ITP For Solicitors

For

External Consultants

Table of Contents

Table of Diagrams

Index

Support

Technical Support.

Business Related Support.

Permitted Users

Key Users Groups

How to access the system

Basic workflow diagram

Glossary of Terms.

Browser

Instruction

Associated Documents

Execution Document

Plot Execution Document

Deed Link

Transmittal Form

View

Twistie

Pick Lists

Instruction ID Number

Decisions Authority

Status and Status Change

Instruction Types

Additional Information

Using the Website.

Setting up the Trusted Site

Logging On

To access ITP Solicitors Extranet

ITP Solicitors Home Page

Understanding the Home page

The home page tabs

Views

Searching

Tabs

The Instruction Tab

Solicitor Tab

ICN Tab (Instruction Completion Notice)

Core

Common Functions Section

Links

The Fee Earner receiving the Instruction

Accepting an Instruction

Other Options

Deeds

Requesting Additional Deeds.

Documents for Execution

To create an Execution Document

Execution Document Completion

Completing an Instruction (ICN)

Printing

To print a Single Instruction

To print multiple Instructions

ITP Solicitors

Table of Diagrams

ITP Solicitors Home Page

Solicitor Tab Details before Edit mode

Solicitor Tab Details in Edit mode

Instruction Completion Notice Tab

Example of the Common Functions Section

Links

Fee Earner Entry Fields

Results of Deeds Request

Select Utilised Plans page.

Instruction Completion Notice Page

Index

©EnglishPartnerships Training department1

ITP Solicitors

A

Accepting an Instruction...... 27

Associated Documents...... 10

B

Basic workflow diagram...... 9

Browser...... 10

Business Related Support...... 7

C

Common Functions Section...... 24

Completing an Instruction.(ICN)...... 36

Confirmation of Terms page....... 34

Core...... 23

D

Decisions Authority...... 11

Deed Link...... 10

Deeds...... 29

Document Completion...... 33

Documents for Execution...... 31

E

Example of the Common Functions Section 24

Execution Document...... 10

F

Fee Earner Entry Fields...... 28

G

General Asset...... 12

Glossary of Terms...... 10

I

ICN Tab (Instruction Completion Notice).23

Instruction...... 10

Instruction Completion Notice...... 35

Instruction ID Number...... 11

Instruction Types...... 12

ITP Solicitors Home Page...... 16

K

Key Users Groups...... 8

L

Links...... 24

Logging On...... 15

M

Miscellaneous Advice...... 12

O

Other Options...... 28

P

Permitted Users...... 7

Pick Lists...... 11

Plot Execution Document...... 10

Printing...... 38

R

Receiving an Instruction...... 25

Requesting Addition Deeds...... 29

Results of Deeds Request...... 30

S

Searching...... 19

Select Utilised Plans page...... 33

Setting up the Trusted Site...... 13

Solicitor Tab...... 21

Solicitor Tab Details before Edit mode...21

Solicitor Tab Details in Edit mode...... 22

Status and Status Change...... 11

Support...... 7

T

Tabs...... 20

Technical Support...... 7

The Fee Earner receiving the Instruction.26

The home page tabs...... 17

The Instruction Tab...... 20

To access ITP Solicitors Extranet...... 15

To print an Single Instruction...... 38

To print multiple Instructions...... 38

To vierw the Instruction for the Email....26

Transmittal Form...... 10

Twistie...... 11

U

Understanding the Home page...... 17

Using the Website...... 13

V

View...... 10

Views...... 17

©EnglishPartnerships Training department1

ITP Solicitors

Support

Technical Support.

For technical Issues regarding the ITP System contact the IT Helpdesk.

Direct Tel: 01908-353604

Business Related Support.

If the nature of the problem is regarding internal English Partnerships procedures or of a legal nature then these questions should be directed to:

Paul Morgan (South) 01908 353690

Freda Neacy (North) 01925 644625

Permitted Users

It is the Legal Consultants responsibility to email details of new users and leavers to English Partnerships IT department.

