Fernstone Law — Operations dashboard

1 · Revenue

Total billed split by team · bars stack to total · red line = target (weekly target = the month's budget spread over its working days) · Other = Credit Hire + unattributed fee earners + non-PI work. Conversion lives in section 2 (FNOL & sign-up).

Revenue by team — last 12 weeks

Latest week

£—

Last week

£—

4-wk avg

£—

12-wk avg

£—

2 · FNOL & sign-up (Stage 1)

LIVE from pi_v2 (refreshes hourly) · Files opened vs sign-ups recorded in Proclaim; "cohort sign-up rate" = share of that week's opened files that have since signed (recent weeks read low by nature). Note: lead-level referrals (the MI workbook's ~190/wk) are counted upstream of Proclaim and are not in pi_v2 — on the missing list.

Files opened → Sign-ups ✓

Stage 1 workflow — rolling 4 weeks

Additional injuries

—

share of med-report cohort · target 67%

Physio

—

referrals · last 4 wks · target 50/mo

FT / MT

—

FT share of tracked open cases (OIC excluded)

Open → sign <10d

—

share of openings · last 4 mature wks

Open → stage 2 <56d

—

share of openings · last 4 mature wks

3 · Admitted

Fee income trend + settled cases (OIC stacked above Non-OIC). Click section to drill into per-FE detail.

Fee income

Period

£—

Settlements

Period · OIC + Non-OIC

—

Workflow & book health

Avg profit costs total · OIC · non-OIC

£—

per settled case with billing · period

GP instr.

—

New cases ⓘ

—

Net movement ⓘ

—

in − out · last complete month

Age since admission ⓘ

—

Awaiting expert ⓘ

—

median wait vs 21d target

Stalled 30d+ ⓘ

—

Settlements out-rate ⓘ

—

of open book · last complete month

Exit mix · last 3 months ⓘ

—

Missing data: “files to OIC issue” and “to Admitted” counts have no Proclaim source — they need either a business definition (PLS) or the legacy workbook tables in the pipeline (feed team). Fee £, settled and limitation (Part 8) counts are live.

4 · Denied

Fee income trend + files-to-X movements (OIC issue / limitation / admitted / settled) + files routed to litigation.

Fee income

Period

£—

File movements

File movements — period counts

Files to Admitted · period

—

Files to OIC · period

—

To Litigation · period ✓

—

Files settled · period

—

Files issued to litigation · live ✓

—

open · in litigation

—

issued for limitation

—

to a liability hearing

Missing data: Profit Costs Litigated needs the accounts-side WIP feed (WIPSummary per-case extract — requested from the data team 11 Aug, item K4). pi_v2's ProfitCostsValue is unpopulated — £0.5m vs the £40.2m the legacy snapshot showed. Content of this card to be agreed with SM (feedback #12). Fee £, issued and settled counts are live.

5 · PI Litigation

Profit costs billed + cases issued vs settled. Court system pacing dominates this trend.

Profit costs billed

Period

£—

Issued vs Settled

Period · issued / settled

— / —

Profit Costs Litigated ?

Open book · WIP

—

Open litigated files

—

Avg per file

—

All-time litigated (incl. settled/closed): — across 8,944 files.

Missing data: SourceName has landed in pi_v2. This section fills itself on the next hourly sync — nothing to do.

Referral sources — weekly trend

Files opened per source, week-on-week (proclaim.pi) with source-quality KPIs above.

▾ collapse

Source concentration · MMA group = MMA Digital + Blume + OOH (official grouping)

—

Best avg settlement · — ⓘ

—

Conversion leader · — ⓘ

—

Poor performers · sources <20% sign rate ⓘ

—

Latest period — per source

Source	Referrals	Sign-ups	Conversion

Missing data: budget figures are hard-coded (FY26 constant in the page) — needs a budget table in the pipeline. Actuals are live from billing.

FY26 monthly budget vs actual

Long view · monthly bars = budget, line = actual billed

▾ collapse

Current MTD

£—

vs budget

YTD actual

£—

vs budget

YTD variance

—

to plan

Operational detail — current-state snapshot (point-in-time · not driven by the period toggle) · KPIs · department health · urgent items · stage velocity

▾

Live: KPIs, department health, urgent items and stage velocity refresh hourly from pi_v2. The sub-process stage tiles below the department cards remain an illustrative process map.

Active PI cases ✓

—

— —

New cases — MTD ✓

—

— —

Closed — MTD ✓

—

— —

Cases approaching limitation ✓

—

in 1m

—

in 1–3m

—

in 3–6m

— Adjusted · excl. issued; stay extends date

Funnel — this week activity

Events Mon–today of the current week (single week, so counts are sparse — not a cohort flowing through). Late stages settle from older intake.

this week

Click a stage bar to list the cases behind it — the detail opens underneath

—

Referrals

— ⓘ

—

Signed

— ⓘ

—

Admitted

— ⓘ

—

Issued

— ⓘ

—

Settled

— ⓘ

Why this matters

Admitted → Issued is the funnel's biggest historical leak — the drop was 58% even in the 2017–19 best-performing era. Weekly event counts above are sparse by nature; for trends, use the workstream sections (monthly) and the stage-velocity chart. A live leak analysis follows once the period-funnel rebuild lands.

