This article covers the nine available pre-configured Advanced Analytics visualizations. Each contains an overview, actions that can be taken from this data, how it differs from the current Neos functionality, who should use the visualization, a summary of number values, and available tiles.
Case Inventory – Medical (without Insurance)
Overview: The Case Inventory – Medical (without Insurance) visualization highlights the firm's highest value open cases in regard to medical expenses so (managing attorneys) can prioritize and attribute sufficient resources to these cases moving forward.
The value of the medical expenses of a case is often a good indicator of the size of the settlement the firm can win. Within the visualization, you will see a high value threshold which is the dollar value a case needs to reach in medical expenses to be in the top 10% of all open cases for the firm.
Actions the firm can take from this data:
The firm may want to assign more employees, provide more funding, or monitor these high value cases more closely.
If a high value case has been open for far too long and is nearing its LIM Date, (managing attorneys) may want to investigate why this is and look to reach a settlement as soon as possible.
(Managing Attorneys) can also monitor the class codes of cases with the highest medical expenses and ensure there are no bottlenecks.
How this differs from existing Neos functionality:
Currently in Neos, you cannot create or see a threshold. The threshold allows firms to see the top 10% of highest value cases so they can prioritize them.
This visualization includes "average time to settle", a calculation for the case type using firm historical data allowing firms to evaluate current case load age against averages and identify cases that have been open far too long and investigate individually.
Calculations: age of cases, aggregating medical spend for a case, aggregating medical spend by class.
Combining multiple data objects in one visualization, cases & values.
Who will use this: PI that does not use the Insurance tab.
Filters: Use filters to select a date range, primary staff on a case, case type, the codes your firm uses to represent medical expenses, and the current class of a case.
Summary Numbers: Above the tiles, see the total number of cases open, the average medical spend per case, the threshold for medical spend of a case to be in the top 10% of all open cases, and the number of cases above the high value medical spend threshold.
Tiles:
Case Inventory (Table) - All open cases with an insurance record with a minimum/maximum $ value.
a. Aged - Days between current date and the date opened of the case.
a. Average Time to Settle - average number of days between opened date and the first date resolved of an insurance record for that case type.
a. Medical – aggregation of the totals of value codes selected in the medical codes filter for that case.
a. High Value (Y/N) –The top 10% of cases in terms of medical expenses.
Cases in Classes (Table) – Aggregating the medical expenses of cases in different classes.
Cases in Classes (Chart) – Aggregating the medical expenses of cases in different classes.
Case Inventory – Medical (with Insurance)
Overview: The Case Inventory – Medical (with Insurance) visualization depicts much of the same data as the Case Inventory Medical (without Insurance) visualization with an additional data element, insurance information. Now, not only can users see the medical expenses for a case they can also see the minimum & maximum insurance coverage of the client.
Medical expenses are a good indicator of the value of a case but if the insurance coverage maximum is low, the firm may not have the ability to settle for as large of an amount.
Actions the firm can take from this data:
The firm may want to assign more employees, provide more funding, or monitor high value cases more closely.
If a high value case has been open for far too long and is nearing its LIM Date, (managing attorneys) may want to investigate why this is and look to reach a settlement as soon as possible.
(Managing Attorneys) can also monitor the class codes of cases with the highest medical expenses & insurance coverage and ensure there are no bottlenecks.
How this differs from existing Neos functionality:
Currently in Neos, you cannot create or see a threshold. The threshold allows firms to see the top 10% of highest value cases so they can prioritize them.
This visualization includes "average time to settle", a calculation for the case type using firm historical data allowing firms to evaluate current case load age against averages and identify cases that have been open far too long and investigate individually.
Calculations: age of cases, aggregating medical spend for a case, aggregating medical spend by class.
Combining multiple data objects in one visualization, cases & values & insurance.
Who will use this: PI that does use the Insurance tab.
Filters: Use filters to select a date range, primary staff on a case, case type, the codes your firms uses to represent medical expenses, and the current class of a case.
Summary Numbers: Above the tiles, see the total number of cases open, the average medical spend per case, the threshold for medical spend of a case to be in the top 10% of all open cases with some medical spend, and the number of cases above the high value medical spend threshold.
Tiles:
1. Case Inventory (Table)- All open cases with an insurance record with a minimum/maximum with a $ value.
a. Aged - Days between current date and the date opened.
a. Average Time to Settle- days between opened date and the first date resolved of an insurance record for that case type.
a. Medical – aggregation of the totals of value code selected in the medical codes filter for that case.
a. High Value (Y/N) –The top 10% of cases in terms of medical expenses.
