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User Manual for LCMS

User Manual for Legal Case Monitoring System

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User Manual for LCMS

Table of Contents
1.

Introduction .......................................................................................................................................... 4

2.

Browser Settings ................................................................................................................................... 6


2.1

Enabling Javascript ........................................................................................................................ 6

2.2

Enabling automatic downloads..................................................................................................... 6

3.

First Login Page ..................................................................................................................................... 7

4.

Data User Pages .................................................................................................................................... 8


4.1

Create Cases.................................................................................................................................. 8

4.2

Edit Cases .................................................................................................................................... 10

4.3

Create/Edit Hearings ................................................................................................................... 13

4.4

Change Counsel........................................................................................................................... 15

5.

Super User Pages ................................................................................................................................ 17


5.1

Reports ........................................................................................................................................ 17

5.2

Basic Search ................................................................................................................................ 20

5.3

Advanced Search......................................................................................................................... 21

5.4

Counsel Tracker........................................................................................................................... 23

5.5

Sanity Checker............................................................................................................................. 24

6.

Zonal HOD Pages ................................................................................................................................. 25


6.1

Sanctions ..................................................................................................................................... 25

6.2
6.3

Search Sanctions ......................................................................................................................... 29


Payment process toward Legal Case.. 31

7.

End User Page ..................................................................................................................................... 32

8.

HOD Pages........................................................................................................................................... 33

9.

SE Pages .............................................................................................................................................. 34

10.

Expense User Pages ........................................................................................................................ 34

11.

Miscellaneous Pages ....................................................................................................................... 35

11.1

Login ............................................................................................................................................ 32

11.2

Feedback ..................................................................................................................................... 32

11.3

Disclaimer.................................................................................................................................... 33

11.4

Change Password ........................................................................................................................ 33

12.

Error Pages ...................................................................................................................................... 34

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User Manual for LCMS

12.1

Unauthorized Access................................................................................................................... 34

12.2

Illegal Logout ............................................................................................................................... 34

12.3

Application Error ......................................................................................................................... 37

12.4

Database Error ............................................................................................................................ 37

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User Manual for LCMS

1. Introduction

Legal Case Monitoring System (LCMS) is a W eb Application developed by KPMG to facilitate efficient
and effective management and monitoring of litigation cases instituted by or against APTRANSCO.

LCMS is broadly categorized into 4 modules:


(a) Data Entry (Litigation Database) The data entry module provides a User Interface to
create/edit cases and hearings in the Litigation Database.
(b) Reports and Supervision Supervision module helps APTRANSCO in monitoring the progress
of cases. It also generates myriad number of reports to analyze the litigations thereby assisting
higher management in taking pragmatic decisions over the same.
(c) Financial Tracking of Cases The in-built finance module in LCMS is responsible for
sanctioning of fees and expenses to SLAs and other Counsels pertaining to the cases handled by
them. The sanctions are then duly updated in the IFS ERP for the initiation of Payment Process.
(d) User Management IT Department of APTRANSCO would be given rights to create/manage
users in LCMS.

LCMS essentially consists of the following user roles:

User Role

Description

Data User

HOD

Zonal HOD

Data Users are responsible to create or


edit cases and hearings pertaining to
them.
All case workers would be data users.
HODs can view cases, hearings and
reports on the cases related to them or
under their jurisdiction.
HODs can also edit cases under their
jurisdiction
All Department Heads that represent
APTRANSCO (or appear as
respondents) in litigation cases fall
under the HOD category
Zonal HODs can view cases, hearings
and reports on the cases related to
them or under their jurisdiction.
Zonal HODs can also edit cases and
sanction fees/expenses to Counsels
managing cases under their jurisdiction
All Zonal Heads that represent
APTRANSCO (or appear as
respondents) in litigation cases fall
under the Zonal HOD category

Access Rights
1. Creation access of cases/hearings
2. Edit access to cases/hearings assigned
to / created by them

1. Access to Reports over the cases and


hearings pertaining to them
2. Search and Edit Access over all the
cases and hearings pertaining to them

1. Access to Reports over the cases and


hearings pertaining to them
2. Search and Edit Access over all the
cases and hearings pertaining to them
3. Sanction Granting Rights for a sanction
amount of not more than INR 10,000
towards Counsels handling cases
pertaining to the Zonal HOD