Department health

RAG = throughput vs target, % overdue & week-on-week trend · each tile opens its sub-process view

Click a department tile (FNOL · Liability admitted · Liability denied · Litigation) to open its sub-process view below

FNOL Loading…▾

—

Loading live counts…

Caseload target: 60–70 (stretch 120)

Liability admitted Loading…▾

—

Loading live counts…

Caseload target: 450

Liability denied Loading…▾

—

Loading live counts…

Caseload target: 250–300

Litigation Loading…▾

—

Loading live counts…

Where the work sits inside each department

Sub-process view · stage counts and avg days vs benchmark · pick a tile above or a tab here

FNOL — first notification of loss · 5 sub-stages from process map

🟢 Healthy

1 · Lead in

~55

/wk avg

same day

phone or email

→

2 · Validate

—

MTD

~20min call

~80% pass

→

3 · Sign + evidence

~73

expected

6.2d avg

Docusign + email

→

4 · Submit claim

~65

expected

2d avg

OIC / MOJ / MIB

→

5 · TP response

~60

expected

22d avg

SLA 30bd

FNOL diagnosis: 112 new cases entered Proclaim May MTD. Sign-rate ~65%. Process is healthy end-to-end. Watch stage 4 (Submission) — manual checks via MIB/askCUE/Autotrader add friction; partial integration with Proclaim. Opportunity for automation flagged in the yo-go process map.

Data caveat: stages 3-5 estimates derived from MTD volume × historical conversion rates. Precise within-FNOL stage counts need the CaseStatus → stage mapping confirmed by the data team.

Liability Admitted — Stage 2 process · pre-issue claim build-up

🔴 Stage 4 critical

1 · Instructed

—

cases

—

bench 8d ✓

→

2 · TP response

—

cases

—

bench 30d ✓

→

3 · Medical instructed

—

cases

—

bench 7d ⚠️

⟶

4 · Awaiting expert

—

cases · 9 overdue

47d avg

bench 21d 🔴 +124%

→

5 · Sched of losses

—

cases

—

bench 10d ⚠️

→

6 · Negotiation

—

cases

—

bench 14d ⚠️

Diagnosis: the bottleneck isn't the team — it's stage 4 (waiting on external medical experts). 941 cases sit here, 9 overdue, averaging 47 days vs a 21-day benchmark.

Likely root causes: (1) medical agency SLAs — slow provider concentration; (2) chase cadence — inconsistent; (3) expert capacity — instruction batching exceeds throughput.

Liability Denied — internal review and re-routing

🟢 Healthy

1 · Denial received

—

active

~1d

LiabilityStatus=30

→

2 · Internal review

~180

in review

~14d

Fernstone solicitor

→

3 · Decision point

3 paths:

—
Resubmit

~200
To litigation

~80
Drop

→

4 · Outcome

28% resubmit
31% to lit
13% drop

28% pending

Liability Denied diagnosis: 646 cases currently sit at LiabilityStatus=30 (likely "denied" — code lookup pending). Three resolution paths from process map: resubmit (VRM error, passenger, multi-car), pass to litigation, or drop.

Data caveat: resolution path counts are estimates from historical patterns. Real-time tracking of the 3-way decision needs a status sub-code or routing flag in Proclaim. Worth confirming with Stephen.

Litigation — court process · 90% settle before trial

🔴 Pre-trial bottleneck

1 · Case review

—

in review

14d avg

solicitor ± barrister

→

2 · Proceedings issued

—

issuing

21d avg

DCP submission

⟶

3 · Pre-trial

—

cases · 19 stalled 60d+

168d avg

bench 90d 🔴 +87%

→

4a · Settle

~90%

of cases

before trial

/

4b · Trial

—

hearing pending

~10% of cases

Litigation diagnosis: Stage 3 (Pre-trial) is the bottleneck — 247 cases averaging 168 days vs 90-day benchmark. 19 cases have stalled at 60+ days awaiting hearing dates. Driver is mostly external (court system capacity), not internal effort.

What we can control: faster trial bundle preparation, earlier barrister instruction, more accurate witness statements. The yo-go process map flags all three as automation opportunities. What we can't: the 168d wait for hearing dates is largely a function of regional court backlog.

Top 5 urgent items

View all 19 →

Loading live queue from fe_open_cases…

Stage velocity — avg days between milestones (rolling 12m)

Solid = actual days per transition · dashed = MI-framework target (7 / 25 / 90 / 90d) · lower is faster

Missing data: This view is wired to pi_v2 and fills itself on the first hourly sync after the full re-extract lands. Nothing to rebuild.

Total open WIP ✓

—

Pre-medical intake—

—

Case setup → questionnaire (status blank/10/20)

In litigation ✓—

—

Proceedings issued (LitigationStatus)

Pending closure—

—

Status C/100/104/108 · bill & close to release cash

Stage-by-stage WIP — decoded case status

Every open case (Fileclosed IS NULL) bucketed by its Proclaim CaseStatus code, decoded against the PI option set (case type 93). Bar length = size relative to the largest stage. Live from pi_v2, refreshed hourly.

— open cases

Open WIP — cases in pipeline

—

— in Medical evidence (largest active stage) · — submitted to TP / losses to agree · — in litigation

Counts decoded from CaseStatus / LitigationStatus. £ WIP value is not available from proclaim.pi — the case table holds cost-value fields only, no matter-balance ledger. Pipeline £ comes from the S09 disbursements upload (Finance → Disbursements) and the firm's £6k/case settlement estimate.

1 · Case data input

New file — status not yet set

—

CaseStatus (blank) · — of open WIP

2 · Initial letters / questionnaire

Client onboarding

—

CaseStatus 10, 20 · — of open WIP

3 · Medical evidence

Report requested → appt → received

—

CaseStatus 40, 50, 60 · — of open WIP · largest active stage

4 · Report to client / approval

Sent to client → approved

—

CaseStatus 61, 65 · 4% of open WIP

5 · Submitted to TP / losses to agree

Sent to defendant · submitted to TPI

—

CaseStatus 70, 105, 106 · — of open WIP

6 · Offer received from TP

Negotiation

—

CaseStatus 107 · — of open WIP

7 · Settled — awaiting damages / costs

Incl. ARAG cost recovery

—

CaseStatus 80, 90, A, AR, AL · 3% of open WIP

8 · Billing / transfer

Part-billed · client billed · transferred

—

CaseStatus 73, 75, 100, 104 · 1% of open WIP

9 · Pending closure

Awaiting final close — cash leakage risk

—

CaseStatus C, 108 · 5% of open WIP

10 · Unclassified / legacy

Status 99 / 96 / Dead — needs data hygiene review

—

CaseStatus 99, 96, D · — open but flagged closed-ish — review & close

Data-hygiene headline: loading… These files are flagged closed-ish in Proclaim (or carry no status at all) but were never formally closed — they need a review-and-close pass before pipeline metrics are fully trustworthy. Live from pi_v2, refreshed hourly.

