select the problem 95-Wills/Estates and release the left mouse button.
  
• Next to the caption Referred to:, select Legal Services for the Elderly. Please note that you can record up to 3 separate referrals. Also immediately below the locations for recording referrals, is a push button labeled Locate Referrals. If you did not know what services were available to callers in a specific county, you could specify the county and type of problem to the referral locator to get a list of agencies that could help the caller along with their address, telephone number, and a description of that organization.
  
• Next to the caption Reason:, select Don't handle cases of that type.
  
• If you wish to add any comments to the record of this call, enter them into the Notes: field. The amount of text that can be entered is unlimited.
  
• When you are satisfied that all information has been accurately recorded, press the OK push button. The information is recorded. The Hotline screen disappears.

Your agency will now be able to report to funding sources the the help you gave to these callers even though you did not open a case.

Assume that you received a call from Sharon Flair requesting help with a domestic problem. Sharon has left her name and phone number and you are the intake paralegal.

• Enter the citizenship status, telephone number, county, sex, ethnicity, marital status, and referral source as you feel are appropriate. If the client had an alternate mailing address or additional telephone numbers, you would also enter the information on this screen.
  
• Next, you decide to do a conflict of interest check to be sure that the respondent in Sharon's case is not a client of yours in another case. Across the top of the intake screen are a row of tabs. These tabs are similar to the tabs on a series of pages in a file. Position the cursor over the tab that is captioned Conflict and click on it with the mouse. The data portion of the screen will change to display respondent information page. The list of respondents will be empty.
  
• Click the Add push button. A new screen with the caption TIME - Adverse Party Information will be displayed. Enter the name Richard Acre and click the Add push button. This screen will disappear and the name will app
  
• The database is searched for all names entered as respondents. If any are found, a screen with the caption TIME - Potential Conflicts is displayed with all the occurrences of the name(s), whether that person is a client or second name on a case, her or her SS#, date of birth, and case#'s that they are part of. Since Richard Acre is a client on another case, you must advise Sharon that you cannot represent her because of conflict of interest, but you will refer her somewhere else.
  
• Click on the Docs tab to display the documentation and referral page of the screen. Select one or more referrals (up to three).
  
• In the list of letter templates directly under the caption Create Letter, highlight Referral - Conflict. Click the Generate Letter push button. A screen with the caption TIME - Preview Letter will appear with a referral letter containing the client's name, address, and a list of organizations referred to filled in. Click the Print Letter push button to print the letter.
  
• Retrieve the letter from the printer, fold it, and place it in a windowed envelope.

Depending on your organization's policy, you will probably NOT save this case. Click Clear at the bottom of the screen to discard this case, or click Save to save it.

Enter the name Jerry Smith. The screen with the caption TIME - Select client will be displayed.

In the top portion of the screen are the names of all persons in the database whose last name exactly matches the last name entered, and whose first name starts with the same letter as the name you entered.

Along with each matching name, additional information is displayed about each name in the list. The type field indicates whether the name belongs to an individual who is a "Client", "Second" name on a case, or an "Adverse" party. Next is the Social Security number and date of birth for that person. If the name belongs to an individual who is an adverse party, the case number is filled in.

The bottom portion contains a list of case numbers and respondent names on cases belonging to the highlighted client name in the top portion of the screen.

The push buttons along the bottom of the screen have the following functions:

In this example, we wish to create a new case for an existing client. Highlight the name "Smith, Jerry" in the top portion of the screen. Then click on New Case.

When the Intake screen appears, review the client information. Since Jerry was a previous client, information from the existing client data on file is filled in on the screen saving you time. You may update the information about Jerry as needed.

Since Jerry's case involves a major department store in town (and we do not accept major department stores as clients), it will not be necessary to perform a conflict check.

To record information about Jerry's household composition, click on the Family tab. Jerry reports that the family consists of two people between the ages of 18 and 59. Under the caption # in household..., enter the number 2 in the box for 18 to 59. Next, we wish to enter information about Jerry's income and assets.

Click on the Income tab to display the income and assets page. Jerry reports that he works, so in the Income section of the screen, select Employment. In the field next to it, enter 500. In the next field, select Weekly.

