Fee Earner Performance Module Report

16/07/2025
Knowledge

How To

Location: LEAP Menu > Reports > Management > Matter Activity Recording > Fee Earner Performance Module

Purpose: The main objectives of this report are twofold:

Time Recorded Matters: The report measures the variance between the time spent doing work as recorded by Matter Activity Recording (MAR) compared to staff manual entries.
Fixed Fee Matters: This report normalizes flat fee billing, facilitating a comparison between billed time for fixed fee work and the actual time taken.

By addressing these aspects, the report helps to tackle a common challenge encountered by law firms in assessing billing efficiency, while also promoting transparency regarding work performed and the value of unrecorded tasks. Additionally, it serves as a management tool by providing factual data for staff performance discussions and enabling informed dialogues.

Useful resources: Please refer to this article for instructions on how to enable MAR for specific Staff and Matters.

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The Days and MAR fields reflect any scheduled duration of Appointments/Meetings assigned to a staff member if the event falls within the reporting period. As a result, inactive staff members may be captured in the report if a relevant Appointment/Meeting was assigned to them.

Example:
If an inactive staff member was assigned a two-hour meeting scheduled for a date within the reporting period, the report will include this staff member and record two hours under the MAR field.

The report can be downloaded in two formats using the 'Export' option:

PDF: Exports the report as a PDF document.
Excel: Exports the report as an Excel spreadsheet.

Report Filters:

Start Date and End Date

Specify a date range to restrict the data to the relevant period.

NOTE: The date range filter operates differently according to reporting fields. Refer to 'Report Fields' for details.

Format

Display the results of the report as:

Default - View report in the browser.
PDF - Download report as a PDF document.
Excel - Download report as an Excel Spreadsheet.

Report Fields:

Fee Earner	The staff member's full name.
Role	The staff member's role (e.g., Partner, Associate, and Paralegal). NOTE: This is based on the Role selection within the 'Additional Details' tab of the staff member's 'Staff Details' window (LEAP Menu > Settings > Application Settings > Firm > Staff > Members).
MAR?	If MAR is enabled for the staff member: Y: Enabled N: Diabled NOTE: This is based on whether 'Matter Based Activity Recording' option is enabled for the staff member in the settings. Since it is based on the current status, it remains unaffected by the change of the reporting date range.
Days	The number of days during which the staff member is active within the reporting period. NOTE: It is based on the dates of all Time/Fee/Activity entries within the reporting period. If a staff member records multiple entries on different dates within the reporting period, the 'Days' field reflects the total number of distinct dates recorded. Example: During the reporting period, Staff A recorded four entries: two Time entries dated 10/03/2024 and 09/03/2024, one Fee entry dated 09/03/2024, and one Activity entry dated 03/03/2024. As a result, the 'Days' field for the staff member is displayed as three days, as there are three distinct dates represented by the entries.
Time Recorded Matters	Recorded: Manually created Time entries on all matters during the reporting period. MAR: Auto recorded billable hours on matters where time tracking is enabled under the 'Matter Details' window (Accounting > Billing Type). Variance: The difference between the 'MAR' value and the 'Recorded' value. Opportunity: The sum of all the listed Variances, with the figure located at the bottom of the 'Variance' column.
Fixed Fee Matters	Billed: Calculates the total amount of billed Fee entries recorded by the staff member within the reporting period. NOTE: It includes a Fee entry only when it is created by the staff member within the reporting period and billed within the same period. If a Fee entry is included on a draft invoice, it is considered as billed. Average Billing Rate: Displays the average billing rate of the staff member during the reporting period. NOTE: Please refer to the 'Tips' section below on how the report calculates the average billing rate. Effective Hours Worked: Calculated by dividing the 'Billed' value by the 'Average Billing Rate', and the result is rounded to two decimal places. MAR Hours: Calculates the hours of unrecorded work on 'Fixed Fee' Matters. LEAP will record all LEAP-related activities for all users on the datafile. Therefore, users working on Fixed Fee matters will still have their activity recorded in the Activity Tab under the drop-down menu of 'No Status'. These 'No Status' Activity entries constitute 'unrecorded' work on the Fixed Fee matter. 'Fixed Fee' matters refer to matters where 'Flat Fee' is selected as the Billing Type under the Accounting tab of the Matter Details window. Variance: The difference between 'Effective Hours Worked' and the 'MAR Hours'.

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Tips:

Here's how the report calculates the Average Billing Rate:

Step 1. The Average Billing Rate is calculated based on Billing Rate(s) adopted during the reporting period by the staff member, calculated using the below method:

1) Multiply each adopted Billing Rate by the number of Time/Activity entries adopting that rate during the period.
2) Sum the products obtained in step 1.
3) Divide the sum from step 2 by the total number of Time/Activity entries.

NOTE: The Billing Rate for a Time/Activity entry:

Strictly based on the rate within the Time/Activity entry window, and, therefore, can be a 'Special Fee' rate.
The result is rounded to two decimal places.

Example:

During the reporting period from 1/03/2024 to 15/03/2024, Staff A recorded two Time entries with billing rates of $400/h and $300/h respectively, along with an Activity entry with a billing rate of $400/h. The Average Billing Rate for Staff A during this period is calculated as ($400 * 2 + $300 * 1) / 3, resulting in an average rate of $383/h.

Step 2. If no timed entries are available for the staff member during the reporting period, use the Staff member's Rate A as the Average Billing Rate.

Step 3. If Rate A is not available, calculate Staff average hourly rate of firm.

Step 4. If none of the above, default to $100 as average rate per hour.

Last Modified Date

16/07/2025 1:20 am

Title

Fee Earner Performance Module Report

URL Name

Fee-Earner-Performance-Module-Report-CA

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