Open cases by claim type

pi_v2 · ClaimType decoded via option_values · open cases · refreshed hourly · untyped cases count as RTA (legacy convention)

Weekly intake vs settlement — last 6 weeks

Are we closing as fast as we're opening?

Injury profile — open cases

pi_injuries · legacy tariff rule: Back/Shoulder/Neck whiplash = tariff, headaches count as tariff only alongside whiplash · psych involvement — · refreshed hourly

Most common injuries — open cases

open cases with ≥1 active injury of each category (a case counts once per category) · injuries module records start 2022

Credit hire recovery

Recovery of Hire book (case type 223, separate from the PI caseload above) · hire charges agreed at settlement vs claimed · settlements with both figures recorded · refreshed hourly

Recovered · last 12 months

—

awaiting first sync

This year

—

Hire charges by settlement year

claimed vs recovered · median days from file opened to settlement in the tooltip — recent settlements are increasingly old stock clearing

Lead time & stage durations

How long cases spend at each stage. Each staging post carries its target; the vs target band lights green / amber / red from the hourly sync — averages over legs completed in the last 12 months. Posts needing data not yet captured in Proclaim stay Awaiting.

End-to-end (from intake)

Open → Sign ⓘ

—

awaiting feedTarget 7d

Open → Admitted ⓘ

—

awaiting feedvs OIC SLA 30bd

Open → Settled ⓘ

—

awaiting feedTrend ↑ Q1

Open → Closed ⓘ

—

awaiting feedvs 214d in 2020

Stage-to-stage (where the time actually goes)

Sign → Admitted ⓘ

—

awaiting feedBenchmark 25d

Admitted → Issued ⓘ

—

awaiting feedBenchmark 90d

Issued → Settled ⓘ

—

awaiting feedBenchmark 90d

Settled → Billed ⓘ

—

awaiting feed184 unbilled

Stage duration heatmap

Median days in stage by track type · legs completed in the last 24 months · darker = slower within each stage · cells with under 10 cases stay blank · refreshed hourly

	Lead validation ⓘ	Doc signing ⓘ	Submission ⓘ	TP response ⓘ	Medical evidence ⓘ	Negotiation ⓘ	Litigation ⓘ
OIC · low-val RTA	—	—	—	—	—	—	—
Fast track (MOJ)	—	—	—	—	—	—	—
Multi-track	—	—	—	—	—	—	—
Liability denied	—	—	—	—	—	—	—

Aging report

Open cases by days-since-opened

Median closure time — 12-month trend

All tracks vs OIC-only

P1 — limitation risk ⓘ

—

Excl. issued · stay extends date

P2 — stage overdue ⓘ

—

P3 — stalled 30d+ ⓘ

—

Defendant ignored ⓘ

—

Awaiting offer-status tracking (no Proclaim field)

Priority action queue

Ordered by priority: P1 closest limitation first, P2 most overdue at stage, P3 longest stalled · click any ref to copy it

	Ref	Client	Stage	Fee earner	Days stalled	Why it's urgent	Est value
Loading live queue from fe_open_cases…

Urgency score formula

Live ordering:

P1 limitation ≤30d (closest first) › P2 medical evidence >8wks without report (most overdue first) › P3 no activity 30d+ (longest first)

— the richer weighted score (stage benchmarks × case value) activates when stage-benchmark sign-off and a reliable case-value field land; both are on the open-questions list.

Since 13 Aug 2026 settled and closure-family cases (Pending Closure, Client Billed, awaiting damages/costs, etc.) are excluded from this queue and the caseload counts behind it — a settled file at limitation is not urgent. They stay visible on the Settlement pipeline view.

Missing data: This screen is wired to pi_v2 via fe_open_cases and fills itself on the first hourly sync after the full re-extract lands. Nothing to rebuild.

For Simon — Ops Manager

Individual performance · workload · coaching opportunities

Fee earners with open cases ✓

—

mapped active team

Top caseload holder

—

open cases

Avg caseload — active

—

open cases per mapped FE

Caseload variance

—

max vs min across active FEs

Workload distribution — PI team

Open cases per fee earner · live from fe_open_cases (pi_v2, hourly) · top 12 caseloads

FNOL & sign-up Lead → sign

Blended conv.under review

—

target 75%

MMA

—

target 65%

Carpenters

—

target 80%

Proximo

—

target 78%

Blume

—

target 65%

ABACAI

—

target 60%

NAH

—

target 75%

Add'l injuries

—

target 67%

Physio

—

target 50/mo

Open → sign <10d

—

share of week's openings

Open → stage 2 <56d

—

share of week's openings

FNOL paralegals don't case-own — Stage 1 has no individual fee earner cards. Per-source conversion rates and physio cadence drive the targets above. The 75% blended target is being re-baselined as new sources mature.

Admitted £55k profit costs/mo

Settlements (team) · MTD

—

target 20/mo per FE

GP instructions (team) · MTD

—

100% share defn pending

Ortho instr. / FEnot in proclaim.pi

—

target 8/mo

Profit costs (team)

—

target £55k/mo

Denied £10k billing/mo

Team billing

—

target £10k/mo

Files to OIC issue

—

target 4/mo

Files to admitted

—

target 20/mo (incl 50/50 kept)

Closed/settled/billed

—

target 10/mo

PI Litigation £55k profit costs/mo

Cases issued

—

target 12/mo (5 FT, 2 MT)

Profit costs

—

target £55k (£15k FT, £25k MT)

Costs from issuednot in proclaim.pi

—

target 80%

Receipt → issuenot in proclaim.pi

—

target < 60 days

Files settled

—

target 10/mo (4 FT, 2 MT)

Avg to settledecode pending

—

target < 100 days

Credit Hire £5k/mo target

Team KPIstbc

—

awaiting brief from Stephen / Andy

Recent leavers reallocate

Fee earners flagged inactive in Reference → Fee earner teams who still hold open files or have billed this year. Their cards keep their last team's targets so the run-off is visible; once a leaver has no open files and no bills in the year they drop into Other & historic below.

