Management Information Crime and Civil Financial Statements

Management Information Crime and Civil Financial Statements
LAA Online User Guide for Providers
Management Information:
Financial Statements
Version Number – 4.2
Last Modified – June 2015
Contents
Introduction ....................................................................................................3
Introduction to Financial Statement Reports...........................................3
Help and Support .......................................................................................3
Accessing and Running the Reports ...........................................................4
Access to the Financial Statement Reports.............................................4
Viewing Financial Statements ...................................................................5
Report Breakdown .........................................................................................7
Civil and/or Family Mediation Financial Statement .................................7
Crime Financial Statement ......................................................................11
Summary Financial Statement ................................................................15
Viewing, Printing and Saving a Report ......................................................17
Report Output Format ..............................................................................17
Printing Reports .......................................................................................18
Saving Reports .........................................................................................18
Logout of Management Information...........................................................20
Appendix 1 - A guide to additional claim adjustments.............................21
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Introduction
Introduction to Financial Statement Reports
There are four types of Financial Statement reports available:

Civil Financial Statement

Criminal Financial Statement

Family Mediation Financial Statement

Financial Statement Summary
They are available to view and download in LAA Online.
Financial Statement Reports
The Civil (Legal Help), Criminal (Crime Lower) and Family Mediation Financial
Statements provide you with a current view of the financial position and the
current account balance for the office(s) in your organisation.
Financial Statement Summary Report
The Financial Statement Summary summarises the financial information for
your whole organisation for Civil (Legal Help & Certificated), Crime (Crime
Lower) and Mediation.
Help and Support
If you have any queries about the content of the reports, please refer to your
LAA Contract Manager.
If you require any technical assistance, please refer to the Legal Aid section
of the Gov.uk Website or contact the Online Support team.
Website: www.gov.uk/government/organisations/legal-aid-agency
Email: online-support@legalaid.gsi.gov.uk
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Accessing and Running the Reports
Access to the Financial Statement Reports
To access Financial Statements you must have either the CWA Firm Manager
or CWA Office Manager Role in CWA (Contracted Work & Administration).
If you are a CWA Firm Manager, you will be able to view the Financial
Statement reports for all of the office(s) within your organisation.
If you are a CWA Office Manager, your set up may be restricted to only show
the office(s) that you manage. Your CWA Firm System Administrator can
apply Office level restrictions to all users within your organisation 1.
If you do not have access to the relevant role in CWA, please contact your
CWA Firm System Administrator who can allocate roles and create new users
within your organisation 1.
Once your role has been created by your CWA Firm System Administrator,
please contact the Online Support Team to create the link to ‘Management
Information (ext-MI)’.
1
Refer to User Guide 4 Admin @ www.justice.gov.uk/legal-aid/submit-claim/cwa-online-claims/detaileduser-guides
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Viewing Financial Statements
Follow these steps to view your financial statements:
1.
Login to LAA Online 2.
2.
The first screen that you will see is the ‘Welcome Screen’. Select
‘Management Information’.
3.
2
Refer to User Guide 1 Getting Started www.justice.gov.uk/legal-aid/submit-claim/cwa-onlineclaims/detailed-user-guides.
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The four statements are displayed. Click on the link to view the statement
that you require.
4.
A description of the report is displayed on the right of the screen.
Click ‘View Report’.
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Report Breakdown
Civil and/or Family Mediation Financial Statement
The Civil and/or Family Mediation Financial Statement report contain a
separate statement for each office in your organisation.
displays the current financial position for that office.
Each statement
It shows monthly
submissions (CMRF 3 and CMSF 4) balanced against the payments that are
made (Standard Monthly Payments (SMP’s), adjustments and cheques
received).
The Account Balance shows the payments minus the claims, indicating
whether the account is over or under paid.
Use the scroll bars to view the details of the report.
Use the green X ‘Close’ button at the top right of the page to exit the report.
3
4
Consolidated (or Controlled) Matter Report Form
Controlled Matter Start Form
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Report Breakdown
Each statement contains a report header displaying the relevant LAA Account
Number. The header also shows the date that the information is based on i.e.
the date on which the data was extracted. Note that this may not be today's
date.
Report Header
Table 1
Table 3
Table 2
Table 1 displays a breakdown of the data for the last 18 months and
summarises any brought forward values.
Table 2 displays a summary of the Additional Claim Adjustments.
Table 3 summarises the total Payments and Claims. It gives the Account
Balance, indicating whether the account is over or underpaid.
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Data
Description
Version Number
The version number of the report
Account Number
Your office account number
Provider Name
Your office account name
Statement review period
The statement review period is the period for which detailed
claim and payment information is shown. This will always
be up to the latest month that information is available for and
will go back 18 months from that month. All claims and
payments information submitted before the statement review
period will be summarised as ‘brought forward values’.
