Appendix — the evidence
The data behind every number
The timing grid, the template inventory, the interview log, and the method note. This is what makes the audit checkable: every figure in documents 01–07 traces to a row on this page. The firm keeps all of it, exportable.
A · The timing grid — ten cases, per step, in minutes
Hands-on minutes per step from the case-system activity log (July–August). Median row = the figures used throughout. The grid is wider than the page — it slides sideways.
| Case | 01 lead | 02 intake | 03 retainer | 04 entry | 05 research | 06 doc pack | 07 referral | 08 filing | total | elapsed |
|---|---|---|---|---|---|---|---|---|---|---|
| A | 10 | 40 | 15 | 30 | 55 | 85 | 15 | 55 | 5 h 05 m | 2 d |
| B | 15 | 38 | 20 | 35 | 57 | 90 | 10 | 55 | 5 h 20 m | 2 d |
| C | 15 | 45 | 15 | 30 | 65 | 90 | 15 | 50 | 5 h 25 m | 3 d |
| D | 15 | 72 | 20 | 40 | 60 | 95 | 18 | 50 | 6 h 10 m | 3 d |
| E | 15 | 45 | 20 | 35 | 60 | 90 | 15 | 50 | 5 h 30 m | 3 d |
| F | 20 | 45 | 20 | 35 | 60 | 90 | 15 | 50 | 5 h 35 m | 3 d |
| G | 15 | 48 | 20 | 35 | 70 | 92 | 15 | 50 | 5 h 45 m | 4 d |
| H | 15 | 45 | 20 | 45 | 60 | 90 | 15 | 70 | 6 h 00 m | 4 d |
| I | 20 | 55 | 25 | 35 | 60 | 95 | 20 | 55 | 6 h 05 m | 9 d |
| J | 15 | 45 | 20 | 35 | 60 | 90 | 15 | 50 | 5 h 30 m | 5 d |
| Median | 15 | 45 | 20 | 35 | 60 | 90 | 15 | 50 | 5 h 30 m | 3 d |
Elapsed = client signature to working file (letters out, claims opened, case assigned). Case D: second intake call (missing policy card). Case G: crash report unordered four days. Case H: transposed policy number, claim re-filed. Case I: the stacked waits reconstructed in document 02. Case J: attorney review queued behind trial week.
B · Template inventory
The eight documents of the opening pack, as collected. "Last touched" from file metadata.
| Template | Kept where | Last touched |
|---|---|---|
| Letter of representation — client's carrier | Clio template library | 4 months ago |
| Letter of representation — at-fault carrier | Clio template library | 4 months ago |
| PIP application cover | Google Drive / "Forms FINAL" | 13 months ago |
| Policy-limits disclosure request | Google Drive / "Forms FINAL" | 7 months ago |
| HIPAA authorization | Google Drive / "Forms FINAL" | 2 years ago |
| Letter of protection — provider | a paralegal's local folder | 10 months ago |
| Client welcome packet | Google Drive / "Forms FINAL (2)" | 16 months ago |
| Intake questionnaire | printed sheets at the front desk | unknown |
Finding in passing: three storage locations plus one local folder and one paper form. The proposed state versions all eight in one place (document 04); the "Forms FINAL (2)" folder name is its own small argument.
C · Interview log
On small screens the log is wider than the page — it slides sideways.
| Session | With | Length | Form |
|---|---|---|---|
| Initial interview | managing partner | 90 m | recorded, transcribed, consented |
| Deep dive — day 1 | intake paralegal | 60 m + shadowing | recorded, transcribed, consented |
| Deep dive — day 1 | case manager | 55 m + shadowing | recorded, transcribed, consented |
| Deep dive — day 2 | assigned attorney | 25 m | notes, consented |
| Log replay | paralegal + case manager | 2 × 90 m | screen session over the activity log |
D · Method note
Measured: hands-on times from activity-log timestamps where steps happen in-system; off-system steps (calls, paper) timed live during shadowing and cross-checked against the people who do them. Medians used throughout; no averages (case I would distort them).
Estimated, and marked as such: monthly volumes (the firm's figure), hourly rates (the firm's figures — salary plus overhead), out-of-scope item sizes (owner estimates — recorded, not audited).
Not measured: anything inside client files or medical records — the audit reads how work moves, not its contents. Proposed-state times are engineering estimates until build 1's training mode measures them; document 07 defines how they get proven or disproven.
Review: every figure and finding in this workspace passed a business and a technical review by two partners before delivery.
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