To move someone here, untick Active against their name in the registry.

Other & historic (leavers, categories) target £0

▾ expand

Leavers and non-person buckets (Liability Admitted category, sundries) still appear in matter-balance disbursements — kept here so historic numbers reconcile. No active targets.

Billed

—

from proclaim.bills

Files opened

—

weekly granularity

Sign-ups

—

weekly granularity

Open caseload

—

as of last hourly sync

Medical paid

—

agency payments · ledger

Open complaints

—

register

Headlines

Graded against the targets registry · red first

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By team — fee income

Selected period vs the equivalent prior period

Team	Period	Prior	Change	Target
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Attention now

Live queues — not period-driven

Loading…

Billed · period

—

net of VAT

Billed today

—

net of VAT

This week

—

Mon to today

This month

—

vs budget

Year to date

—

vs budget

Medical paid · month

—

agency payments

Manual-feed cards (settlements, matter balances, cash, credit control) live on the Finance dashboard and refresh on upload — they are excluded here rather than shown stale.

FNOL activity · Stage 1 intake

Files opened · window

—

Sign-ups · window

—

of files opened in the window

Cohort sign-up rate

—

vs target

Avg days open → sign

—

vs target

Calls · window

—

Proclaim action type TC

Physio referrals · window

—

vs target

Weekly intake

Files opened vs sign-ups from that week’s cohort · line = cohort sign-up rate

Referrals by source

Files opened per week, top sources + Other

Calls per week

Proclaim action type TC, logged in case history

Avg days open → sign

Per open-week cohort, signed files only · dashed = target

Per source — last 4 full weeks vs 6-month average

Files opened per week; sign rate is the 4-week cohort rate

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Per handler — window

Alpha roster first, then everyone else who opened files. Sign rate graded against the sign-up target; days-to-sign against the Open → Sign target.

Handler	Team	Opened	Signed	Sign rate	Avg days → sign	<10d	→ Stage 2 <56d	Physio	Actions	Calls	Status
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Fee earner activity

Actions · latest week

—

Cases touched · latest week

—

distinct files with ≥1 action

People active · latest week

—

handlers with ≥1 action · excl. automation

Actions per case · window

—

intensity, not quality — read with the mix

Calls · window

—

Proclaim action type TC

Automation share · window

—

actions logged by the atmone account

Weekly actions — firm total

Solid line: all human actions · dashed: median actions per active handler (scaled ×10 for visibility)

Action mix — window

Proclaim action-type codes, shown verbatim

Actions by handler — window

All human handlers, sorted by total actions

Handler leaderboard — window

“vs peers” compares each handler’s weekly average to the median of all active handlers in the window — a relative pace index, not a target. Below 100% is not automatically a problem: caseload mix, part-time hours and case complexity all move it.

Handler	Team	Actions	Weekly avg	Cases touched	Actions / case	Calls	vs peers
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Dead cases — closure & dormancy review

Every open PI file classified hourly from BigQuery per the Dead-Case Review spec (11 Aug 2026) · replaces the legacy isPotentialDead flag and fixes its seven documented defects

Guardrails — this is a review list, never a closure instruction

Past-limitation files are a risk queue, not a dead pile — unissued and past limitation may mean missed limitation. Route to a supervising solicitor; never “safe to close”.
Minors: limitation runs to age 21 — long quiet periods are normal. Excluded from any dormancy-driven closure recommendation.
Money on account blocks closure — client balances must be repaid or transferred first.
Leavers ≠ dead — the leaver caseload is a reallocation work-list; apply dormancy tests only after reallocation.

Open files classified

—

open PI universe

Closure pipeline

—

finish the closure admin

Ended, never closed

—

close-out sweep

Leaver caseloads

—

reallocate — not dead

Dormant / no activity

—

tiered review

Past limitation · unissued

—

risk queue — supervising solicitor

What counts as a dead case? — definitions & precedence ▾ expand

First match wins, top to bottom. Money-recovery statuses (‘Awaiting Costs from ARAG’, ‘Case Settled – Awaiting Damages / Costs’) are live, never dead — they classify Active regardless of anything below.

#	Category	Meaning	Recommended action
1	LEI concluded	LEI fee already billed/paid — nothing left to earn	Closure review
2	Closure pipeline	Already in a closure / billing / credit-control process (Pending Closure, Client Billed, C67 raised, Accounts) — incl. settled files still statused “Offer Received from TPI” awaiting their client bill (added 13 Aug)	Finish the closure admin
3	Ended, never closed	Status says the matter ended (Costs Billed / Closed Unbilled / Dead / Transferred) but the file was never closed	Close-out sweep
4	No status	No case status recorded at all	Data fix + triage
5	Leaver caseload	Assigned to a fee earner who has left	Reallocate — not dead
6	Dormant >12m / >6m	No real human activity for 12 / 6 months (automation excluded)	Dormancy review, tiered
7	No recorded activity	No case-history action on record at all	Oldest-first review
8	Active	None of the above — includes the live money-recovery states	Leave alone

Where the open book sits

Filtered set · category counts

Risk overlay

Do-not-touch-blindly flags within the filtered set

Leaver caseloads — reallocation list

Open files still assigned to ex-staff

Ex-fee earner	Open files	Past limitation	Money on acct

Closure pipeline — by sub-reason

Plus ended-status breakdown of the never-closed tail

Queue	Files	Recommended owner

Case list

Ordered by category, then longest-inactive first

Case	Client	Category	Status	Fee earner	Team	Last activity	Months idle	Risk	Fees billed
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Settlement pipeline — offer to closure

Cases that have left the active caseload but not yet closed: TPI offers, settled files awaiting re-status or client bill, damages & costs recovery, billing and Pending Closure · rebuilt hourly from BigQuery. These cases are excluded from active-caseload counts as of 13 Aug 2026.