Email:

Tel: 01908 353 604

Also using the form available on ep-partners.co.uk

Key Users Groups

Instruction Officers

All users within English Partnerships are able to create Instructions. The Instruction Officer is the user who is instructing the consultants. Generally this will be the user who creates the Instruction in the ITP System.

Line Managers

Certain users within English Partnerships require their Line Manager to authorise the Instruction before it can be sent to the consultants.

ADB Officers

Certain types of Instruction require authorisation from ADB before it can be sent to an external consultant.

Secretariat

All Execution/Register Information Documents are routed through Secretariat for both CNT and URA.

Please Note

That Execution Documents and Register Information Documents are one in the same. They refer to a Lotus Notes Document that is stored in the ITP database. They are not the actual documents that will be signed or sealed.

Solicitor Lead Partner (Two key contacts at the solicitor firm)

Each of the external consultants will have allocated a Lead Partner and a Deputy. When an Instruction is sent to a consultant the Lead or Deputy must allocate it to a Fee Earner.

Solicitor Fee Earner

All solicitor staff with access to the ITP solicitors system are Fee Earners and can be allocated Instructions.

How to access the system

External consultants use Microsoft Internet Explorer to access the ITP system. IE5 or above is the preferred browser. There is no support for Netscape at this moment in time.

Please Note

must be set up as a trusted site in Internet Explorer see page 13.

Basic workflow diagram

The diagram below is a generalisation of the workflow process. Not all Instruction types, e.g. Internal Execution Instructions, are visible to external consultants.

Glossary of Terms.

Browser

The ITP System is a web-based system for External Consultants. A Browser is used to view the web pages generated by the ITP System. The ITP System only supports Internet Explorer 5.0 and above.

Instruction

An Instruction is an Electronic Record within the ITP Database, which provides the solicitor with transactional information. The ITP System does not stop the Fee Earner and Instructing Officer from contacting each other for further information.

Associated Documents

Associated Documents is a name given to all documents associated with an Instruction. These can be Execution Documents, Plot Execution Documents, and Deed Links.

Execution Document

An execution document is an electronic record of a physical document to be prepared by the solicitor in furtherance of the instruction. Each will provide a workflow to enable execution of the physical document. There may be multiple execution documents for each instruction.

Plot Execution Document

A plot execution document is an electronic record of the Plot Transfers generated from Building Agreements.

Deed Link

A deed link is used to connect the Deeds Database and Loans Database to the ITP System.

Transmittal Form

A Transmittal Form is the paper cover sheet, which must accompany ALL documentation forwarded to English Partnerships for Execution. This document is generated by the ITP system when the Create Transmittal document link on an Execution Document is clicked.

Please Note

The ITP system DOES NOT automatically print the Transmittal Document. This is left up to the users discretion, as the ITP System cannot know which printer/paper tray to send the document to.

View

A view is a way of presenting Instructions/Execution Document/Plot Execution Document/Deeds Links in a sorted and categorised way.

Twistie

A twistie is a little blue triangle that can be clicked to expand or collapse a category on a view.

Example of a Twistie


Pick Lists

Pick lists are a method of inputting data into a web page from predefined options, click the black down arrow to reveal the options, click on the one required.

Example of Pick List


Instruction ID Number

The Instruction ID is the unique identifier for the Instruction. This is built up from the Directorate/Department within English Partnerships. Examples of the ID are D/RN/123, C/GC/10.

Please Note

This unique number needs to be quoted when discussing the Instruction.

Decisions Authority

Any Instruction can be sent to an external consultant before a Decisions Authority for the work to be done is obtained. A committee or appropriate delegated authority gives the Authority. The Fee Earner can still create an Execution Document but WILL NOT be able to create the transmittal form until the instruction officer has obtained a decisions authority and the same has been input into the relevant instruction.