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User Role

Description

Super User

SE

End Users

Expense
User

User Admin

User Manual for LCMS

Super Users can view all cases,


hearings and relevant reports
CMD, JMD, Additional Secretary and
Legal Cell are identified to be Super
Users
SEs can view cases, hearings and
reports on the cases related to the
HOD they are reporting to
Any and all direct
subordinates/delegates to HODs
representing APTRANSCO (or appear
as respondents) in litigation cases fall
under the SE category
End Users can view cases and
previous / upcoming hearings to which
they are either respondents or
counsels
All Counsels and Respondents are End
Users
Expense Users can Sanction fees and
expenses (no sanction limit) to all
operating Counsels
Legal Cell of APTRANSCO is the only
Expense User in LCMS
User Admin can Create/Delete users in
LCMS
IT Department of APTRNASCO is the
only User Admin in LCMS

Access Rights
1. Access to Reports and Search Access
over all cases and hearings

1. Access to Reports and Search Access


over the cases and hearings pertaining to
the HOD they are reporting to

1.

View Access to cases and previous /


upcoming hearings to which they are
either respondents or counsels

1. Create and Search Access to sanctions


of all cases/counsels

1. Create and Delete Access to user


accounts in LCMS

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User Manual for LCMS

2. Browser Settings
2.1 Enabling Javascript

Legal Case Monitoring System uses AJAX scripts; hence any browser used to access LCMS should
have Javascript enabled.

Below are the steps used to enable Javascripts in Internet Explorer:

a) On the Tools menu, click Internet Options, and then click the Security tab.
b) Click the Internet zone.
c) If you do not have to customize your Internet security settings, click Default Level.
If you have to customize your Internet security settings, follow these steps:
a. Click Custom Level.
b. In the Security Settings Internet Zone dialog box, click Enable for Active Scripting in
the Scripting section.

Below are the steps used to enable Javascripts in Firefox:

a) On the Tools menu, click Options.


b) On the Content tab, click to select the Enable JavaScript check box.

Google Chrome has Javascript enabled by default.

2.2 Enabling automatic downloads

Legal Case Monitoring System provides an Export functionality to provide the users with reports in
the form of PDF and XLS documents; hence, if the browser used to access LCMS is Internet Explorer
then please follow the steps below to enable automatic downloads in IE:

a) On the Tools menu, click Internet Options, and then click the Security tab.
b) Click the Internet zone.
c) If you do not have to customize your Internet security settings, click Default Level.
If you have to customize your Internet security settings, follow these steps:
a. Click Custom Level.
b. In the Security Settings Internet Zone dialog box, click Enable for Automatic Prompting
for File Downloads in the Downloads section.

Google Chrome and Firefox have Automatic File downloads enabled by default.

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User Manual for LCMS

3. First Login Page

When a user logs into LCMS for the first time the control would be redirected to a Change Password
Page where the user would be asked to choose the password for the user profile.

The user would not be able to access the next page if (a) the Password entered in this page is the
default password given to the user (b) the New and Confirm Passwords do not match.

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4. Data User Pages


4.1 Create Cases

Creating a case involves inputs for four steps: Basic Case Information, Details of Case, Basic Hearing
Information and Link to Parent Case. Each of these steps has a screen for itself and the steps
detailed below hold true for all screens.

If any of the fields contain invalid inputs, an error message would be thrown and the next step
would be inaccessible until all errors are rectified.

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User Manual for LCMS

If the dropdown lists do not contain the desired value the user can enter a value by checking the
Others checkbox adjacent to the concerned dropdown list.

Category is mapped to the field Nature of Case. Hence, the dropdown list of Category would be
populated only after Nature of Case is selected.

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User Manual for LCMS

Selecting a value in one of the dropdown lists may disable other options. This functionality is in place
to avoid redundant inputs from the user. For example, if the option of APTRANSCO is chosen for
the field Initiated By then the date of counter filing field becomes null and void; hence the field
disappears.

4.2 Edit Cases

The Edit Cases page has a dropdown list with all the case types available in the database. Once the
appropriate Case Type is selected, the case numbers pertaining to the selection would be populated
in the adjoining dropdown list. These cases would be pertaining to the user logged in.