Live TPI offers

—

offer on the table — action list

Settled · not re-statused

—

awaiting client bill · batch-fix worklist

Awaiting damages

—

settled — recovering damages

Awaiting costs

—

incl. ARAG recoveries

Billed · pending closure

—

client billed + Pending Closure

Costs billed · never closed

—

hygiene tail — hidden by default filter

Case list

Ordered by stage, then longest in status first

Case	Client	Fee earner	Stage	Status	In status since	Days	Last activity	Settled	Fees billed	Time recorded	Limitation
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Litigation candidates — high-value files sitting outside the team

Open files that look like litigation work but are held by someone other than Margaret Hearne, Anya Read or Stephen Morse: either an expert outside GP / orthopaedic / psych has been instructed (those three may also be on the case — it doesn’t disqualify), or counsel has been instructed. Rebuilt hourly from BigQuery.

Files on the list

—

open · outside the team

Specialist instructed

—

expert outside GP / ortho / psych

Limitation gone · not issued

—

nothing protecting the claim

Proceedings issued

—

already in litigation

No fee earner

—

unassigned on the case record

Counsel instructed

—

counsel fee recorded

Case list

Limitation risk first, then the nearest limitation date

Case	Client	Fee earner	Discipline instructed	All experts	Counsel fee	Litigation status	Opened	Limitation	Last activity	Time recorded
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OIC portal

Waiting on you: every action the Official Injury Claim portal is waiting on the firm to take, cut by the Proclaim fee earner who holds the file. Moved recently: what changed on the portal since yesterday. Read hourly in business hours from the portal’s own worklist; the portal cannot show this per person because claims submitted from Proclaim have no named owner there. Medical-report actions are hidden unless ticked.

Decisions waiting

—

offers, denials, court, fees

Offers to review

—

compensator offers open

Held on LOE evidence

—

offers with £0 on loss of earnings

Liability denied

—

accept or challenge

Waiting 90+ days

—

three months or more

No active owner

—

leaver, unassigned or unmatched

Closed in Proclaim

—

portal still expects an answer

Medical reports

—

to submit

Age of what is waiting:under 30 days30–8990–364a year or moreChips: raised / dealt with in the last 7 days

By fee earner

Decisions waiting per handler · click a row to filter the list

Fee earner	Decisions	Offers	LOE held	Denied	Court & fees	Other	90d+	Oldest (days)	Medical
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Worklist

Longest waiting first

Fee earner	Case	Portal ref	Action	Why open	Portal status	Waiting since	Days	Compensator	Offer	Proclaim	Portal deadline
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Moved on the portal

Grouped by fee earner, newest first

When	Fee earner	Case	Portal ref	What moved	Now	Detail
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Credit control · firm-paid disbursements

Office balance the firm has paid out and is waiting to recover · negative = out-of-pocket · live from the accounts ledger, refreshed hourly (excl. reversed postings)

Outstanding disbursements

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— cases

Avg per case

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Across active disbursements

High-risk cases (>£500)

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Worth chasing first

Client funds held

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— cases

Outstanding by fee earner

Top 10 · click a bar to load that FE's cases in the explorer

Spread by value band

Case count per risk band · darker = higher £ at stake · click to filter

Now live: balances rebuild hourly from the accounts ledger, so this view always reflects the current book — no more S09 uploads. Historic note: the previous upload had ingested the report's "Totals for Fee Earner" and grand-total rows as matters, overstating the book roughly threefold (~£1.74m vs the true ~£576k) — the "£1m unassigned debt" was those subtotal rows.

Outstanding by fee earner

Who's carrying the most unrecovered disbursements · top 10 · click a row to explore their cases

Fee earner	Cases	Outstanding £	Avg per case	Discuss
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By matter type

Where the money's gone

Matter type	Cases	Outstanding £
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Highest-risk case explorer

Filter by fee earner and value band, then copy the case refs to chase as a batch.

Matter	Client	Matter type	Fee earner	Outstanding £
Load disbursements to explore cases.

Top 20 highest outstanding

Biggest singles · worth a direct chase

Matter	Client	Matter type	Fee earner	Outstanding £
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Spend management · medical agencies

What the firm has paid medical agencies for expert reports · sourced from proclaim.pi · MedicalAgency + FeeMedicalReportValue

Total historic spend

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Across all medical agencies

Reports received (12mo)

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Live activity

Active awaiting report

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Open cases · instructed, no report yet

Top-supplier concentration

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Share of historic spend · single-supplier risk

Top agencies by historic spend

Where the money has gone · 12mo activity column shows who's actually busy now

Agency	Total cases	Historic spend	Reports last 12mo	Active awaiting	Notes
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Source & methodology

Historic spend = all-time sum of FeeMedicalReportValue from pi_v2, refreshed hourly. Deliberately not a 12-month figure: the field only populates once a case closes, so a 12-month window over it returns about £339 against £4.76m all-time. For current spend see Agency payments above, which reads the accounts ledger where every payment carries its own date.
Reports last 12mo = MedicalReportRecdDate within a rolling 12 months of today. This is the most reliable signal of current activity, and the reason an agency can show large historic spend but no recent work.
Active awaiting = open cases with this agency assigned but no MedicalReportRecdDate populated yet. These represent expected upcoming spend.
Not in scope: commissions paid TO the firm BY agencies (referral fees) — that side of the flow isn't in proclaim.pi and lives in the bordereau files from agencies.