Status and Status Change

The Instruction workflow is controlled by Status Changes, for example an Instruction starts as In Progress and becomes Sent To Solicitor when the Instruction Officer has instructed the solicitor. This status change involves validating mandatory fields, sending emails and updating security.

Please Note

Ignoring status change requirements will delay the instruction.

Instruction Types

The ITP System currently contains 9 Instruction types that are available to Instructing Officers.

  • Miscellaneous Advice.
  • General Asset.
  • Lease.
  • Building Agreement.
  • Freehold Disposal.
  • Occupational Licence/Tenancy/Farm Business Tenancy/Agricultural Tenancy.
  • Title Report.
  • Rent Review.
  • Acquisition.

Additional Information

Miscellaneous Advice.

Miscellaneous Advice should only be used for matters which do not relate to actual property or land and where the legal consultant is expected to produce documentation for execution.

Please Note

It is not possible to create an execution document for the Miscellaneous Advice instruction

General Asset.

The General Asset Instruction type should only be used where one of the above Instruction Types is not appropriate.

Using the Website.

Setting up the Trusted Site

Please Note

This is a one off process on your first entry to the system.

  1. Go to Internet Explorer.
  2. Click on the Tools Menu.
  3. Select Options.

This will display the following dialogue box.

  1. Click on the Security1 tab.
  2. Click Trusted sites2.
  3. Click the Site3 button.

  1. The following dialogue box will appear.

  1. In the Add the Web site to the zone type
  2. Click the Add button, this will add the new address to the web site area in the Trust sites dialogue box.
  3. Remove the tick against Require server verification.

  1. Click the OK.
  2. Then click OK again.

Please Note

If you do not have access to the Security tab contact your IT administrator who will add the trusted site for you.

Logging On

To access ITP Solicitors Extranet

  1. Open Internet Explorer.
  1. Enter the web address

Please Note

Once the web address has been entered a connection is made to the English Partnerships website add this to your Favourites.

  1. Next the Enter Network Password dialog box is shown.


  1. Enter your name in the User Name area.
  2. Enter your Password.

Please Note

User names and Passwords are supplied by English Partnerships.

If the User Name or Password is incorrect then the user will be prompted again.

If the password is correct the ep-partners.co.uk home page will open.


  1. Click on the image Solicitors to open the ITP Solicitors home page.

ITP Solicitors Home Page

ITP Solicitors Home Page

1 / Home page tabs
2 / View buttons
3 / Administration News

Understanding the Home page

The home page tabs

Home / Take you to the home page
Applications / This will take you to ITP Technical or ITP Solicitor
Feedback / This will enable you to give us feedback on the system

Views

Views are used to navigate around the system; there are a number of different views which are on the left side of the page.

Click onto any of the choices on the left hand side to view the information required.

The example below shows the Status View.


Once the view is opened there are some options that will help you navigate around the page.

The categories can be opened and closed by using the blue Twistie, or by clicking onto the options in blue Expand All, Collapse All, also to move to different pages use Next Page or Previous Page definitions are below:


Expand All / By Default all categorized views are collapsed. Only the top-level categories are visible. The user can open each category by clicking on the blue “twistie” to expand a single category. This “Expand All” expands all the categories.
Collapse All / This is the opposite of “Expand All”
Next Page / If there is a large amount of data the web server will only display a set amount to the user. The “Next Page” link can be used to show the next set of data.
Previous Page / This is similar to “Next Page”

The information on the right side will show any upgrade information, any quick Help Guides.

Searching

To search for specific information whilst in a specific view enter the search criteria into the text box and then click on Search View.


Examples of search criteria can be:

D/PN/123 / This example searches for the ITP Number.
Clayton / This example will search for the word Clayton in the view.

Please Note

To undertake a comprehensive search of the whole database you should search in the view by ITP number.

When you search it will only search the opened view.