Based on information as at:
Date on which data is accurate. Data will be refreshed on a
pre-defined schedule.
Number of matters started
Number of matters started as reported on the CMSF. This
is shown by month for the last 18 months and summarised
as an overall total (brought forward values) for starts
reported more than 18 months ago.
Number reported
Total number of completed cases reported on the CMRF.
This is shown by month for the last 18 months and
summarised as an overall total (brought forward values) for
cases reported more than 18 months ago. Cases which are
subsequently voided will still be included in this count.
Claimed value of work
The total claimed value of work at hourly rates per month for
the last 18 months and summarised as brought forward
values previously to this.
Total value of work to be paid
Total value of work to be paid per month for the last 18
months and summarised as brought forward values
previously to this. This is the actual value of cases credited
to your organisation, including the fixed fee values where
appropriate i.e. Tailored Fixed Fees (TFF) and fee schemes
introduced since October 2007.
Standard monthly payments
The amount paid as standard monthly payments. Please
note that from October 2007 SMP’s will be shown in the
Adjustment Payments column.
Adjustment payments
The amount paid as adjustment or adhoc payments. Your
standard monthly payments from October 2007 will also
show as adjustment payments.
Payments received by the
LAA
These are payments from your organisation made to the
LAA. In most circumstances this relates to a cheque
payment but other payment methods are also available.
Total net payments
Total payments made to office account. Defined as:
Standard monthly payments + adjustment payments +
payments received by LAA.
Total additional claim
adjustments
This is included in the total value of work to be paid. It
shows the total for all claim adjustments over the life of the
contract.
Table 1
Report header
What information is in the report?
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Table 2
Data
Description
Additional Claim credits
Table 2 shows additional claim credits or global claim
adjustments by type and by financial year (pre April 2007 is
summarised as a brought forward value). Please see
appendix A for a list of the additional adjustments that may
be displayed on your financial statement.
Brought forward payments
Total of all brought forward payments (“brought forward”
value from last column in from table 1).
Total standard monthly
payments (SMP’s)
Total of all standard monthly payments within the ‘detail
period’ – the last 18 months.
Total adjustment payments
Total adjustment payments in the ‘detail period’.
Total payments received
Total payments received in the ‘detail period’.
Total payments which is defined as:
Table 3
Total payments
Brought forward claims
Total claims (total value of
work to be paid)
Total additional claim
adjustments
Brought forward payments + total standard monthly
payments + total adjustment payments + total payments
received.
The brought forward value from “Total value of work to be
paid” in table 1.
Total value of work to be paid from the “detail period”.
Total additional claim adjustments from table 2.
Total claims which is defined as:
Total claims
Brought forward claims + total claims (total value of work to
be paid) + total additional claim adjustments
The current balance on the account. This is defined as:
payments – claims
Account balance
A positive figure indicates a balance owed by the provider
office, a negative figure indicates a value owed to the
provider office.
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Crime Financial Statement
The Crime Financial Statement report contains a separate statement for each
office in your organisation with a criminal contract.
Each statement displays the current financial position for that office. It shows
monthly Crime Lower submissions (Crime Lower and CRM7) balanced
against the payments that are made.
Use the scroll bars to view the details of the report.
Use the green X ‘Close’ button at the top right to exit the report.
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Report Breakdown
The crime financial statement shows the current financial position of a crime
office account(s).
It shows monthly submissions (Monthly Crime Lower
Submission and CRM7) balanced against the payments that are made
(Standard Monthly Payments, adjustments and cheques received).
Report Header
Table 1
Table 3
Table 2
Table 1 displays a breakdown of the data for the last 18 months and
summarises any brought forward values.
Table 2 displays a summary of the Additional Claim Adjustments. Table 3
summarises the total Payments and Claims. It gives the Account Balance,
indicating whether the account is over or underpaid.
Table 3 summarises the total Payments and Claims. It gives the Account
Balance, indicating whether the account is over or underpaid.
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Table 1
Report header
What information is in the report?
Data
Description
Account Number
Your office account number
Provider Name
Your office account name
Date on which data is accurate. Data will be refreshed
on a pre-defined schedule.
Statement review period
Based on information as at
The statement review period is the period for which
detailed claim and payment information is shown. This
will always be up to the latest month that information is
available for and will go back 18 months from that
month. All claims and payments information submitted
before the statement review period will be summarised
as ‘brought forward values’.
Crime Lower (excl CRM7s)
Number Reported
Number of cases as reported on the Monthly crime
lower submission (excl CRM7s). This is shown by
month for the last 18 months and summarised as an
overall total (brought forward values) for cases reported
more than 18 months ago. Cases which are
subsequently voided will still be included in this count.