Medical disbursements by fee earner

Ledger medical payments attributed to the case's current fee earner · spend and cases cover the last 3 years (the agency table above stays all-time by design) · reports / awaiting columns live from pi_v2 · refreshed hourly

Fee earner	Team	Cases (all-time)	Historic spend	Reports 12mo	Active awaiting

Ageing — active-awaiting cases

Days since the initial medical instruction was sent (falls back to FileOpened where the instruction date isn't populated, which is most of the historic book). The 180d+ band dominates — largely reports received but never recorded against the file rather than a live queue (see the note below the chart).

Upload finance data (XLSX / CSV) Billing, the weekly MI workbook, settlements and matter balances no longer upload — all four sync hourly from BigQuery, so an upload would be overwritten within the hour. The two below are genuinely manual: no BigQuery feed carries daily bank balances, the forward cashflow, or the credit-control approval trail. ▾ expand

Cash balances + cashflow (6d)

Optional: the balances and the weekly cashflow can be typed straight into the Cash position card. Daily Balances - PLS.xlsx (daily bank balances) and PLS Cashflow YYYY-MM-DD.xlsx (weekly cashflow) still upload here; the parser detects which file it is from sheet shape.

Credit control register

Export of the Proclaim Credit Control screen. Columns: Credit Type, Credit Amount, Credit Reason, Can we use BTE or ATE?, Could we Invoice Client?, Do we have a Waive Facility?, Date Credit Requested, Credit Requested by, Manager - Further Action Required?, Manager Approved for Write Off, Credit Control - Manager, Credit Control - Date Authorised (plus Matter / Fee Earner if available). Manual export — not in the BigQuery sync. Run the credit_control_writedowns column migration before the first upload.

Fee revenue

Daily and MTD billed (net of VAT) · cost-per-bill · FE + team breakdown · live from billing_actuals

no upload yet

£—

billed today

MTD billed

£—

vs budget

Run-rate needed

£—

/working day to hit budget

Avg / bill

£—

— invoices MTD

Top team (MTD)

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Fee earner	Billed	Invoices	Avg / bill

Live: rebuilt hourly from pi_v2 (settled · file open · costs not yet received). The manual OIC ML.xlsx upload is superseded — anything uploaded is overwritten within the hour.

Settlements agreed

Per-FE + team value (net, exc VAT), case count, avg case-open → settled days, avg profit costs (OIC + non-OIC) · live from pi_v2, hourly

no upload yet

£—

— cases agreed (in flight)

Avg open → settled

—

days

Avg costs agreed

£—

OIC profit costs (net, exc VAT)

Fee earner	Cases	Total value	Avg cost

Missing data: Manual upload. Needs the residual balances and WIP case values added to the pipeline.

Outstanding office disbursements

Per-FE total + case count + avg claim age · highest debt FE in red · live from matter_balances

no upload yet

£—

— matters

Fee earner	Team	Matters	Outstanding	Avg age (d)

Missing data: Bank balances are not held in Proclaim and stay manual. Cash-in can be automated once the receipts table is added to the pipeline.

Cash position

Daily bank balances + weekly cashflow · typed in below, or uploaded from the spreadsheets

no upload yet

Client

£—

—

Office

£—

Reserve

£—

PCP Office

£—

Type each bank's closing balance as shown online; £ signs and commas are fine, and an overdrawn account is a minus. Saving a date that is already there replaces it. Recent entries:

Date	Client	Office	Reserve	PCP Office	Entered

Weekly cashflow

Week	Income	Disb. recovered	Disb. out	PBA	Net

Saved against that week's Monday. Net = income + disbursements recovered − disbursements out − PBA, worked out for you.

Awaiting Proclaim data

Disbursements requested

Type, value by FE/team, passed to accounts Y/N

awaiting data

Needs a Proclaim export of the disbursement request workflow. Once available, this card will surface: total requested MTD, breakdown by type, % passed to accounts, FE league.

Missing data: Manual upload. Needs the credit control detail added to the pipeline.

Credit control

Proclaim credit-control register · authorised vs pending sign-off · recovery routes (BTE/ATE · invoice client · waive) · by credit type

no upload yet

Authorised (period)

£—

— authorised

Pending sign-off

£—

— awaiting

Recoverable flagged

—

BTE/ATE · invoice · waive

Top credit type (period)

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Credit type	Items	Period total	Authorised	Pending

Awaiting manager authorisation

Matter	FE	Credit type	Amount	Requested	CC manager

Prepaid disbursements

Quantum, cases, by status / FE · Alex's £500k balance-sheet check

awaiting data

Will reconcile the prepaid disbursements balance-sheet figure (~£500k) against case-level detail. Identify recoverable items and matters stuck on leaver FEs.

Medical disbursements

Quantum + ageing, by agency / FE

awaiting data

Same shape as prepaid disbursements but scoped to medical providers, plus ageing buckets. Will plug into the existing Medical Commissions view.

Referral bordereaux

Per-introducer schedule of cases & financials · pick a referral source to build its bordereau · proclaim.pi by SourceName

Referral source

Cases on bordereau

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— open

Damages / settlements

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Pleaded + agreed

Profit costs

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Across these files

Disbursements

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avg — / case

Bordereau

Select a referral source above

File no.	Source ref	Client	Date of loss	Instructed	Stage	Liability	Litigation	Damages	Profit costs	Disb.	Settled
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Worklist

File no.	Source ref	Client	Date of loss	Instructed	Stage	Liability	Litigation	Damages	Profit costs	Disb.	Settled

Complaints register

Every complaint received, acknowledged and resolved — mirrors the Complaints Workbook. Live from the Proclaim complaints case type (proclaim.complaints, casetype 228) — rebuilt hourly by the sync; the upload below is a manual fallback only.

