Timebase 247 – Service Definition
IntroductionTricostar is the author of Tricostar Case Management (TCM).
TCM is a public sector, shared service software solution for case management used both in legal departments and other departments requiring electronic case management incorporating a variety of modules to include “Timebase 247” (available separately as a Cloud solution for time recording, resource management and billing), CRM, marketing, complaints management, court and document bundling, electronic case management, knowledge management solution written based around Sage CRM and hosted in UK Data Centres. It is also available as an in house option.
Full details can be supplied on request and can be viewed at www.tricostar.com
Overview
Shared Service Solution
TCM is true 100% web based shared service software application used cross authority and multi departmentally in for example The National Assembly for Wales, the South Wales Legal Consortium and the Tri-Borough Consortium of Westminster City Council, Hammersmith and Fulham London Borough Council and the Kensington and Chelsea London Borough Council and lastly Suffolk County Council.
Exclusively Browser Based
TCM is 100% Web-based (NOT Web-enabled).This means it is designed to work entirely within your browser, with no client install, from anywhere in the world, at any time…
In turn all of the above simplifies remote access to the system from multiple users as no costly middleware (such as Citrix) is required.
Case & Matter Management
Keep an entire electronic case file that includes all communications, documents, notes, time records, related matters and parties, work type specific information and LEXCEL information.
Trained administrators are also able to add work-type specific fields, screens and forms to the electronic file to capture additional case specific information.
Document Management & Production
TCM’s inbuilt document library enables complete management of your precedent library, while allowing you to manage and track the document history against any file.
Create documents from templates and merge case information straight in to Microsoft Office applications such as Word.
Court / Document Bundling
The TCM Court/Document Bundling software is a 100% web-based solution that is available to any team that has a requirement to bundle large amounts of documents, such as ready for court, contracts or as part of tenders. It can be purchased as a stand-alone application, either hosted or in-house,
and/or linked to SharePoint or your existing file or matter management system.
It automates the manual task of collation, pagination and indexing of bundles. In load testing Tricostar have compiled three 5000 page bundles in under 5 minutes.
TCM’s bundling software will automatically perform the re-indexing, re-sectioning and re-pagination of your bundles at the touch of a button. In turn allowing you to carry on with other tasks
TCMs 100% web-based security model ensures safe and secure access to bundles. In turn bundles can be distributed over the web in a more secure environment than physically transporting them down the street.
Integrated Reported & Billing
TCM allows users to create and run their own ad-hoc reports, or run a report based on the ever increasing library of 100 predefined reports. Export to all common formats and bill your clients as required.
TCM not only has a user driven report engine but will also integrate with any common reporting package e.g. Business Objects Crystal Reports or MS SQL Reporting Services.
Integration with your Email Client
Complete One-Click Email, Calendaring, Task and Contact integration with Microsoft Outlook, Web based email..
Attain or Maintain LEXCEL Accreditation
Automatic reminders for file and management reviews along with automated conflict checking, risk reviews and client acknowledgement are just some of the features to assist you.
User Definable Workflow Wizard
We recognise that each organisation will have different business processes that will be reflected in different tasks, notifications, rules, escalation dates and times and alerts.
The inbuilt workflow engine allows users with appropriate training to add, edit and amend workflows to reflect their way of working.
The combination of a graphical user interface and wizard allows trained user to quickly produce (by dragging and dropping actions) both simple and complex workflows along with a library of existing key local government workflows.
Granular Security Model
Allows TCM to be used in a consortia or shared service where a group of legal departments can share key components or define what an individual fee earner can see on a specific screen, down to field level.
Automated Alerts & Reminders
Automated alerts and reminders can be setup or triggered as part of a workflow process so that users do not need to ‘logged in’ to be reminded of outstanding actions.
Outstanding actions can be setup to be sent by email or SMS to you on the date and time of the reminder.
Multilingual
TCM can be accessed simultaneously by different language groups. However this is not restricted to international languages. TCM has the ability to be accessed by departments who use different nomenclature but see the same data, in a departmental language they understand.
Integrate with back office systems
Published API that allows integration with any 3rd party systems.
Real-Time Time Recording
TCM provides a ‘stop-watch’ style time recording facility to allow users to record their time as they are working. Users can begin to record time immediately at the touch of a button, and then once they have finished their task fill in the matter and activity detail, with fully functional Pause & Interrupt facilities.