The program automatically calculates that $500 weekly income is equivalent to $2166 per month and determines that Jerry's income places him over program guidelines, and therefore ineligible for services. After you advise him of this, you make a referral somewhere else as was done in the previous example.

Now for and advice and counsel case. Betsy Josephs called and needs help with a welfare problem.

Before you return the call, you determine that no one by that name is found in the database. You create a new client and case. Enter the following information for Ms. Josephs:

As soon as you finish entering the client Social Security number, a screen with the caption TIME - Duplicate SS#'s appears. In this screen is a list of names, dates of birth, and telephone numbers for persons whose Social Security number matches the one just entered for Betsy Josephs. Upon further discussion, you are told that Ms. Josephs formal name is Elizabeth. She has been a client in the past. To retrieve the existing client record, click the Retrieve Highlighted Name push button.

If you made a mistake entering the SS#, click the Correct the SS# push button. If the SS# in the Duplicate SS#'s screen may have been entered incorrectly for the name shown, click OK (you will have to fix it later).

Enter the citizenship status, telephone number, county, sex, ethnicity, marital status, and referral source as you feel are appropriate. If the client had an alternate mailing address or additional telephone numbers, you would also enter the information on this screen.

Since Betsy's case is against the Department of Social Services, a conflict check is not required.

Betsy reports that she lives with her two children, ages 9 and 12. Click on the Family tab. Enter 1 for household members between 18 and 59 (Betsy) and enter 2 for household members between 0 and 18.

Betsy has $200 in the bank and her only income is $550 per month from SSI. Click on the Income tab. Enter $200 in Bank Account and SSI / $550 / Monthly for income. Since a household income of $550 is below the minimum income for a family of 3 people, the client is found to be financially eligible.

Betsy rents from a private landlord and her rent is $275 per month. It is on voucher. Select Rent: Private as the Shelter type and enter $275 as the monthly cost.

Betsy has questions about whether she can qualify for Medicaid even if she is not eligible for public assistance. You explain to her that eligibility criteria for the two programs is not the same and you send her an information sheet on Medicaid for non-public assistance recipients. You want to confirm your advice in writing.

Click on the Notes tab. In the Problem: field, type in "You wanted to know if you could qualify for Medicaid even if you were not financially eligible for public assistance."  In the Action: field, type in "I explained the circumstances under which you might qualify for non-public Medicaid. I have included with this letter, written information on obtaining Medicaid."

You are now ready to send a confirming letter to Betsy. Click on the Docs tab. Locate and highlight the Problem/Action Letter, then click Generate Letter. A screen will be displayed that contains the generated letter that contains today's date, the clients name and address, the text that you entered into the problem and action fields, your name, and your title. If you wish to add change, or delete any of the letter text, you may do so now. When you have completed any changes that you wish to make to the letter, click Print Letter to send the letter to the printer.

It's time to close the case. Click on the CSR tab. You could manually enter the closing date, case status, and name of the advocate closing the case, but there is a short cut: Double-click on the caption Close Date: and all three fields are set for you. Now select the appropriate Unit:, Funding:, Problem:, and Disposition:.

The case is complete. Let's save it. Click the Save push button at the bottom of the screen. A message appears on the screen asking "Clear screen after save?". Click No because you forgot to print a case intake sheet and you wish to do that now. The case will be saved and remain on the screen.

After the save is complete, you will notice a couple of changes in the screen:

• Previously, the case number was blank. Now it has been filled with a case number. Case numbers are not assigned until a new case is saved.

• The push button at the bottom of the screen with the caption Tickler that was disabled is now active. You may now create ticklers for the case (if desired).

• Next to the Tickler push button is another push button that is no longer disabled. It has two possible captions: Add to Case List or Delete from Case List. This push button is used to manage your personal case list. Your personal case list has the cases on it that you feel you want to have quick access to. Repeated clicking of this push button toggles a case on or off your personal case list.

Now, to print the forgotten intake sheet. Click on the Docs tab. Then click the Print Intake Sheet push button. The intake sheet is sent to the printer. The intake sheet is a print out of all of the client and case information collected.

You spent 30 minutes collecting information from Betsy and advising her. You wish to record the time spent on this case. Click on the Time tab, then click the New Time Slip push button. A screen with the caption TIME - Timeslip will be displayed.