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After selecting the case and clicking on the Search button, the details of the selected case would be
populated in a table. Each field carries a checkbox with it. Check the Checkboxes adjoining to the
fields that you would want to edit and then click on Edit Record.

Once the Edit Record is clicked another table would be displayed. The field selected to be edited
would be enabled and all other fields would be disabled.

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*Caution is advised while checking the checkboxes as there might be interdependencies between
fields and editing one might affect the mapping of the other.
After making necessary changes to the field, click on Update to commit the changes or Cancel to
rollback.

The following screen would be displayed when the record has been updated.

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4.3 Create/Edit Hearings

The Create/Edit Hearings page contains the same dropdown list of case types and cases that we
encountered in Edit Cases Page. Clicking on the Select Case button would populate the hearings
pertaining to the selected case.

If no hearings exist for the selected case then No Data would be displayed on the page.

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To edit a hearing we follow the same technique used to edit cases. Check the checkboxes adjoining
to the fields to be edited and click on Edit Record. The new table would have the checked field
enabled. Clicking on Update would commit the changes and Cancel would trigger a rollback.

There are two ways of creating a hearing for a case. After selecting the case, the New button can be
used to create a new hearing or the Insert A Hearing button can be used to bring out the same
effect

The following screen would be displayed for creation of a new hearing:

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4.4 Change Counsel

Since Counsels in APTRANSCO have tenure over the cases handled by them, it would be a tedious
task to change the Counsel entry for all cases handled by a particular counsel at the end of his/her
tenure. LCMS has a unique method that lets the Data Users modify the counsel over multiple cases
by a single click of the button. Select the Counsel that you would want to change and click on Search
Cases for this counsel. The following table would be populated:

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Check the checkboxes corresponding to the cases which need changes in their counsels. Then select
the new counsel for these cases using the dropdown list provided and click on Commit Changes.

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5. Super User Pages


5.1 Reports

Super Users can view reports over the entirety of cases and hearings in LCMS. Towards the top-right
corner the page consists of a summary of open, closed, parent and linked cases in the Litigation
Database.
LCMS generates reports based on the selected field. The reports page also has several other filters
such as Open/Closed cases, filters over HODs, Counsels etc. This would help the super user select the
most appropriate criteria for the report. Once the Field, Criteria and Report are selected, click on
Search to generate the report.

Most reports in LCMS initially present a Graphical Result to summarize the datasets obtained as part
of the report. The user can zoom in on any of the attributes in the report using the drop down list on
top of each graphical result.

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After the selection of the desired parameter, the dataset pertaining to the selection would be
populated in the form of a table. This table is merely a summary of the cases in consideration. By
clicking on the Case Number of a row the user can zoom in on the cases linked to the selection.
All tables with multiple rows would contain an adjoining control to change the number of records to
be displayed per page. The user can traverse between pages by clicking on the page numbers below
the table

The table below shows the linked cases of a selection. By selecting the Case Number in this table the
user can view ALL Case Details of the selected case.

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The table below depicts the case details of a selection. The user is also given an option to view
Hearings of a case by clicking on the button Fetch Hearings. Other buttons below the table enable
the exporting of data onto Excel or PDF Files.

Table below shows the hearings of a selected case. One hearing per page is displayed in this table.

Each Table also contains buttons to take the user back to the parent tables for alternate selections.
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5.2 Basic Search

Basic Search can be used to easily search for a particular case in the Litigation Database.
The case types are initially selected in order to populate relevant case numbers and then Search is
clicked to fetch the case details.

The table below shows case details. The Basic Search also allows the users to search for Similar
Cases based on the Category field selected during the creation of cases. When the button Similar
Cases is clicked a new table with cases containing the same category field would be populated.

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5.3 Advanced Search

The Advanced Search page enables the user to search through the entire Litigation Database using a
combination of filters on various fields that collectively form a Case.
There are two filter groups provided in the Advanced Search Page. The filter group towards the left
is a consortium of fields in Litigation Database and filters are enabled only by checking on the
appropriate check boxes. The filter group towards the right is used to filter over the several date
type fields available in Case Details.