Tabs

Due to the amount of data within an Instruction the information is separated into tabs which can be opened by clicking on the tab name.

The Instruction Tab

This contains the details of the Instruction. Each type of Instruction has a different Instruction Tab.

Solicitor Tab

This tab allows the Lead Partner to select the Fee Earner and to send the Instruction through the workflow.

Solicitor Tab Details before Edit mode

Please Note

Once the Edit button is clicked it will automatically revert back to the Instruction tab, to edit this instruction you need to be in the Solicitors tab.


Solicitor Tab Details in Edit mode

ICN Tab (Instruction Completion Notice)

This tab will only contain data when the Instruction is Fully Completed.

Instruction Completion Notice Tab


Core

This displays general information that is common between all Instructions.

Common Functions Section

This is always present at the bottom of the Instruction; it will differ depending on the Instruction and status of the Instruction.

Example of the Common Functions Section

Links

If there is blue text with a blue underline this is usually a link to an action, for example if you need to print to Word, hover over the link with the mouse, the pointer will change to a hand to activate this link click onto Print to Word.

Links


Please Note

The action links vary according to the current status of the Instruction.

Receiving an Instruction

All new Instructions are displayed in the view New Instructions, on the left-hand side of the screen.

Please Note

The Lead Partner or Deputy Partner must edit the Instruction and select a Fee Earner.

To select a Fee Earner

  1. Click Edit.
  2. Go to the Solicitors tab.
  3. Select Fee Earner.
  4. Click Save.
  5. Click Received by Solicitor.

Once a Fee Earner has been selected the Lead/Deputy Partner must click on the Instruction Received By Solicitor, which is at the bottom of the screen. This will send an email to the Fee Earner informing them that the instruction has been allocated to them, also an email will be sent to the Instructing Officer within English Partnerships.

Please Note

Instructions will not be moved from this view until the Instruction status is changed to Received by Solicitor.

The Fee Earner receiving the Instruction

An Email is sent by the system to the Fee Earner.

The Fee Earner will receive an email, it is important to click the Web URL link NOT the DocLink.

To view the Instruction from the Email

  1. Click on to the Web link and then enter your Username and Password.
  1. Click Edit fill in all relevant information.
  2. Click on to the Solicitor tab.

Accepting an Instruction

ONLY the allocated Fee earner can accept the Instruction.

To accept an Instruction the Fee Earner must Edit the instruction, complete the Solicitor Details and click on the Accepted by Solicitor button.

Cost Code

The Fee Earner must complete cost fields as at 1st April 2005.

Please Note

All fields are mandatory apart from the general comments area.

Before accepting the instruction the Fee Earner should undertake the appropriate conflict of interest check.

No action on the Instruction is possible until this stage is completed.

  1. Click on Edit.
  2. Click on the Solicitors tab.
  3. Fill in the relevant fields.
  4. Click on Save.
  5. Click on Accepted by Solicitor.

Fee Earner Entry Fields

Other Options

At the bottom of the page there are some options which will change depending on the Status of the Instruction.

  • Instruction Requiring Further Information from EP.
  • List of Documents for Execution.
  • Print to Word.
  • Request Deed.
  • Generate Instruction Completion Notice.

Please Note

Before a Completion Statement and Transmittal Document can be generated the Execution Document needs to be submitted and saved.

Deeds

Due to the nature of many of the Instructions, one system closely associated to the ITP system is the EP Deeds Management System (DMS). This allows EP staff to “link” deed packets to an instruction (The Deeds are not made available online).

The Instruction Officer and the Solicitor are able to Add Deeds to an Instruction; this sends a request to Loans Deeds for the physical deed packet to be sent to the solicitor. All deed packets MUST be returned to English Partnerships Records Centre once the work is completed.

Please Note

Any new documentation created must be sent to Legal Services in Milton Keynes.

Requesting Additional Deeds.

  1. Click on Request Deeds action button.
  1. Click on the relevant Region.