Notice that the timeslip has already entered much of the information for you: Case number, name on the case, date opened, date closed, your name, current date, and funding code for the case. All you need to enter is your time spent on the case, a description of your activity, and (optionally) any additional comments you wish to make about your activity. When complete, click OK and the timeslip entry screen disappears. The Time page of the case intake screen now has an entry on it which matches the information you entered on the timeslip.

Timeslips can also be entered without bringing the case intake screen up. If you have previously added the case to your personal case list, click the Case List push button to display your personal case list, highlight the case, and click Time Slip to bring up the timeslip entry screen.

You decide that, for whatever reason, you would like to place a follow-up call to Betsy in two weeks to see how she is doing. You want to be reminded to do that. Click on the Tickler push button. A screen with the caption TIME - Tickler will appear. Like the timeslip screen, much of the information is already filled in for you. Change the date to two weeks from today. Enter the message "Call Betsy re: progress". Click on OK.

When the date you entered arrives and you start up the TIME program, a list of all ticklers with dates less than or equal to that date will be displayed for you. Those ticklers will continue to be displayed for you until you delete them or archive them.

If the case intake screen is still displayed, click Clear to remove it.

Mary Kelly called requesting assistance with a divorce that does not involve spousal abuse. Before calling Mary, you have already determined that there is no conflict of interest, but problems of this type are not a priority of your organization. If Mary meets your income and asset guidelines you will refer her to a Pro Bono attorney.

You telephone Mary, go through the intake procedure to collect demographic, asset and income, and respondent information, and determine that she is eligible for assistance. You also determine that Mary is foreign-born and has difficulty with English. She would feel more comfortable conducting any discussions about her case in Spanish. You save the case and tell Mary that you need to make a few calls to locate someone for her. You need to find an attorney who will handle her case.

Enter a new client case for Mary Kelly, entering information as you feel appropriate. Save, but do not close the case.

Click the CSR tab. On this page, locate the caption Pro Bono:. To the right side of the Pro Bono attorney name field is a push button captioned Locate. Click the Locate push button to begin the search for a Pro Bono attorney who handles marital cases and is able to speak Spanish. A screen will be displayed with the caption TIME - Match Pro Bono Attorney to Case.

You are looking for a lawyer to handle a marital matter who is able to speak Spanish. The locator screen defaults to "Lawyer". Locate Marital in the list of attorney Practice/Preferences and double-click it. An "*" will appear to the left of Marital indicating that it is a selection choice. Locate Spanish in the list of Languages Spoken and double-click it. Then click Locate Attorneys to begin the search.

If one or more attorneys are found that match the search criteria given, a screen with the caption TIME - Pro Bono Attorneys and Cases is displayed. In the top portion is a list of attorneys that match the search criteria. As you highlight those attorneys, the list of recent cases for the highlighted attorney is displayed in the bottom portion of the screen. In our situation, only one attorney was found that meets our search criteria.

The attorney is contacted and agrees to accept the case. To assign the Pro Bono attorney to the case, highlight the attorney's name and click Select Attorney, or, double-click on the attorney name. The two locator screens disappear, and the attorney's name appears as the Pro Bono attorney name on the case.

Save the case.

Your opinion is important to us. Any questions, comments, or suggestions for improvements should be addressed to us at:

THE WESTERN NEW YORK LAW CENTER
295 Main Street, Suite 454
Buffalo, NY 14203
Telephone/Fax: (716) 855-0203
E-mail:

The file that was downloaded from the WNYLC web site is an executable program that will create the files (in appropriate directories) needed for installation of the demo. When you run this program (via the Windows RUN... command), a series of sub-directories will be created. Those sub-directories will be named DISK1, DISK2, DISK3... Copy the contents of each of those sub-directories to a separate diskette. The diskette with the contents of DISK1 will become Installation Disk# 1 , the contents of DISK2 will become Installation Disk# 2, etc.

The installation diskettes contain the required program, data, and execution support libraries to operate a demonstration version of the TIME system written by the Western New York Law Center. Three programs will be installed:

Installation from the Diskette

• Insert Installation Disk# 1 in drive A.
• Select RUN...
• Type A:\SETUP and press ENTER
• Follow the instructions on the screen.
• If the demo is installed on a network, it must installed on every workstation that will run it.