After clicking the Search button the dataset pertaining to the filters would be populated in the form
of a table. This table is merely a summary of the cases in consideration. By clicking on the Case
Number of a row the user can zoom in on the cases linked to the selection.

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Clicking on the Show Case Status Summary would result in a small table to be populated. This table
consists of a summary of lost and won cases present in the dataset populated in the main table.

The table below shows the linked cases of a selection. By selecting the Case Number in this table the
user can view ALL Case Details of the selected case.

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The table below depicts the case details of a selection.

5.4 Counsel Tracker

Counsel Tracker mechanism keeps a track of the changes in counsels for any particular case. This
enables the super user to track legal counsels and their payments over the lifetime of a case and its
hearings.
The case types are initially selected in order to populate relevant case numbers and then Search is
clicked to fetch the counsel trackers for the selected case.

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5.5 Sanity Checker

Sanity Checker in LCMS enables the users to check the sanity and validity of data in the Litigation
Database.
The drop down list consists of checks that can be run on the data and clicking on Generate Test
Results would populate a table with the cases that need to be rectified.

Table below displays cases that have invalid date of filing or date when case is taken on court.

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6. Zonal HOD Pages

Reports, Basic Search, Advanced Search, Counsel Tracker and Sanity Check Pages of Zonal HODs are
replicas of those presented as part of the Super User Pages (Pages 15 22) and provide the same
functionalities. The difference between the former and the latter is that Zonal HODs can view
reports and search through Cases that pertain to them or fall under their jurisdiction.
Zonal HODs can edit cases and hearings pertaining to their zone. The Edit Cases and Create/Edit
Hearings Pages are replicas of those presented as part of the Data User Pages (Pages 8 11) and
provide the same functionalities.

6.1 Sanctions

Apart from the Reports, Search and Edit functionalities, Zonal HODs can also sanction fees and
expenses to legal counsels for cases in their zone. The total sanctioned amount for one sanction
cannot exceed INR 10,000 and they cannot authorize sanctions for cases that fall under Hyderabad,
Secunderabad and Ranga Reddy District.
The screen below depicts the initial sanction screen. Total Sanctioned Amount (less than INR 10,000)
should match with the summation of fees and expenses or an error would be triggered.

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Pay Unit and Counsels are mapped to the user and the cases pertaining to them. The Pay Units are
fetched from IFS ERP while the Counsels are fetched from the cases assigned to the HOD user that
do not fall under the jurisdiction of Hyderabad, Secunderabad or Ranga Reddy District.

A Sanction can contain fees and expense of a counsel for several cases. The Sanctions page,
therefore, provides the capability of selecting the cases towards which the amount is sanctioned.
Firstly, the number of cases covered in the sanction should be entered in the text box provided and
the button Add Cases should be clicked.

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The screen below displays a table that would capture case-wise fees and expenses. The first drop
down list is for case types, depending upon its selection the adjoining drop down list would be
populated with case numbers in the format: Case Numbers/Registration Number. The case and
registration numbers pertain to the Counsel selected during the initial selection process.

The fees and sanction amount entered for all cases should tally with the total fees and expenses
entered by the user in the initial selection process. If not, the sanction would not be processed.

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When the sanction is submitted, LCMS would check for past sanctions for the cases in consideration.
The user would be able to see all the past sanctions and thereby avoiding multiple sanctions for the
same case and counsel.

By clicking on Confirm the sanction process is triggered.

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6.2 Search Sanctions

Similar to the Advanced Search Pages discussed earlier (Pages 19 21), the Search Sanctions page
enables the user to search through the entire Sanctions Database using a combination of filters on
various fields that collectively form a Sanction.
There are two filter groups provided in the Search Sanctions Page. The filter group towards the left is
a consortium of fields in Sanctions Database. The filter group towards the right is used to filter over
the date type fields available in Sanction Details.

6.3 Payment process toward Legal Case

STEPS FOR PROCESSING LEGAL CHARGES PAYMENT IN IFS-ERP RELATING TO FINANCE MODULE: (This
activity is to be done after processing the legal charges sanction id in the legal cases interface package)
Open the supplier invoice entry screen : path :- Invoice/ supplier invoice/ supplier invoice entry screen.