TCM also provides the user with a ‘Recent List’. This shows the user the 10 most recent matters they have worked on and allows them to view or beginning timing against those matters at the click of a button.
Retrospective Time Recording
Users may record historic time or time spent away from the office. For those users who prefer to record all their time at once, they can easily do so by fillingin a timesheet entry against each of the matters they have worked on, be it chargeable, non-chargeable or an expense or income activity. This can be done across a range of matters, activities and dates.
Multi-Client Time Recording
Within the same system you can not only record an activity against a file for a client but also record time against a type of work and then link it to a client file – ideal when you are doing a lot of similar activities for many different clients.
Fixed Fee & Budget Options
TCM allows you to record time against Fixed Fee’s and budgets while still being able to compare your costs. This enables for more accurate budgeting in the future.
Marketing Automation
Target the right customers, at the right time with a suitable message and put your marketing resources
to their best use.
Customer Service Automation
Resolve customer issues more quickly and efficiently by providing customer service professionals with
user-friendly tools to organise, communicate, and solve customer questions more easily.
Platforms
Desktop, Smartphone and Mobile friendly
Back Up Restore and Disaster Recovery
Generations of data backups can be held and are user agreed during the ordering process. Alternatively the client can back their own data from their dedicated server to a local file. On-boarding and Off-boarding processes (all subject to additional charges)
Tricostar provides on-boarding services for uploading existing data from 3rd party systems to TCM. Tricostar can provide off-boarding of all consumer generated data in any standard Microsoft format. Data migration to another 3rd party Service will be subject to specification.
Tricostar adheres to The Caldicott Principles in the handling and purging of all client data. Service Management Details
The key service management issues for this software as a service are defined in Clause 6 in Tricostar’s Hosting Contract
Data storage and processing locations are also defined in above but for the purpose of this framework locales are within the UK as part of a hosted service
Our data centres are designed to provide 99.00% availability to match the service needs of our customers.
Service Constraints
See Clause 9 in Tricostar’s Hosting Contract
TCM is multilingual and fully translatable by the user. i.e. all field names can be changed to reflect user’s nomenclature. New features will be added as they are identified to the application at no additional cost. The product will be available 24x7.
Pricing
Perpetual License Pricing
Server Licence Standard TCM Advanced TCM
Platform Price < 50 Seats £525 £700
Platform Price > 50 Seats £450 £600
Named User Pricing Government RRP Government RRP
1 - 20 Users £315 £385 21 - 50 Users £298 £368 51 - 100 Users £240 £300 101 - 250 Users £225 £285 251 - 500 Users £210 £270 501 + Price on Application Concurrent User Pricing Government RRP Government RRP 1 - 20 Users £473 £578 21 - 50 Users £445 £550 51 - 100 Users £360 £450 101 - 250 Users £336 £426 251 - 500 Users £315 £405 501 + Price on Application Disaster Recovery License (Optional One-Off Fee)
Government RRP
Government RRP
Platform Price < 50 Seats £525 £700
Platform Price > 50 Seats £450 £600
Annual Hosting Costs
Example Annual Hosting Costs Tricostar RRP
Option 1 - Shared SQL Server (on existing TCM box) with 10GB usable space PLUS a Dedicated Virtual Application Server with up to 140GB
usable disk space for files and attachments etc. £7,300
Option 2 - Shared SQL Server (on existing TCM box) with 10GB usable space PLUS a Dedicated Virtual Application Server with up to 500GB
usable disk space for files and attachments etc. £7,750 Option 3 - Virtual Dedicated SQL Server with
20GB usable space PLUS a Dedicated Virtual Application Server with up to 140GB usable disk
space for files and attachments etc. £11,350
Annual Support Costs Up To Number of Users
Annual Support Fee
0-20 £3750.00
21-50 £5250.00
51-100 £7500.00
101 -1 250 £13750.00
Training
On line training is available:-
Administrators – 1 day at £750/day - onsite
End Users – Typically 1 day on site @ £750.00 per day Ordering and invoicing
Annual invoicing. Termination Terms
See Clause 5 in Tricostar T&C’s and Clause 20 in Hosting Contract Data Restoration & Service Charges
Data Restoration as a result of Client error will be chargeable. Service migration will be supported may be subject to charges.
User Responsibilities
See Clause 11 of Hosting Contract Technical Requirements
User must be running Internet Explorer 9 or above or in next versions - Chrome Trial Service
