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Reports explained

Number of applications received

Report What does it do? What does it include?
Number of applications Shows the number of cases created on EOS where the application has been fully processed between the To and From dates chosen when running the report.
  • All cases where the milestone “Application changed from an enquiry to a specific case type” in the workflow APP001.Application Received is Completed.
  • Closed cases are included in this report.
  • Enquiries are included in this report.
  • International Protection (Transition) cases are excluded from this report
Number of applications by case type Shows the number of cases created on EOS where the application has been fully processed between the To and From dates chosen when running the report. This report differs only from the above in that it breaks down applications by case type rather than law centre.

These reports are periodic reports and requires you to enter start (From) and end (To) dates.

These reports are point in time reports and will run automatically when you click them in SSRS without the need for further input.

This group of reports show the numbers waiting for a first or second consultation, as appropriate. Note that an application is now deemed to be waiting for a first/second consultation right up until the consultation actually occurs and the relevant milestone is completed on EOS. Previously, an applicant was deemed to be removed from the applications record when an appointment was offered. Law centres should ensure that the relevant milestone is not marked Complete until the day of the first/second consultation, remembering that once a date of first consultation/second consultation is entered, it can only be overwritten with a new date, never removed.

Report What does it do? What cases are included?
Applications Record First Consultation

Shows the names of all applicants who have been placed on the applications record and have yet to receive a first consultation.

  • Cases where the milestone “Case is updated from an enquiry to a specific case type” in the workflow APP001.Application Received is Completed
  • Placed on the applications record
  • Has not received either a first or second consultation
  • Has not been closed
  • Is not in the APP005.Refer to Private Practitioner Workflow
Waiting Times First Consultation

Shows the time in weeks the longest person has been waiting since they were placed on the applications record, the date they are waiting from i.e. date found financially eligible, the number of priority applications waiting for a first consultation and the total number of persons waiting for a first consultation.

Applications Record Second Consultation

Shows the names of all applicants on the applications record who have received a first consultation and have yet to receive a second consultation.

  • Cases where the milestones “Case is updated from an enquiry to a specific case type” in the workflow APP001.Application Received and “First Consultation Attended in the workflow APP003.First Consultation are Completed
  • It has been placed on the applications record and received a first consultation.
  • It has yet to receive a second consultation
  • It hasn’t been closed
  • Is not in the APP005.Refer to Private Practitioner Workflow
  • The case is not Priority
Waiting Times Second  Consultation

Shows the time in weeks the longest person has been waiting since they received a first consultation appointment, the date they are waiting from i.e. date of first consultation and the total number of persons waiting for a second consultation.

The “Waiting Time” version of the report displays only a summary and is useful for overview purposes. The “Applications Record” version of the report displays all of the individual case names. This version is useful for managing the waiting list. In particular, where the waiting time is longer than it should be, this report can be used to identify the case in question and take further action.

These reports are periodic reports and require you to enter start (From) and end (To) dates.

Report What does it do? What cases are included?
Number of First Consultations Held

Shows the number of first consultations held in the law centre between the From and To dates.

  • Cases where the milestone “First Consultation Attended” in the workflow APP003. First Consultation is Completed
  • A first consultation has been held between the From and To dates.
  • International Protection (Transition) cases are excluded from this report
  • For closed cases, certain outcomes will exclude them from these reports. Contact Civil Operations for details.
First Consultation Appointments by Solicitor

Shows the number of first consultations held in the law centre between the From and To dates, but breaks them down by individual solicitor. Cases with no solicitor assigned appear as “No Solicitor Assigned”.

Cases Taken On Shows the number of first consultations held in the law centre between the From and To dates, but breaks them down by individual solicitor.
Cases Taken On – Childcare Shows the number of first consultations for childcare cases held in the law centre between the From and To dates, but breaks them down by individual solicitor. Cases with no solicitor assigned are not included in this report.
  • Cases where the milestone “First Consultation Attended” in the workflow APP003.First Consultation is Completed
  • A first consultation has been held between the From and To dates.
  • The Case Type is Child Care – Care Order, Child Care – Supervision Order or Child Care – Special Care Order.
  • For closed cases, certain outcomes will exclude them from these reports. Contact Civil Operations for details.
Number of Priority Appointments Held Shows the number of priority appointments held in the law centre between the From and To dates where the case is priority.
  • Cases where the milestone “First Consultation Attended” in the workflow APP003.First Consultation is Completed
  • A first consultation has been held between the From and To dates.
  • The case is Priority.
  • International Protection (Transition) cases are excluded from this report
  • For closed cases, certain outcomes will exclude them from these reports. Contact Civil Operations for details.
Number of Second Consultations Held Shows the number of second consultations held in the law centre between the From and To dates.
  • A second consultation has been held between the From and To dates
  • International Protection (Transition) cases are excluded from this report
  • For closed cases, certain outcomes will exclude them from these reports. Contact Civil Operations for details
Second Consultation Appointments by Solicitor Shows the number of second consultations held in the law centre between the From and To dates, but breaks them down by individual solicitor. Cases with no solicitor assigned appear as “No Solicitor Assigned”.