For processing the Legal case payment invoice


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Step 1: Click new (F5) for processing new invoice.

Step 2 : Select the sanction id in the sanction id field from list of values.

Step 3: Give the Invoice number in the Invoice identity filed.

Step 4: Select the Authorizer from list of values.

Step 5: In the line information, give tax code as N

Step 6: click Save /(F12)

Step 7: Do RMB and click on Generate Sanction Posting


Step 8: Now click on Save or F12 for saving the invoice.
The invoice will be in the preliminary state.
If any recoveries are to be made, check on the Deductions applicable and do the further process
as being done for the regular supplier invoices.
Step 9: Do RMB and click on PostInvoice..

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Payment Process for the Legal Invoices: The steps that are being followed for the regular suppliers
invoices payment are to be followed for the Legal supplier invoice payment also.

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7. End User Page

End Users are essentially Counsels or Respondents of cases and End User Page helps them keep a
track of the hearings related to the concerned cases. The end user pages provides a summary of the
following:
(a) Hearings not yet listed
(b) Current months hearings
(c) Previous months hearings
(d) Next months hearings
(e) Next months hearings not yet listed

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8. HOD Pages

Reports, Basic Search, Advanced Search, Counsel Tracker and Sanity Check Pages of HODs are
replicas of those presented as part of the Super User Pages (Pages 15 22) and provide the same
functionalities. The difference between the former and the latter is that HODs can view reports and
search through Cases that pertain to them or fall under their jurisdiction.
HODs can edit cases and hearings pertaining to their zone. The Edit Cases and Create/Edit Hearings
Pages are replicas of those presented as part of the Data User Pages (Pages 8 11) and provide the
same functionalities.

9. SE Pages

SEs are delegates to HODs and have view and search rights to their cases and reports. SEs cannot
edit or create cases/hearings.
Reports, Basic Search, Advanced Search, Counsel Tracker and Sanity Check Pages of SEs are replicas
of those presented as part of the Super User Pages (Pages 15 22) and provide the same
functionalities. The difference between the former and the latter is that SEs can view reports and
search through Cases that pertain to their reporting HOD.

10.

Expense User Pages

Expense Users can sanction fees and expenses to legal counsels for any and all of the cases in the
Litigation Database. There is no restriction on the sanction amount for the Expense User.
Sanctions and Search Sanctions Pages of Expense Users are replicas of those presented as part of
the Zonal HOD Pages (Pages 23 27) and offer the same functionalities. The difference between the
former and the latter is that Expense User can sanction amounts (fees and expenses) to any and all
cases in the Litigation Database while the Zonal HODs are restricted to those belonging to their zone.

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11.

Miscellaneous Pages

11.1 Login

The login page is simple and lucid. The username is case-insensitive. The page also has a Change
Password link that allows the users to change their password whenever they please.

11.2 Feedback

Users and guests can provide feedback related to the site and how it can be improved. The
feedbacks are read by the Admin team and necessary changes would be underway if deemed
important and useful. Hyperlink to the feedback page is provided in all pages.

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11.3 Disclaimer

Users and guests can view the legal disclaimer for LCMS. Hyperlink to the disclaimer page is provided
in all pages.

11.4 Change Password

Password will only be reset when (a) the username exists in the database (b) the password matches
the current password for the user profile (c) New and Confirm Passwords should match.
Change Password page is only accessible from the Login Page.

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12.

Error Pages

12.1 Unauthorized Access

The following page would pop-up if (a) a user tries to access member pages without logging in (b)
the users session times out. In the latter scenario, the user is requested to close the browser and
reopen the application thereby restarting a new session.

12.2 Illegal Logout

The following page would be displayed if the user has not logged out of LCMS and tries to log back
in. The user is provided a Log Out button to facilitate a legitimate log out from the session.

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12.3 Application Error

An Application Error can occur due to several reasons. The best practice would be to restart the
browser.
If the application error page persists then the user is requested to forward a screenshot of the page
to the IT Department of APTRANSCO and provide information about the scenario that triggers the
error.

12.4 Database Error

When a database error is encountered please try restarting the application by reopening the
browser. If the error still persists then the user is requested to forward a screenshot of the page to
the IT Department of APTRANSCO and provide information about the scenario that triggers the
error.

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