Planning & Analysis Activities
The A100 series defines specific activity types that describe how time was spent, as opposed to phase codes that describe what stage of a matter the work belongs to. These codes are used alongside phase codes to provide granular detail on the nature of legal work performed.
Activity & Task Codes
| Code | Description |
|---|---|
| A101 | Planning, strategizing, and preparing for specific tasks, events, or proceedings. This includes preparation for meetings, hearings, depositions, and other scheduled activities. |
| A102 | Legal research including case law analysis, statutory interpretation, regulatory review, and investigation of legal questions relevant to the matter. |
| A103 | Drafting original documents and revising existing documents, including pleadings, contracts, memoranda, correspondence, and other legal work product. |
| A104 | Reviewing and analyzing documents, correspondence, filings, and other materials for substantive legal content, risks, or action items. |
| A105 | Internal communications within the law firm regarding the matter, including team meetings, strategy discussions, and file updates. |
| A106 | Attendance at court hearings, agency proceedings, arbitration sessions, and other tribunal appearances. |
| A107 | Physical or electronic inspection of sites, documents, records, or other evidence relevant to the matter. |
| A108 | Organization, maintenance, and management of the matter file, including document indexing, database updates, and records management. |
| A109 | Planning and analysis activities not covered by other A100 codes. |
Where the Honor System Breaks Down
Activity codes are supposed to add transparency by describing how time was spent, but they are frequently misused or applied inconsistently. The most common abuse is using A104 (Review/Analyze) as a default code for any work that does not have a clear activity classification. Firms may bill hours under 'review and analyze' without specifying what was reviewed or what the analysis yielded. This code becomes a dumping ground for vague time entries that would not survive scrutiny if described with specificity. A105 (Communicate in-firm) should be one of the most scrutinized activity codes. Internal firm communications are necessary, but they are also where the most duplicative billing occurs. When three attorneys each bill 0.5 hours for the same 30-minute team call, the client is paying 1.5 hours for a discussion that may have been more efficiently handled in a 5-minute email. Reviewers should track A105 entries across timekeepers to identify meetings where multiple team members are billing for the same conversation. A108 (File Management) should almost never be billed at attorney rates. File organization, database updates, and records management are administrative functions that should be handled by paralegals or support staff. When partners or senior associates bill to A108, they are either performing work below their skill level or miscoding time that belongs under a different activity.
Read: The Honor System in Legal Billing arrow_forwardBest Practices
Require that A104 (Review/Analyze) entries always specify the subject matter reviewed and the purpose of the analysis
Set a maximum percentage of total billing that can be attributed to A105 (internal communication) — typically 5-8%
Reject A108 (File Management) entries billed at attorney rates unless the work required legal judgment
Require that A102 (Research) entries identify the specific legal questions researched and the outcome
Track A109 (Other) usage and challenge firms that use it for more than 3% of total activity entries
How CounselAudit.ai Helps
CounselAudit.ai automatically validates UTBMS codes on every invoice line item, flags misclassifications, and ensures your outside counsel follow proper coding standards for the Planning & Analysis Activities phase.
See all features arrow_forwardOther UTBMS Phases
Fact Investigation & Development
The L100 series covers all early-stage litigation activities, from initial fact gathering through strategic analysis and budgeting. These codes apply when attorneys are assessing potential claims or defenses, gathering evidence, engaging experts, and developing case strategy before formal pleadings are filed.
Pre-Trial Pleadings & Motions
The L200 series covers the formal initiation and early procedural phases of litigation, including drafting and filing complaints, answers, motions to dismiss, preliminary injunctions, and dispositive motions. These codes apply once litigation has been commenced through formal pleadings.
Discovery
The L300 series covers all discovery-related activities, from written discovery and document production through depositions, expert discovery, and e-discovery. This is typically the most expensive phase of litigation and requires the closest scrutiny during invoice review.
Trial Preparation & Trial
The L400 and L500 series cover all activities related to preparing for and conducting a trial, from witness preparation and exhibit assembly through jury selection, trial proceedings, and post-trial motions. These phases represent the culmination of litigation and carry the highest daily billing rates.
Appeal
The L600 series covers all appellate proceedings, from brief writing and oral argument preparation through post-decision activities. Appellate work is typically handled by specialized attorneys and involves distinct billing patterns from trial-level litigation.
Counseling & Advisory
The L700 series covers non-litigation advisory work, including strategic counseling, regulatory advice, tax planning, and general corporate counsel services. These codes are used for matters where the attorney's role is to advise rather than to litigate.
Frequently Asked Questions
What are UTBMS planning and analysis activity codes? expand_more
Planning and analysis activity codes (A100 series) categorize the specific activities within any litigation phase that involve strategic planning, legal research, factual analysis, and case assessment. These cross-cutting codes can be paired with any phase code to provide granular detail about what type of work was performed.
How do activity codes work with UTBMS phase codes? expand_more
Activity codes are used alongside phase codes to create two-dimensional billing classification. For example, an entry coded L300 (Discovery) with A104 (Legal Research) indicates research performed during the discovery phase. This combination enables clients to analyze spending by both what phase and what type of activity drove costs.
Why are planning activities important to monitor in legal billing? expand_more
Planning and analysis activities can be inflated because they represent intellectual work without tangible deliverables. CounselAudit.ai monitors the ratio of planning-to-execution activities within each phase, flagging matters where research and analysis hours significantly exceed benchmarks relative to the actual motions filed or documents produced.
What is the difference between A101 and A102 activity codes? expand_more
A101 covers developing and revising the overall plan or strategy for a matter phase, while A102 covers specific factual analysis and investigation. The distinction matters for cost analysis — excessive A101 (planning) time may indicate inefficiency, while A102 (factual investigation) may be justified by matter complexity.