Commercial Premises Licensing

• Instant access to all current data for premises is critical
   
• Be aware of pending licence renewals
   
• Simple maintenance facility for linking and amending authorities
   
• Touch of a button toolbars to run complex processes
   
• Track premises licence holders, designated premises supervisor and personal licence holders on all matters

Reference/Matter Data

All data relating to premises is stored within the database: this includes the name of the premises, address, rateable value, premises licence holder, designated premises licence holder and licensed activities.  Data is also stored relating to planning, number of AWP machines permitted, pavement licence details as well as standard and non standard licensing hours.  TENs applications are also tracked.

Reference tables hold details of local authorities; all other relevant authorities can then be intelligently linked to the local authority. This includes but is not limited to, the fire brigade, police, health and safety.  Therefore, once a local authority is linked to a premises all the appropriate sub-authorities for the premises can also be accessed. Any changes made to the authorities, automatically get fed back to any existing licence activities. This makes the administration of changes and updates a very simple and effective process.

All licence related activities are generated at matter level and directly associated with the specific premises.

Toolbars

LegisSQL toolbars can be customised to suit the way you want to work. Toolbars are very powerful allowing complex processes to be run at the touch of a button. Typically within a Licensing application the toolbars available will be for processes, applications, documents and contacts.

The processes toolbar allows for generation of user-defined tasks, blank letters and emails.  Click on an icon to pull up a list of all the matter contacts with their details.  View, update and amend the financial information and bill, either per matter, or by volume client on a scheduled billing period.

The applications toolbar will allow for generation of all documents to be sent to the council at the click of a single button.  Each group of documents will include a covering letter detailing the enclosures and the fee, the application form, letters to all relevant parties, and a file sheet.  Groups available will cover PLH applications, DPS Variations, New, Transfer and Variations to Premises, Pavement Applications, TEN’s, AWP’s and Gaming applications.

Maintaining contact details is a very simple and straight forward process. Contacts may be stored at matter or reference (shared across all matters) level.

Additional documents can be accessed through the documents toolbar. Many of these documents will be customised to suit your clients.

Matter Inception

Matter inception involves searching for the correct premises and defining the type of application required. Intelligent prompts/screens guide you through the matter inception process. All relevant information gathered is written back to the database.

Documents

The intelligent documents launch directly into Word for customising.  Where required, the process prompts for data as the documents are loaded.  Documents can be generated singularly or grouped together to save time.  The powerful document generation facility allows for workflows to be generated. Automatic tasks are set up for the fee earner or escalated to line managers.

LegisSQL allows for output to Word and Excel.  Word is the normal output device but Excel is commonly used to output reports for clients/providers.

The final document can be printed, faxed, e-mailed, or even a mixture of all where multiple letters/documents are generated as part of a process. The routing may be directly under the control of the process, or overridden by the fee earner. This is particularly useful in a Licensing application where speed of process is critical. Documents previously stored behind the diary history can be attached to the generated outgoing document.

All documents are saved behind the diary history and can be viewed and edited as required.

Email

LegisSQL is fully integrated with Outlook and email can be generated from within the case management system, they can also include the attachment of documents from behind the diary history. If an email is generated from within LegisSQL, and a reply is received, the system can automatically attach the email to the correct case and generate a notification task for the fee earner.  It does this by embedding a unique code in the outgoing email that it can recognise on return.

Email can also be routed manually and attached to the matter to ensure the diary history is fully updated.

Scanning

Incoming post can be scanned and attached to a matter, made available through the diary history, or stored behind the premises at reference level, and again it can generate a notification task for the fee earner. By flagging special documents as they are scanned the system can store them behind the premises for viewing via an Internet/Extranet solution by the clients.  Typically premises licences, AWP’s and TEN’s will be scanned and saved.

By adopting the scanning solution for all incoming documents, it is possible to have a truly paperless environment at the desktop.

Application integration

LegisSQL is fully integrated with Laserforms and RightFax network fax system.

By using RightFax fee earners can send and receive faxes directly from their desktop.  Incoming documents can be faxed straight out without the need for photocopying and a record of the outgoing fax is stored in the diary history.

Financial Information

Disbursements and fee entries can be entered into the financial information grids as and when they are incurred.   Even if the amount is not known initially a zero disbursement will be entered as a reminder that it will eventually need paying.  Typically the council fees for each application will be known and a cheque request produced, advertising fees may be entered when an invoice is received.

Entries can be flagged as unpaid, to be paid, or paid. By running special billing processes these entries can be automatically moved from one status to another.

Help

There is a comprehensive on-line context sensitive help system available with the Licensing application. This can easily be extended to include guidance on legal processes and in house policies and procedures for new staff.

Reporting

External reporting can keep clients/providers up to date on a daily basis as to the matters in progress and the key stage that they have reached, showing the matter reference and fee earner.  As all critical data is stored within the database, it is a simple process to extract this data to meet the needs of any client.

Highly configurable