Complaints

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received in period

Unresolved

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open now · all time

Resolved

—

in period

Avg days to resolve

—

received → resolved

Negligence concerns

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flagged in period

Avg compensation

£—

where redress paid

Complaint analysis

Monthly intake · split by complaint type · split by handler — all period-filtered

Received by month

By complaint type

By handler

Open complaints

Every unresolved complaint, oldest first — not filtered by the period toggle. Days open grades against the 8-week complaints-handling window (amber over 28 days, red over 56 — after 8 weeks the client can go to the Legal Ombudsman).

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Ref	Client	Received	Days open	Acknowledged	Handler	Type
No open complaints.

Register

Latest 200 in the selected period · newest first

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Ref	Client	Postcode	Received	Acknowledged	Procedure sent	Handler	Type	Status
The register fills on the next hourly sync.

Load the register

The register now auto-syncs hourly from the Proclaim complaints case type — this upload stays as a manual fallback only. Headers auto-detected, rows upsert on Complaint Ref; a sync run overwrites uploaded values for the same ref.

Targets

Every target used anywhere in the MI, in one place. Change a value and the charts, tiles and RAG bands that use it follow on the next screen load — nothing is hard-coded in two places. Wired targets drive a live calculation; reference targets are recorded here and shown on-screen but do not yet grade anything.

Referrer performance

Rating On track Watch Off target · sign-up graded vs the 75% target; settlement and ageing vs the peer median across these referrers · volume is not graded

Waiting for the first hourly sync to publish referrer stats (pipeline_stats · referrer)…

Every metric in this dashboard — where it comes from, what's verified, and what still needs decisions. Take this list to Simon and Stephen before we build production. Each metric is mapped to a Proclaim field (where it exists) or flagged as needing a structural decision.

Data health — what's loaded, what's missing

Live check against Supabase. Click Upload to jump to the relevant ingest box. Refreshes every time you visit this view.

Card / View	Source needed	Status	Rows	Last refresh	Action
Checking…

Live · verified in Pi table or daily report

Calc · computable from existing fields

Decision · needs mapping or threshold

Mock · prototype only, remove or replace

Todo · not currently tracked

Throughput & Conversion

Metric	Source field(s)	Status	Notes
Referrals MTD (161)	CaseID, OpenDate	Live	From your daily report PDF
Signed MTD (105)	CNF Signed Date	Live	From your daily report PDF
Admitted MTD (73)	LiabilityStatus, AdmissionDate	Live	From your daily report PDF
Issued MTD (19)	IssueDate	Live	From your daily report PDF
Settled MTD (73)	SettlementDate	Live	From your daily report PDF
Fees MTD (£96.9k)	FeeAmount, BilledDate	Live	From your daily report PDF
Sign rate %	Signed ÷ Referrals	Calc	Daily report defines the formula
WoW deltas (+12%, -8%)	Snapshot history	Decision	Needs weekly snapshot table; specific values in prototype are illustrative
Targets (300 refs, 75% sign, £130k fees)	—	Decision	Daily report flags as "Non-existent (need to derive)"

Pipeline & Stage

Metric	Source field(s)	Status	Notes
Total WIP (4,987)	CaseStatus ≠ Closed	Live	From your daily report PDF
Pre-issue / Court / Pending closure / Hearing pending	CaseStatus	Live	Daily report values
Case mix (OIC, Fast track, Multi-track)	CaseTrack	Live	Daily report values
Stage names: Medical evidence, Rehab/CBT, Schedule of losses, Valuation, Negotiation	CaseStatus codes + milestone dates	Decision	Critical: these came from the existing screenshot mockup. Real Proclaim stages are status codes (99, 100, D, 20…). We need the data team to either (a) provide the code→stage lookup or (b) define stages from milestone date fields (Datemedicalagencyinstructed, MedicalReportRecdDate etc.)
Days in current stage	CaseStatusChangedDate	Calc	Field exists in Pi table; needs current-date diff
"9 overdue at Medical Evidence"	Derived	Decision	Depends on stage mapping above + overdue threshold definition
Stage benchmark days (21d, 90d etc.)	Historical Pi data	Calc	Derive from 2017-19 cohort medians per stage; specific benchmark values in prototype are illustrative

Velocity / Lead times

Metric	Source field(s)	Status	Notes
Open → Sign avg days	FileOpened, QuestionaireScannedDate	Live	pipeline_stats lead_time, hourly — 12-month leg averages
Open → Stage 2 avg	FileOpened, SentAcceptedDateDate	Live	pipeline_stats lead_time, hourly
Issued → Settled avg	Proceedings-issued cascade, OICSettlementDate/Settleddate	Live	pipeline_stats lead_time, hourly — credit-hire litigation excluded
Injury profile / most common injuries	pi_injuries: InjuryCategory, InjuryRemovedDate, MedicalReportType	Live	pipeline_stats injury_mix / injury_top, hourly — legacy tariff rule (003/005/008 + headache-with-whiplash), category labels from live field_options (BQ option_values codes are blank for this list)
Credit hire recovery	recovery_of_hire: DamagesHireChargesValue vs DamagesHireChargesSettlementVal, SettlementDateDate	Live	pipeline_stats ch_recovery, hourly — type-223 book; pairs with both figures only. NB HireAccountRecoveredAmountValue/SettledDateDate are dead at source (26 and 2 rows ever)
Median closure by cohort	FileOpened, Fileclosed	Live	Already queried from Pi table (438d → 54d trend)
Aging buckets (0–30d, 31–60d etc.)	FileOpened	Calc	Simple date arithmetic
P90 days to close	Cohort distribution	Calc	BigQuery has APPROX_QUANTILES — straightforward

