Q: What are the different versions of Clients?

Clients comes in three different versions, although the user couldn't tell which version they were in since they look identical. Internally they are significantly different.

The Standard Version of Clients uses an Microsoft Access Database on your workstation and an Access Database on your Server. It is good over a local area network with about forty people using it. It has been used successfully offices with a much larger number of employees.

The SQL or Client/Server version of Clients uses Access on the workstation but Microsoft SQL Server Database (version 2000) on the Server. It is good for a wide area network or large offices. The Microsoft SQL database is industrial strength. Some offices use it with Citrix to further reduce the bandwidth (leased line costs) requirements for their wide area network.

The ASP (or Application Service Provider) version of Clients runs over the Internet and outsources your database needs. It uses the SQL version of Clients, but frees up staff, equipment and maintenance time. You don't need to purchase anything and you pay a monthly fee for using it. The system runs on a very powerful and high security computers at a data center. There are many good reasons for using this version.

Q: How do I learn about the systems features?

There is a demo slide show you can download called CFWDemo.Zip. This is a compressed file that must be uncompressed before it is used. Once downloaded, use a program such as WinZip or Pkunzip to uncompress the files and run the demo. There is a live version of the program running over the web on our ASP (Application Service Provider). If you would like to demo this version, please contact us we'll take you through the demo. Under certain circumstances, an evaluation copy of the program can be made available to you. The best way to see the program's features is to visit an office in your area that uses the program.

Q: How much space does the full program take up on the hard disk?

This can vary considerably, depending on the version you run. The ASP/Web version takes up no space since it is stored elsewhere on highly secure computers. For the Standard-Access Version, the tables, in an empty form, take up about 10 MB on the server. The Program takes up about 15 MB on each workstation. If you don't already have Access on your computer, the installation will put the runtime version of Access there. This takes up about 20 MB extra space. The SQL version takes up about the same on the workstation, but of course, the SQL program must be running on the Server. This should be a dedicated computer.

Q: What kind of Network will it run on?

Clients works on Windows 2000, Windows XP, Windows NT, Windows NT Workstation, Novell, Windows 95, Windows ME and Windows 98. It will run on any Network that will run Access. There have been instances of people using the Linux operating system.

Q: What kind of computer should I buy?

The minimum speed computer you can now buy runs Clients extremely well. For older computers, the system requires Windows 95, Windows 98, Windows ME, Windows NT, Windows 2000, Windows XP, or Windows NT Workstation as an operating systems. Adding memory to these older computers will probably make a significant difference in speed.

The ASP version will run, with no speed penalty, on virtually any computer that can run a graphics browser including Windows, Unix, Linux, Windows CE, and even Macintosh. The ASP version gives you a good reason to take your old computers out of the closet and reuse them, since the speed of the program is independent of the computer it runs on.

Q: How much does it cost?

Since pricing can vary depending on numbers of staff, numbers of offices and features, call Kemp's Case Works at (404) 320-7126 for the current pricing. There is a significant discount if three or more programs purchase the system at the same time.

Q: What kind of support is available?

1. Onsite training is usually arranged.
2. A manual of over 190 pages is included
3. A built-in "Advocates Guide to Using Clients" online article is included
4. A searchable list of answers to the most common 'How Do I?' questions is included
5. A free Web site with Tips and Help
6. National and local trainings held all over the country
7. Software demonstrations and user assistance at the national NLADA and Pro Bono Conferences;
8. Participation in technology panels and special training events, such as the Southeast Project Directors meetings
9. Coordination with your local consultants;
10. We can provide you with lists of other users in your area.
11. Email and telephone support, (generally no charge for questions of ten minutes or less).
12. A 200-page Report Manual with examples of all the reports included in Clients and instructions on how to generate them

In addition to these sources, there is widespread help available for Microsoft Access (since it controls 50-75% of the Windows database market) including the program manuals, third party books, college courses, a web site for Microsoft Access, third party software providers and local consultants.

Q: What about conversion of old data?

Kemp's Case Works has converted approximately 5 million clients records. The primary problem with conversions is that the data usually contains many errors. The rule of thumb is that there are 3 to 5 errors per record (10,000 records = 50,000 errors). Many of these can be cleaned up by using global replace. However, this is a tedious process. It is best done in the office where the data can be referenced. Look at the list of possible errors provided by the answer to the next question.

We can move data into Clients from almost any old computer case management system used in legal services. Converting from a custom system is more time consuming, since a lot of detective work is required to figure out how the system is set up.

There are four levels of data conversion:

1. No Conversion (start fresh) - This is when there is no current computer database or the data is so bad as to be useless.

2. Convert for Conflicts - When the data is in very bad shape, but the client name, adverse party name and the case number can be salvaged.

3. Conflicts and Open Cases - The only reason to do this rather than a complete conversion is that the data is in very bad shape, and it isn't worth cleaning up anything but the currently open cases.

4. Complete Conversion - This is the most common choice, where we preserve the institutional memory of the office.

To learn about conversions, take a look at the article, "You want to Convert?"

Q: What should I look for when error checking my old data?

Please take a look at our checklist of common problems when error checking your old data.

Q: How do I share data between offices?

This can be done by disk, CD, Internet, Wide Area Network (WAN), SQL and Data Replication. An Internet Browser will be available shortly for use with Clients. Which method is right for your office is a complex question and requires a more comprehensive discussion than can be provided here.

Q: What other software do I need?

For the ASP Version, nothing but your computer and a graphics browser, like Internet Explorer.

For the Standard Version, you need one full copy of Microsoft Access version 2000 or greater, which is used in trouble shooting, customization, maintenance, global replaces, and super custom reports. The SQL version needs Microsoft Access and a copy of Microsoft SQL 2000 running on the server.

Q: What are the policy issues involved in implementation?

Please take a look at our list of policy decisions that need to be addressed before or during implementation.

Q: What about an implementation schedule?

Please take a look at a list of some of the features Clients provides and use it to set dates and priorities in implementing the system.

Q: What happens during a typical installation visit?

For a small to medium programs I usually visit the office for two days. The first day is spent reviewing any data conversions, reaching policy decisions concerning implementation, and training the computer responsible person on how to set up and optimize Clients. The second day consists of a half-day training for staff. This not only covers 'what buttons do I push?', but also 'what does the system do?' (an overview), and 'how do we fit what it does into what we do?' I then spend time dealing with custom reports, an overview of the fund raising portion of the system, odd-and-ends, and any other issues the office needs addressed. It is a very busy two days.

Q: How is the Program sent to me?

The ASP version is ready immediately upon receiving your list of users, if you are starting new. Otherwise we need to clean up your data and put it online.

The Standard and SQL Versions are sent on a CD-ROM, usually second day Federal Express. This CD not only contains the program, but also many utilities and articles pertaining to Microsoft Access and SQL. Even if your network contains only one CD player, set up a folder on your server and install the workstations directly off your server's hard disk. There is also a folder on the CD that allows you to create installation floppies, if you need to install where there are no CD-ROM players.

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