2. Cases in Classes (Table) – Aggregating the medical expenses and insurance coverage of cases in different classes.
3. Cases in Classes (Chart) – Aggregating the medical expenses and insurance coverage of cases in different classes.
Case Inventory – Costs & Fees
Overview: The Case Inventory – Costs & Fees visualization shows the firms spend and fee value of open cases. (Managing attorneys) can use this data to monitor expenses and ensure they do not exceed a certain threshold as well as prioritize and attribute more resources to the cases with the highest fee values.
The average costs and fees for case types are included so users can track current caseloads to these benchmarks.
Actions the firm can take from this data:
If a practice area or case type typically amasses outsized spend on cases considering their typical fees, (managing attorneys) may want to work with this practice area to manage spending.
Whereas if a practice area requires little spending for each case but earns the firm significant fees, (managing attorneys) may want to expand this group.
How this differs from existing Neos functionality:
This visualization includes "average costs" and "average fees", a calculation for the case type using firm historical data allowing firms to evaluate current case load age against averages and identify cases that have outsized or undersized costs & fees relative to averages.
Calculations: age of cases, aggregating costs & fees for a case, aggregating costs & fees by class.
Combining multiple data objects in one visualization, cases & values.
Who will use this: Any practice type that documents case costs & fees in the value tab.
Filters: Use filters to select a date range, primary staff on a case, case type, the value codes your firms uses to represent costs, the value codes your firms uses to represent fees, and the current class of a case.
Summary Numbers: Above the tiles see the total number of cases open for the firm that meets the conditions set by the filters.
Tiles:
Case Inventory (Table)- All open cases.
a. Costs – aggregation of the totals of value codes selected in the cost codes filter for that case.
a. Avg. Costs – aggregation of the totals of value codes selected in the cost codes filter for that case type.
a. Fees – aggregation of the totals of value codes selected in the fee codes filter for that case.
a. Avg. Fees – aggregation of the totals of value codes selected in the fee codes filter for that case type.
Cases in Classes (Table) – Aggregating current case load based on class with data on costs and fees.
Cases in Classes (Chart) – Aggregating current case load based on class with counts of open cases and costs and fees depicted as trend lines.
Settlement Forecasting (with Insurance)
Overview: The Settlement Forecasting (with Insurance) visualization depicts much of the same data as the Case Inventory Medical (with Insurance) visualization but allows (managing attorneys) to forecast, based on case type averages, the expected settlement revenue for the firm.
View the current medical expenses and the maximum and minimum insurance coverage of your case load compared to the average settlement value and number days to settle for that case type all time for your firm.
We take it one step forward with the chart and table in the second row. Here (managing attorneys) can see if open cases were to settle for the case type average in the average number of days how much settlement revenue the firm could expect in future months. Use these revenue projections to inform spending on future expenses.
To qualify, cases must have an insurance record with a minimum/maximum with a $ value. So, this visualization will only be relevant for firms that use the insurance tab.
Actions the firm can take on this data:
Forecasting future revenue can help firms plan out their spending and make informed financial decisions regarding their firm.
With Neos, and most other legal tech software, firms do not have the ability to forecast based on historical data. We use historical firm data to provide estimates on when cases will close and what the settlement value will be.
How this differs from existing Neos Functionality:
Forward looking reporting, all reporting in Neos is looking at the current state of data. We do not have any projections or forecasting.
Looking at historical data to determine the average time to close and settlement value of cases for cases.
Calculations: age of cases, aggregating medical spend, aggregating insurance coverage.
Combining multiple data objects in one visualization, cases & values.
Filters: Use filters to select a date range, primary staff on a case, case type, the codes your firm uses to represent medical expenses, the current class of a case, and the insurance type.
Who will use this: PI firms that use the insurance tab.
Summary Numbers: Above the tiles, see the total expected settlement revenue for the firm if the current case load were to settle for their case type average.
Tiles:
Case Inventory (Table) - All open cases with an insurance record with a minimum/maximum with a $ value.
a. Average Days to Settle- days between opened date and the first date resolved of an insurance record for that case type.
a. Forecast Status –
i. Past Due = Case has been open for more days than the case type average.
i. On Time = Case is expected to settle this month if it settles in the average number of days to settle for that case type.
i. Forecast = Case is expected to settle in future months if it settles in the average number of days to settle for that case type.
a. Medical – aggregation of the totals of value codes selected in the medical codes filter for that case.
a. Ins Rec Ct – The number of insurance records currently added in the case.
a. Case Type Avg Actual Ins – The average settlement value for that case type.
