Lawyers live and die by the billable hour. The firm is focused on making sure we capture all the time you spend working for clients. If you are a timekeeper, this affects your annual review, your compensation, and the firm's overall profitability. So it is critical not to lose time by forgetting to enter it.
Enter Time Right Away
It is firm policy that you enter your time contemporaneously. If possible, you should have a time entry screen open all day so that you can enter time immediately following each task. Trying to reconstruct your work at the end of a day, week or even month is virtually impossible. You will inevitably end up not being able to record much of your work. Further, late entries may result in your time not going out on the right bill, or worse, the case may close and your time cannot be billed at all.
Entering time does not mean writing down notes on a piece of paper. Time is not really entered until you have entered your time in the system and finalized that time. Also, the firm requires that all timekeepers enter their own time. Secretaries or other staff cannot enter time for you, even using your notes. I strongly recommend entering time directly into the computer rather than writing it down and then having to enter it a second time into the computer.
Be Accurate and Complete
Our clients have exacting standards, regarding time entry. Many of them insist on seeing the full details for each entry, and will read your descriptions. Be sure you understand your client rules about specificity, maximum lengths of descriptions, and what tasks the client will or will not pay for.
Even if you cannot bill for time, be sure to enter it. Clients like to see that you worked on something and then waived the charges for it, even if you are doing so out of an obligation to client rules. Time spent on unbillable matters should also be entered as this is considered during your annual review.
Even if you cannot bill for time, be sure to enter it. Clients like to see that you worked on something and then waived the charges for it, even if you are doing so out of an obligation to client rules. Time spent on unbillable matters should also be entered as this is considered during your annual review.
Time and Billing System
The firm uses Elite Enterprise ver. 3.9 for its time and billing sytem. Records are stored in a SQL database located in our main office in Philadelphia. Our system runs across four separate Windows server: the Elite App Server, which runs all the Elite applications; Elite DB, which hosts the database, Elite Web, which runs Webview; and Elite WH which is used for reporting and processing of our bills.. All users, regardless of office, connect directly to the Webview server in Phila when entering time on Webview.
Webview
The primary way to enter time is through Webview. This is the same basic time entry system that we have used since we started with Elite over 15 years ago. You can access Webview from our network, either by clicking on the link from the Research Home Page, or going directly to http://10.0.0.213/webview. Either method requires you to be inside the office or connected via VPN. Enter your name and password, and you can enter time on the calendar. Originally, Webview ran on any internet browser. However, Elite decided to limit access to Internet Explorer only, and at least version 6 of IE. Some newer version of IE require that you operate in "compatibility mode". If you have trouble getting past the screen where you enter your name and password, it usually means you are using the wrong browser.
Once you have entered your time, you must finalize it. It is fine to leave time unfinalized until you are sure you no longer need to edit an entry, but the time cannot be billed to a client until it is finalized. The IT Department finalizes time once a week on Mondays. but you should not wait for us to do it for you.
iTimeKeep
A big complaint about Webview is that you are limited to Internet Explorer and that you must be in the firm's network, either by being physically on site, or connected via VPN. This is not always convenient if you are on the road or doing work at home. For this reason, the firm has an alternate time entry system known as iTimeKeep. This program allows you to enter time from any internet browser. So if you prefer to enter time on Google Chrome or Mozilla Firefox, you can use this. Even Apple's Safari browser will work. You also do not need to be in the system. Any internet connection will work. Just go to: http://desktop.itimekeep.com and enter your email address and your password (usually this is the same as your Google password).
Once logged in, click on the + to enter a new time entry, fill out your entry and save. You can then submit all of your saved time. Once it is submitted through iTimeKeep, your time will show up in Webview as unfinalized time. You must still finalize it in Webview.
Also, iTimeKeep is not limited to Windows or even PCs. You can download the iTimeKeep app to your favorite iPhone, iPad, or Android device and enter time from there as well. These Apps are free downloads in Apple's App Store or Google Play. Just download, enter your email and password, and start entering time. It's that easy!
I have been asked if iTimeKeep will eventually replace Webview completely. The answer is no. iTimekeep is a supplement to Webview, which actually does considerably more than allow time entry. Webview will not be going away.
Timetrax
Some of you may still be using Timetrax for time entry. This is an older time entry system that we provided years ago. Elite has not supported Timetrax for many years. They even claim it will not work on the version of Elite that we use. Nevertheless, we did get it to work for some people, although we have had more and more problems getting it to install at all. We are continuing to support it for people who are still using it, but are not installing it on new computers If you have any serious problems with it, we cannot provide support. You will need to start using either Webview or iTimeKeep.
Time Entry Tips
When entering time, many users find it convenient to use Shortkeys. This program, which we install by default on all firm computers, allows you to create a shortcut. You can use this to enter boilerplate phrases, sentences, or even paragraphs with just a few key strokes. This is particularly helpful with repetitive time entries where you tend to say the same things over and over, with only a few minor adjustments. If you need help configuring Shortkeys on your computer, just call the Help Desk.
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