The Solicitor Current Caseload Report and the Solicitor Caseload by Year report are point in time reports. The Age Profile Report is a periodic report.

These reports give information on a solicitor’s cases.

Report What does it do? What cases are included?
Solicitor Current Caseload This gives a list of all open cases to which the selected solicitor(s) are assigned, broken down first by year of application and then by case type, oldest first. This is a point in time report, but it requires you to select (a) solicitor(s).
  • Cases where the milestone "First Consultation Attended” in the workflow APP003.First Consultation or “Client Attends for Second Consultation” in the workflow APP006.Awaiting Second Consultation is Completed
  • A first consultation or second consultation has been held, or the case type is Conveyancing.
    The selected solicitor(s) have been assigned
    The case is not closed
    Cases where the milestone "First Consultation Attended” in the workflow APP003.First Consultation or “Client Attends for Second Consultation” in the workflow APP006.Awaiting Second Consultation is Completed
  • A first consultation or second consultation has been held, or the case type is Conveyancing. 
    A solicitor has been assigned as a solicitor resource.
    The case is open or has been closed in the last 365 days
  • For closed cases, selecting certain outcomes will exclude the case from the report. (Contact Civil Operations to enquire if a case meets this criteria)
Solicitor Caseload by Year This gives a list of all open cases and cases closed in the last twelve months in the law centre,  broken down first by year of application, then by solicitor, and then by case type, oldest first. This is a point in time report.
Solicitor Annual Caseload This gives a list of all open cases and cases closed in the last twelve months to which the selected solicitor(s) are assigned, broken down first by solicitor, then by year of application and then by case type. This is a point in time report, but it requires you to select (a) solicitor(s).
Law Centre Annual Caseload This gives a list of all open cases and cases closed in the last twelve months in the selected law centre broken down first by law centre, then by solicitor,  then by year of application and then by case type. This is a point in time report, but it requires you to select (a) law centre(s) (in most cases, you will only be able to select your own. Some law centres will be able to choose between a full time and part time centre or both).
Age Profile This gives a list of all open cases and cases closed in the last twelve months to which the solicitor is assigned,  broken down first by year of application and then by case type, oldest first. This is a point in time report.
  • A second consultation has been held between the From and To dates.
  • The case is not closed.
Closed Cases Gives the number of cases closed in a particular period. This report requires you to enter a From and To date and is available in Full and Partial (summary) versions
  • Cases where the milestone "First Consultation Attended” in the workflow APP003.First Consultation or “Client Attends for Second Consultation” in the workflow APP006.Awaiting Second Consultation is Completed, or the case type is “Conveyancing – Family Law” or “Conveyancing – Non-Family Law”.
  • A first consultation or second consultation has been held, or the case is a conveyancing case..
  • The case is closed
  • There is a solicitor assigned.
  • Selecting certain outcomes will exclude the case from the report. (Contact Civil Operations to enquire if a case meets this criteria)
Cases Closed by Type Gives a breakdown of the cases closed by type in the twelve months prior to the report being run. This then is further broken broken down by how long these cases were open for (in years). This is a point in time report.
  • Case was closed in the last twelve months
  • Case has a solicitor assigned
  • Cases where the milestone "First Consultation Attended” in the workflow APP003.First Consultation or “Client Attends for Second Consultation” in the workflow APP006.Awaiting Second Consultation is Completed, or the case type is “Conveyancing – Family Law” or “Conveyancing – Non-Family Law”
  • A first consultation or second consultation has been held, or the case is a conveyancing case.
    Selecting certain outcomes will exclude the case from the report. (Contact Civil Operations to enquire if a case meets this criteria)
Solicitor Inactive Open Files Lists the cases in the law centre where there has been no activity on the case for at least six months. Note that “activity” means that something on the file must be changed – a milestone ticked, a document added, and appointment created etc. Merely accessing the file will not register as an activity.
  • A solicitor has been assigned
  • The case is not closed.
Case Status Lists the number of cases on hand in the law centre by each case status on the system. This is a point in time report. Cases with no case status will appear as “No Workflow Assigned”
  • Cases where the milestone "First Consultation Attended” in the workflow APP003.First Consultation or “Client Attends for Second Consultation” in the workflow APP006.Awaiting Second Consultation is Completed, or the case type is “Conveyancing – Family Law” or “Conveyancing – Non-Family Law”
  • A first consultation or second consultation has been held, or the case is a conveyancing case.
  • Case is not closed

These point in time reports give details of current High Risk cases.