Crime Lower (excl CRM7s)
Claimed Value of Work
The total claimed value of work (excl CRM7s) at hourly
rates per month for the last 18 months and summarised
as brought forward values previously to this.
CRM7 Number Reported
Number of cases as reported on the CRM7 form. This
is shown by month for the last 18 months and
summarised as an overall total (brought forward values)
for cases reported more than 18 months ago.
CRM7 Claimed Value of Work
The total claimed value of work at hourly rates per
month for the last 18 months and summarised as
brought forward values previously to this.
Total claimed value of work
The sum of the Monthly crime lower submission claimed
value of work and the CRM7 claimed value of work.
Total value of work to be paid
Total value of work to be paid per month for the last 18
months and summarised as brought forward values
previously to this. This is the actual value of cases
credited to your organisation (including fixed fee values
where appropriate).
Standard monthly payments
Adjustment payments
Payments received by LAA
Total net payments
Version 4.2
The amount paid as standard monthly payments.
Please note that from October 2007 SMP’s will be
shown in the Adjustment Payments column.
The amount paid as adjustment or adhoc payments.
Your standard monthly payments from October 2007 will
also show as adjustment payments.
These are payments from your organisation made to the
LAA. In most circumstances this relates to a cheque
payment but other payment methods are also available.
Total payments made to the office account. Defined as:
Standard monthly payments + adjustment payments +
payments received by LAA.
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Table 2
Data
Description
Total additional claim adjustments
This is included in the total value of work to be paid. It
shows the total for all claim adjustments over the life of
the contract.
Additional Claim credits
Table 2 shows additional claim credits or global claim
adjustments by type and by financial year (pre April
2007 is summarised as a brought forward value). Please
see appendix A for a list of the additional adjustments
that may be displayed on your financial statement.
Brought forward payments
Total of all brought forward payments -(“brought
forward” value from last column in from table 1).
Total standard monthly payments
Total of all standard monthly payments within the ‘detail
period’ – the last 18 months.
Total adjustment payments
Total adjustment payments in the ‘detail period’.
Total payments received
Total payments received in the ‘detail period’.
Total payments which is defined as:
Table 3
Total payments
Brought forward payments + total standard monthly
payments + total adjustment payments + total payments
received.
Brought forward claims
The brought forward value from “Total value of work to
be paid” in table 1.
Total claims (total value of work to
be paid)
Total value of work to be paid from the “detail period”.
Total additional claim adjustments
Total additional claim adjustments from table 2.
Total claims which is defined as:
Total claims
Brought forward claims + total claims (total value of
work to be paid) + total additional claim adjustments
The current balance on the account. This is defined as:
payments – claims
Account balance
A positive figure indicates a balance owed by the
provider office, a negative figure indicates a value owed
to the provider office.
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Summary Financial Statement
The Summary Financial Statement summarises the financial information for
your whole organisation (including all your offices).
There is an entry in the table for each office and an overall total for the
organisation. It shows Civil (Legal Help & Certificated), Crime (Crime Lower)
and Family Mediation work on the same statement.
Use the scroll bars to view the full report.
Click the green X ‘Close’ button at the top right of the page to exit the report.
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Report header
What information is in the report?
Data
Description
Firm account number
Your firm number
Firm name
Your firm name
Based on information at:
The date on which the data was accurate. This may not
correspond to the date that the report has been run. Data is
refreshed on a pre-defined schedule.
Office account number
The account number of all the offices within your firm. Each
section in the table shows one office and will have data for legal
help, crime lower and licensed work.
Office name
The name(s) of the offices within your firm.
Office breakdown table headers
Total payments made to your firm over the life of your contract.
Payments included are:
Total payments
Legal help, Family Mediation and crime lower
Standard monthly payments + adjustment payments (adhocs) +
any cheques received back from the provider.
Licensed work
Claim 1 bills.
Total claims made by your firm over the life of your contract.
Nothing will show for licensed work. The following will show for
the other rows:
Total claims
Account Balance / UPOA
Amount
Legal help and/or Family Mediation
Claims reported on CMRF
Crime Lower
Claims reported on Monthly crime lower submission and CRM7
Total payments minus total claims for legal help and crime
lower. For licensed work this is the total outstanding unrecouped payment on account (UPOA).
Row Header
UPOA is defined as total of all POAs made to provider on cases
where no final bill has been received.
Controlled work
Rows that are labelled controlled work show information on work
carried out under the civil contract at legal help level.
Crime lower
Rows that are labelled crime lower show information on work
carried out under the crime contract at crime lower level.