Future Settlement (Table) – Aggregating the settlement revenue for future months if cases were to settle in the average number of days and for the average settlement value for that case type.
i. Past Due = Case has been open for more days than the case type average.
i. On Time = Case is expected to settle this month if it settles in the average number of days to settle for that case type.
i. Forecast = Case is expected to settle in future months if it settles in the average number of days to settle for that case type.
Expected Future Settlement (Chart) – Aggregating the settlement revenue for future months if cases were to settle in the average number of days and for the average settlement value for that case type.
i. Past Due = Case has been open for more days than the case type average.
i. On Time = Case is expected to settle this month if it settles in the average number of days to settle for that case type.
i. Forecast = Case is expected to settle in future months if it settles in the average number of days to settle for that case type.
Staff Case Activity
Overview: The Staff Case Activity visualization shows individual staff performance as it relates to case load, average number of days for cases to close, and firm fees. (Managing attorneys) can use this visualization to monitor these key metrics, ensure employees have the proper amount of work assigned to them, reward high performers and investigate inefficiencies.
Using the filters, check the number of open cases a practice area has had open for the past 12 months, what class those cases have been in, which groups have the highest average fees and who is the quickest to close cases.
Actions the firm can take on this data:
Firms do not currently have sufficient data to analyze the performance of individual staff as it relates to their case load, how long exactly it takes them to close a case, what the average age of their open cases in and how much on average they bring in fees per case.
Understanding current & historical case load and performance based on fee revenue of your staff makes firms better informed to properly assign cases, understand who has exceled and who may need additional support.
How this differs from existing Neos Functionality:
Historical data by month on how many cases the firm, practice areas or individual staff had open, how many were new, closed and how much fee revenue was earned. Neos only has static data.
Calculations: average age of open cases, average days to close, average firm fee
Combining multiple data objects in one visualization, cases & values & staff.
Who will use this: All firms.
Filters: Use filters to select a date range, case type, the current class of a case, the value codes your firm uses to represent fees, staff, and staff role.
Summary Numbers: Above the tiles see the total number of cases open.
Tiles:
Staff Cases (Table)- A list of each staff that has a case assigned to them and the number of open cases they have assigned to them, assigned cases that have closed in the date range, the average days opened of their current case load, the average days to close for cases assigned to them and the average firm fee of cases assigned to them.
a. Avg Aged Open Cases – the average number of days open of cases assigned to this staff.
a. Avg Dats to Close – The average number of days for cases to close that this staff is assigned to.
a. Avg Firm Fee - The average fee for cases that this staff is assigned to.
Cases Load (Table) – Showing the number of open, new and closed cases in a particular month and the fees the firm received in those months.
Case Open, Closed and New with Firm Fees by Month (Chart) - Showing the number of open, new and closed cases in a particular month and the fees the firm received in those months depicted as a trend line.
Marketing Campaigns
Overview: The Marketing Campaigns visualization shows campaigns within the selected time frame and their success in terms of intakes and cases generated against spend. (Managing Attorneys) can use this data to evaluate whether their recent marketing efforts have been fruitful or if changes to their strategy need to be made.
Actions the firm can take on this data:
If the average cost per case is significantly lower for TV ads, firms may consider investing more resources in this form of advertising in the future.
If one staff has had more success than others for social media campaigns they have created, it could be beneficial to have them teach others at the company their strategies.
Who will use this: Any firm that uses marketing campaigns.
Filters: Use filters to select a date range, campaign name, marketing source, if it is active or not, and which staff created the campaign.
Summary Numbers: Above the tiles see the total spend on marketing campaigns in the date range selected.
Tiles:
Marketing Campaign Activity - A list of each campaign created, the start/end date, who created the campaign, total spend, # of intakes attributed to the campaign, average cost per intake, # of cases attributed to the campaign, and the average cost per case.
a. Avg Cost per Intake – spend/ # of intakes attributed to the campaign
a. Avg Cost per Case – spend/ # of cases attributed to the campaign
a. Avg Firm Fee - The average fee for cases that this staff is assigned to.
Recent Campaign Spend (Chart) – showing the total spend, average cost per intake and average cost per case.
