Cloud Cover – Scomo moves its email and practice management to K-Cloud

At a glance

Scott Moncrieff, Harbour & Sinclair (Scomo) is a widespread network of independent legal consultants. Having trebled in size in five years, they were looking to improve consistency and continuity in business practices and processes and boost the firm’s brand. Because consultants are self employed and geographically separated, the answer was in the cloud. K-Cloud powered by strategic partner 2e2, implemented and manages Scomo’s new cloud-based practice management and e mail systems which link consultants with each other and with the administrative office. It enables consultants using different hardware and software to access the same virtual applications and resources via any internet connection. A new cloud-based email system and a dedicated help desk that supports both systems ensure efficiency, consistency and compliance and boost the firm’s brand.

About Scomo

Scomo provides an umbrella for experienced legal consultants, the majority of whom are solicitors or barristers. They provide a wide range of legal services via public funding and to private clients. Consultants are self-employed and run their own independent businesses across England and Wales.

In return for a percentage of consultants’ fees Scomo provides office services, including the IT system, compliance with regulation, and support through file review and team meetings. Its running costs are relatively low because most consultants work from their own premises.

Seeking a flexible, comprehensive Practice Management System

Practice manager Helen Jones explains that Scomo’s previous bespoke practice management system did not integrate with other parts of the business or provide management with the information necessary to manage a firm with nearly 60 fee earners. For example, there was no indication of work in progress. ‘The first time the accounts department might know about a case was when it was closed and ready to be billed,’ she adds.

Flexibility came at a high price. Scomo has a significant legal aid practice and whenever the Legal Services Commission changed the way particular types of case were funded, the billing system had to be reprogrammed, which was extremely costly. This and other factors highlighted the need for a more adaptable and comprehensive PMS. An updated email system would offer additional features and functionality.

Scomo was seeking a PMS that met the different requirements of consultants working in legal aid and with private clients over a wide range of legal disciplines, and integrate with other parts of the business. Scomo identified and analysed the processes involved with a view to establishing the firm’s core requirements and identifying the most suitable system.

Moving to K-Cloud and 2e2

Having selected the IRIS Law Business PMS and the Microsoft Exchange email system the next decision was how to deliver them. Cloud computing was the ideal solution, avoiding the need to invest in expensive hardware and software that needs to be maintained and updated. K-Cloud’s software as a service (SaaS) subscription model underpinned by 2e2’s IT infrastructure and systems supports Scomo’s continued growth and its flexible business model.

Both the PMS and email systems are managed by K-Cloud and 2e2. As K-Cloud’s chief operating officer David Fazakerley explains, ‘Although it would be straightforward to purchase either or both systems, applying a single managed service and subscription model to both systems enables Scomo to combine the latest systems with a flexible service and payment model that suits their unique structure and business model.’

A new email system

Switching to cloud based Microsoft Exchange email meant that Scomo did not require on-site Exchange servers, but could operate a pay-per-user model. Scomo has set a rolling three-month limit for live emails, with the balance moving into an archive on a monthly basis. Scomo is required to keep client files for a minimum of six years and lengthy litigation cases need access to e mail trails over many years. The archive will be user friendly and searchable. ‘It is simply a matter of searching in a different place,’ says Helen Jones, adding that the longer term aim is closer integration between the PMS and email.

Implementing the IRIS PMS

The main implementation project was the switchover to the IRIS PMS. This included training groups of consultants in different parts of the country and providing additional training for systems administrators. According to Helen Jones, ‘The training generated enthusiasm for the new system and highlighted its potential’.

Scomo’s structure and the variety of systems deployed by its consultants raised important challenges. ‘Unlike conventional law firms where everyone uses the same hardware and software, our self-employed consultants use different operating systems and software and have different levels of IT competence,’ explains Helen Jones. ‘Whereas some people could access the PMS easily and immediately, others required support from K-Cloud and 2e2 to install the software and get the system up and running.’

As Helen Jones explains, a one-stop help desk supports both systems. ‘The help desk provides IT support to consultants and Scomo’s administrative services. All help desk queries are logged. If no easy remedy is available problems can be escalated. Information is gathered about the nature of questions which will help to identify training and other needs,’ she says.

Key benefits of the K-Cloud Software as a Service

Moving email and practice management to K-Cloud has produced significant benefits to users, supporting consultants, management and Scomo’s structure and strategy.

Easy access and comprehensive support: Users can access email and Iris PMS from any internet connection. They have one help desk number for problems with either system. ‘We have passed this responsibility to K-Cloud who listen and respond to our needs. The more they understand how our business works the better the arrangements can be,’ says Helen Jones.

Maximising in-house resources: K-Cloud’s Software as a Service has freed up Scomo’s IT consultant to concentrate on user-related issues, including training, and establishing and maintaining IT procedures.

Improving procedures and boosting the brand: Consultants are required to use the K-Cloud system, and new joiners pay a one-off fee for access and initial training. Consultants are required to use the K-Cloud system and their Scomo email address which provides greater sense of firm identity. ‘Our innovative IT arrangements help attract business and talent,’ observes Helen Jones. New joiners pay a one-off fee for access and initial training. K-Cloud’s flexible training options include induction for new consultants and commissioning top up training on specific subject such as billing procedures.

Operational clarity, consistency and efficiency: The new PMS gives management immediate access to financial information including billing patterns, work in progress and unit performance. ‘The new system is already producing greater clarity and consistency across the business and there is potential for more,’ adds Helen Jones.

A scalable subscription model – the monthly payment model enables clear budgeting for IT costs. Licenses can be transferred as consultants leave and join, enabling Scomo to maintain its business at no additional cost and to expand with no extra capital investment.

A user-friendly system: Helen Jones observes that Scomo’s independent consultants now have a more positive view of IT. ‘We are looking to explore the potential of the new system, particularly around improved workflow and efficiencies as well as introducing a single log in for email and IRIS,’ she says.

Powerful and scalable infrastructure powered by 2e2: ‘A key part of the appeal for Scomo was the peace of mind knowing that K-Cloud’s SaaS operated on the powerful IT infrastructure hosted from 2e2’s data centres, ensuring resilience, backup and security of data,’ says David Fazakerley. ‘Our positive experience implementing and supporting the PMS and email for Scomo confirms our choice of strategic partner, 2e2, who have demonstrated their proven track record with core Microsoft applications, extensive software integration and configuration skills combined with their 15 years experience of data centre and infrastructure management’.

Future Roadmap of improvement and innovation: With 64 users now successfully using the K-Cloud service, the focus of K-Cloud and 2e2 is to help Scomo innovate through further advances in technology. A roadmap of functional changes to the PMS, including the adoption of further applications through K-Cloud’s SaaS, is now being discussed and agreed.

As Helen Jones explains, by treating IT as a utility rather than an in-house business support function and devolving the responsibility for day-to-day services, Scomo can focus on its growing business, confident that all users can rely on scalable, accessible systems and fast, responsive IT support. ‘This arrangement means that we can concentrate on law while K-Cloud and 2e2 take care of IT.’ [ENDS]

 

K-Cloud takes care of IT

• Familiar systems accessed from any internet connection

• Implementation and support

• A single help desk number for all systems

• Enhanced processes, efficiency and brand

• Better access to financial information

• Predictable IT costs and reduced capital investment through a scalable subscription model

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