Report What does it do? What cases are included?
Risk Register Gives a list of all open High Risk enquiries and cases in the law centre.
  • Risk level is High
  • Case is not closed.
  • This report includes Enquiries
Limitation Period Report Gives a list of all open High Risk cases where the Statute of Limitations deadline is set to expire within the next six months.
  • Risk level is High
  • Case is not closed
  • Date of Statute Expiry is completed and is within next six months
  • Proceedings have not been instituted (Contact Civil Operations to enquire if a case meets this criteria)
Age Profile High Risk Gives the number of High Risk cases on hand broken down first by year, then by case type, then by law centre, then by solicitor. This report requires you to enter a From and To date.
  • A second consultation has been held between the From and To dates
  • The case is not closed
  • The case is High Risk

Report What does it do? What cases are included?
Referrals to Mediation Gives the number of cases that have been referred for an information session on family mediation. The milestone “Offer information on mediation” in the APP003.First Consultation workflow is Completed.
Contributions Lists all the contributions recorded on the Financial tab in a given period. The Date of the contribution is between the From and To dates.
Monthly PP Referrals District Family Shows the number of referrals to private practitioners for matters in the District Court under the District Court Family Law Private Practitioner Scheme broken down by month of referral. Note: Do not run this report for a period spanning the end of a calendar year. There is a Submission for a Private Practitioner Legal Aid Certificate:
  • Status is Granted
  • Date of Decision is between the From and To dates
    Court is District Court
  • Type of Proceedings is not Childcare
Monthly PP Referrals District Appeals Shows the number of referrals to private practitioners for appeals to the Circuit Court, where the applicant was not legally aided at first instance, under the District Court Family Law Private Practitioner Scheme broken down by month of referral. Note: Do not run this report for a period spanning the end of a calendar year. There is a Submission for a Private Practitioner Legal Aid Certificate:
  • Status is Granted
  • Date of Decision is between the From and To dates
  • Court is Circuit Court
  • Type of Proceedings is not Childcare, Judicial Separation, Divorce, or Nullity
Monthly PP Referrals Circuit Family Shows the number of referrals to private practitioners under the Circuit Court Private Practitioner Scheme broken down by month of referral. Note: Do not run this report for a period spanning the end of a calendar year. There is a Submission for a Private Practitioner Legal Aid Certificate:
  • Status is Granted
  • Date of Decision is between the From and To dates
  • Court is Circuit Court
  • Type of Proceedings is Judicial Separation, Divorce, or Nullity
  • Litigation Options is not Appeal

1. How do I add a case to the applications record reports?

A case is added to the applications record reports by completing the milestone “Case is updated from an enquiry to a specific case type” in the APP001.Application Received workflow.

2. How do I remove a case from the awaiting first consultation reports and add them to the awaiting second consultation report?

A case is removed from the awaiting first consultation report and added to the awaiting second consultation report by completing the milestone “First Consultation Attended” in the APP003.First Consultation workflow.

3. How do I remove a case from the awaiting second consultation reports?

A case is removed from the awaiting second consultation report by completing the milestone “Client Attends for Second Consultation” in the APP006.Awaiting Second Consultation workflow.

4. I need to send a person to the bottom of the waiting list. How do I change a date the person started waiting or date of first consultation?

The date started waiting or date of first consultation should not ever be changed. Contact Civil Operations for advice.

5. I made a mistake and moved a person on too early. How do I remove the date of first consultation or date of second consultation?

Contact Civil Operations for advice.

6. When does a case become a “live” case?

A case becomes a live case for the purpose of most reports when it receives a date of first consultation. However for the purposes of the some reports it becomes a live case when it receives a date of second consultation. In addition, conveyancing cases are live cases for the purposes of most reports, irrespective of whether they have a date of first or second consultation.  Check the entry for the relevant report in this Chapter for further details.

7. Why are enquiry cases excluded from reports?

Enquiry cases are excluded from reports so that incomplete applications and financially ineligible cases are not included.

8. What’s different for centres where the first consultation is a substantive appointment?

Law centres where the first consultation is a substantive appointment (now the majority of law centres) must still complete all applications record workflows. As with law centres who operate a two-part applications record, cases should be put into APP001.Application Received and progressed to APP003.First Consultation as usual. When the client attends for their first consultation, APP003 workflow can be completed and immediately after, the case should be ran though APP006.Awaiting Second Consultation completing all milestones.  This will ensure the case does not appear on the Applications Record 2nd Consultation report but will appear on other reports. Centres where the first consultation is a substantive appointment should disregard the number of second consultations for their centre if one is reported.

9. Do I need to run conveyancing cases through the applications record workflows?

As conveyancing cases are only dealt with by the Board in connection with a previous case, and there is no “application” or waiting process as such, these cases should not be run through the applications record (APPxxx) workflows. There is a special criterion in the solicitor caseload reports that will allow these cases to appear even if they do not have either a first or second consultation.

10. There are two solicitors assigned to a case. Which solicitor will the file appear under?

The file will only appear under the solicitor most recently assigned to the case. For this reason it should only be in exceptional circumstances that two solicitors are assigned to a single case.