Licensed work
Rows that are labelled licensed work show information on work
that has been carried out at certificated or licensed work level.
Family Mediation
Rows that are labelled Family Mediation show information on
work that has been carried out at Family Mediation level.
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Viewing, Printing and Saving a Report
Report Output Format
By default reports are displayed as a web page. If you need to view the report
using a screen reader you can change the output format.
1.
Click the drop down arrow in the Report output field.
2.
Change the format to xml. This is a valid format for screen readers.
3.
Click ‘View’.
4.
The report is now displayed in xml. The report format can easily be
changed back by selecting web page from the menu and clicking
View.
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Printing Reports
You can print a report for your own records by clicking the Print icon.
Please ensure that the report is printed in Landscape.
Saving Reports
If you would like to keep a record of the report you can save it to your local
computer system.
1.
Click Save.
2.
A file download message will appear. We recommend that you save
the file first before opening it.
3.
Choose a location on your computer to save the report and click
Save.
4.
A download complete message is displayed. Select Open Folder.
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The report is saved as a zip file consisting of two files. Before you can open
the report, the contents of the zip file must be extracted.
You may need to download an unzip utility, for example winzip, to extract the
files. Please refer to your local IT Support. The process for extracting the
files will differ depending on the unzip utility that you use.
5.
Extract the files using your unzip utility.
The option to extract is
normally located in the File menu or by right clicking the file.
6.
Two files are extracted (These must be kept within the same folder
on your computer in order to view the file successfully). The xml file
contains the report output and the xsl file contains the format
settings. Double click the xml file to view the report.
7.
The content of the report is displayed.
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Logout of Management Information
To logout of the Management Information application select Log out.
You will be returned to the Online Portal home page where you can choose to
access another application or click Log out again to exit Online Portal
completely.
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Appendix
Appendix 1 - A guide to additional claim adjustments
Claim Adjustment type
Area
Description if applicable
CC/CA
Civil
Contract compliance audit recoupment resulting from a
claim cost assessment
Contract Compliance Cost
Assessment
Crime
Contract compliance audit recoupment resulting from a
claim cost assessment
Civil NFP
Uplift for Travel and Waiting applicable to NFP’s in certain
circumstances where Outreach is provided.
Civil NFP
Adjustment used to reconcile not for profit providers as of
October 2007
Civil
Uplift in legal aid rates for all casework personally
undertaken under an Immigration Contract by an
individual accredited as an Advanced Caseworker under
the Immigration and Asylum Accreditation Scheme
Civil
Annual uplift for contracted Housing providers relating to
certain types of work relating to homelessness. Only
applicable for cases started prior to 01/10/2007
Forensic Mental Health Claims
Civil
Annual Uplift for Mental Health providers who opted into
the TFF scheme
File Review
Civil or
Crime
Annual credit for SQM file reviews between 2000 and
2007 (for Civil) and 2010 (for Crime)
FAInS uplift on Family claims
Civil
Uplift for Family providers involved in the Family and
Information service pilot between 2004 & 2007
TFF FAInS supplier uplift: Family
cases ONLY
Civil
Uplift for Family providers involved in the Family and
Information service pilot between 2004 & 2007
Civil
Annual uplift applicable on TFF cases where the
exceptional cases in a particular year exceed profile
Escape fee Cases Assessment
Civil or
Crime
Adjustment to claim value resulting from assessment of
escape fee cases
Disbursements Assessment
Civil
Adjustment to claim value resulting from assessment of
Disbursements
TFF Disbursement costs profile
adjustment
Civil
Annual uplift applicable on TFF cases where the
Disbursements in a particular year exceed profile
Contract Compliance Cost
Assessment
Crime
Contract compliance audit recoupment resulting from a
claim cost assessment
Claim Adjustment
Civil or
Crime
Adhoc adjustment for one off exceptional instances
Outreach Additional Claim Credits
TFF Outreach additional claim
credit
NfP - pre October 2007 Claim
Adjustment
Immigration and Asylum
Advanced Panel Membership
Uplift for Accredited Workers
Housing Possession Cases Uplift
TFF Housing possession cases
uplift
Exceptional Cases Profile
TFF Exceptional cases profile
adjustment
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Claim Adjustment type
Area
Description if applicable
Civil
Annual additional credit for Crime Advocacy Assistance
that falls outside the TFF scheme for Housing.
TFF Statutory Charge Adjustment
Civil
An adjustment attributed to case where the Statutory
Charge amount is less than the fixed fee but a fixed fee
has been credited. Therefore the difference is recouped
TFF Reconciliation
Civil
Adhoc adjustment for one off exceptional instances
ASBO Cases
TFF ASBO Cases
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