Recent Campaign Spend (Chart) – showing the count of intakes and cases attributed to marketing campaigns.
Checklist Performance
Overview: Give a snapshot of case, staff and the firm's performance from month to month, by code, and by case type as it relates to checklist items.
Actions the firm can take on this data:
As a [managing attorney], I want to see my staff's productivity as it relates to checklist items, so I can view employee/firm trends over time and make process improvements OR identify areas of opportunity.
As a [managing attorney], I want to see how long it takes to complete a task, so I can identify where in cases/case types we spend the most time and look to remedy any bottlenecks.
As a [firm admin], I want to view completion % of task types, so I can improve case type checklists and workflows for cases/case types.
Who will use this: Any firm that uses the checklist.
Filters: Use filters to select a date range, case type, primary staff, checklist item code, class of the case, and phase of the checklist item.
Tiles:
1. Staff Checklist Ranking – Showing staff checklist performance. See their current load of checklist items, completion %, average days to complete checklist items and the number of cases they are assigned.
2. Checklist Items Opened, Close and NA By Month – A chart of firm checklist performance by month. Green column is the number of checklist items that were open in that month. Blue column shows the number of checklist items closed in that month. Green column shows the number of checklist items marked N/A in that month.
3. Checklist Items by Case – Showing the current status of checklist items in your firms open cases.
Intake Performance
Overview: The Intake Performance visualization shows users everything the firm may want to know about their intakes. View all important information for your open intakes, the outcomes of all intakes, staff performance related to intakes, and monthly breakdown of firm performance.
Actions the firm can take on this data:
As a [managing attorney], I want to track the trends of intakes, so I can monitor the inbound health of our firm and determine if we need to boost marketing efforts.
As a [managing attorney], I want to see the ratio of intakes referred out/converted into cases/rejected, so I can act on insights from the characteristics of intakes and their outcomes (ie. Prioritize intakes of certain case types).
As a [managing attorney], I want to see staff intake activity, so I track employee/firm trends over time and make process improvements OR identify areas of opportunity.
As a [firm admin], I want to see intake activity, so I report to managing partners and other stakeholders in the firm on negative or positive trends.
How this differs from existing Neos Functionality:
Calculations: days open, average days open, case conversion %
Historical Data: View firm open & closed intake performance for each month.
Combining multiple data objects in one visualization: intakes & staff
Who will use this: Any firm that uses intakes.
Filters: Use filters to select a date range, intake stage intake status, case type and primary staff.
Summary Numbers: Above the tiles see the current total of open intakes.
Tiles:
1. Open Intakes - A list of all current open intakes for the firm.
2. Intake Outcomes – Pie chart showing the breakdown of the stage of all intakes within the constraints of the filters.
3. Staff Intake Activity – Showing staff performance for all intakes within the constraints of the filters.
a. Case conversion – The number of intakes with the status "Case".
4. Monthly Activity – A chart of firm intake performance by month. Blue column is the number of intakes that were open in that month. Orange column shows the number of intakes closed in that month.
Case Activity
Overview: A visualization showing important information for open cases, summaries of open cases based on case type and case load.
Actions the firm can take on this data:
As a [managing attorney], I want to see how many cases of each case type my firm is currently working, so I ensure we have a sufficient case load for all practice areas.
As a [managing attorney], I want to see the trend of opened/closed cases, so I can determine if the firm is trending towards more cases worked or less and make adjustments accordingly.
As a [managing attorney], I want to see the state of cases (how long they have been opened), so I can estimate how long until completion/settlement/win.
As a [firm admin], I want to see case activity, so I report to managing partners and other stakeholders in the firm on negative or positive trends.
How this differs from existing Neos Functionality:
Calculations: days open, average days to close
Historical Data: View firm open & closed case performance for each month.
Who will use this: All firms.
Filters: Use filters to select a date range, case class, case type and primary staff.
Tiles:
Open Cases- A list of all current open cases for the firm.
1. Days Open – Number of days between today and date opened of the case.
2. Avg. Days to close – For all closed cases of that case type, the average number of days between closed date and date opened.
Case Activity Type – Table showing a list of all case types with open cases and the average days to close for that case type.
Open Cases, New Cases and Closed Cases by Month – A chart of firm intake performance by month. The blue column is the number of cases that were open in that month. The orange column shows the number of cases closed in that month. The green column shows all of the new cases created in that month.