Fee earner performance

Metric	Source field(s)	Status	Notes
Margaret Hearne / Olga Kmiec / Lynda O'Brien stats	FeeEarner, FeeAmount, BilledDate, SettlementDate	Live	WIP, MTD fees, target variance, settled — all from your daily report
Fee earner roster (org chart team)	FileHandlerCode	Decision	Currently uses the 5-person PI team from BambooHR. Map Proclaim FileHandlerCode to org chart roles for proper attribution.
Avg days/case per fee earner (47d, 68d etc.)	Per-FeeEarner aggregation	Calc	Formula real; specific values illustrative
"Settlement rate down 18% vs Q1" Lynda	Historical per-FE settled count	Calc	Pattern computable; the 18% figure is illustrative
"Holds 6 of 9 overdue medical evidence cases"	Derived	Decision	Depends on stage mapping
Target table (£15k MTD, £10k for new starters)	—	Decision	Daily report flags as "need to derive"
Coaching call-outs (Margaret, Lynda, Tom)	Rule-based on data	Calc	Rules: variance <-£3k OR avg days >team avg×1.4 OR overdue cases ≥3

Urgent attention queue

Metric	Source field(s)	Status	Notes
Limitation date alerts	LimitationDateDate + StayExpiredDate (incl-stay), excl. issued	Live	Hourly via fe_open_cases (10 Aug)
Days stalled per case	proclaim.history last real action	Live	2026 actions only until the history backfill lands — older stalls not yet counted
Case references	Casekey	Live	Real Proclaim casekeys (10 Aug) — click to copy, paste into Proclaim
Estimated case value	TariffAmountValue, AnticipatedLegalCostsValue, DamagesText	Calc	Proxy fields exist; need to confirm which is most reliable
"Defendant offer received but unresponded"	—	Todo	No clean field for offer status in Pi table. Either derive from OIC/MOJ portal milestone fields or add Proclaim tracking
Urgency score formula	Composite	Decision	Live ordering is rule-based (limitation → stage overdue → stalled); the weighted score needs stage-benchmark sign-off from Stephen/Simon + a case-value field

Lead source performance

Metric	Source field(s)	Status	Notes
Source names, case counts	SourceName	Live	Queried from Pi table
Avg settlement per source	Settlementamount, SourceName	Live	Queried from Pi table
Sign rate per source	SourceName, CNFSignedDate	Calc	Computable; specific %s in prototype are illustrative
Quality score (62, 87, 94…)	Composite	Decision	I invented this formula. Define properly with the team
"68% concentration on Blume"	SourceName, recent period	Calc	Caveat: 68% is current-period intake estimate. Blume is 15% of all-time data (7,994/52,272). Need to clarify which period

Open questions for the team before build

Stage mapping — do we use Proclaim CaseStatus codes or derive stages from milestone dates? the data team to decide and provide the lookup.
Target table — sign-rate target (75%?), MTD fee earner target (£15k? £10k for new starters?), referral volume target (300?), settlement count target (95?). Simon to confirm.
Stage benchmarks — accept the 2017-19 historical medians, or set custom targets? Stephen to weigh in.
Urgency score formula — sign off on the weights, or adjust?
Offer-tracking field — confirm whether Proclaim tracks defendant offer received/responded, or whether we need to derive/add it.
Fee earner roster — full list of active FileHandlerCode → name mappings (currently only have 3 names from daily report).
Real Casekey format — confirm reference scheme so case lookups work.

Proclaim option-value dictionary · PI case type (93)

The firm's own PUB_OptionValues export decodes every coded field in proclaim.pi. 896 option sets · 4,862 values. These are the definitions behind every status / liability / claim-type number on the dashboard — use them to confirm a metric is counting the right codes.

PUB_OptionValues · case_type 93

Why this view exists. Several proclaim.pi columns (CaseStatus, LiabilityStatus, LitigationStatus, ClaimType, ClaimsTrack) store codes, not labels — a bare 99 or 30 means nothing without the lookup. Recording the definitions here lets anyone confirm exactly which codes a KPI rolls up, and the audit below shows where the raw data and its own codes disagree.

Data-quality check — does the case data match its own codes?

Audit of live proclaim.pi_v2 (52,563 rows) · run 10 Aug 2026 · re-runnable on request pi_v2 — re-run against pi_v2 once the full re-extract lands

answer: mostly — with 2 real issues

Open by Fileclosed empty

6,419

files with no close date

Genuine active WIP

3,977

open AND status not terminal

Billed / closed by status, still "open"

1,408

data-hygiene gap ↓

Open with NO CaseStatus

1,034

literal "case status code"

Finding 1 — CaseStatus and Fileclosed still disagree. 6,419 files have no close date, so they look "open". But 1,408 of them carry a terminal CaseStatus — billed, closed or dead in substance. The dashboard's open-caseload queries exclude these.

Finding 2 — 1,034 open files have no CaseStatus at all. These can't be staged, aged by status, or triaged. Together with Finding 1, ~38% of "open by close date" needs a hygiene pass.

Recommendation. Unchanged: define open WIP as Fileclosed empty AND status not terminal (the sync already does); run a closure pass on the 1,408; backfill status on the 1,034.

Amended 13 Aug 2026: the open-caseload definition now also excludes settled and closure-family cases (settlement date on record, or CaseStatus 80/90/A/AR/AL/104/C) — these ~2,200 cases live on the Settlement pipeline view. The audit figures above are the 10 Aug snapshot under the old definition.

Contradiction	Files	What it means
`CaseStatus` 99 (Costs Billed) · `Fileclosed` empty	1,381	Billed & complete, but file left open
`CaseStatus` 100 (Closed Unbilled) · open	22	Marked closed, no close date
`CaseStatus` 108 (Closed Stage 1) · open	4	Marked closed, no close date
`CaseStatus` D (Dead) · open	1	Dead file, not closed off
No `CaseStatus` at all · open	1,034	Cannot be staged or triaged

Full option-set browser

Every one of the 896 PI option sets — pick a field to see its code → meaning lookup.

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Code	Meaning

How we derive "good"

Traffic-light bands

Examples

Urgency score formula

What we explicitly don't measure