Innovative Use of Technology in the Legal Department

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8 Δεκ 2013 (πριν από 3 χρόνια και 8 μήνες)

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© 2007 Baker Robbins & Company

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Innovative Use of Technology in the Legal Department

Hosted by
David Rohde, Esq.

Baker Robbins & Company

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Our Panel Experts


Peter J. Vissicchio
|

Pfizer Inc.


Business Technology Senior Manager whose team provides technology strategies,
delivery and support to an 800 person Legal organization


14 years w/Pfizer helming systems standardization, cost savings and other IT roles


Mike Russell
|

Liberty Mutual Insurance


Strategic Legal Technologist
-

Enterprise Legal Services


Has spent past seven years supporting the automation for nearly 2,000 users in 60 sites,
including corporate and field legal, internal business clients, and outside counsel


Former law firm consultant, IT Director & CTO, actively involved in ILTA for 14 years


Risa Schwartz
|

Cisco Systems, Inc.


Head of Knowledge Management


Cisco Legal, setting KM strategy and building
resources/tools to provide industry
-
leading client service


Manager of KM at Wilson Sonsini Goodrich & Rosati prior to joining Cisco


Seasoned attorney, practicing law prior to joining the ranks of KM professionals

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Our Moderator


David Rohde, Esq.
|

Baker Robbins & Company


11+ years experience as both courtroom litigator and legal technology project
manager


Implemented new technologies in support of complex litigation and designed and
implemented case and matter management systems


Lead in successful initiatives to re
-
engineer business processes and litigation
workflow


Senior Counsel for Information Technology at the New York City Law Department
prior to BRCo

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Overview of Today’s Panel Discussion

How Existing Technology is Ingeniously Used Today



Drivers for Innovation


Approach to Innovation


Impact of Innovation


Questions & Answers

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Drivers for Innovation

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Drivers for Innovation


Cost savings


Technology shift


Access to data


New business need


Regulatory/statutory/legal requirements


Risk management


Usability improvements


user feedback


Total quality management, six sigma, etc.

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Drivers for Innovation |
Case Study
1

Innovative Use of Technology in Corporate Law Department



Problem:

Need for robust legal data warehouse (LDW) for advanced
analytical reporting


The need for the warehouse arose as Pfizer’s Legal Division completed
the deployment of an integrated set of transactional tools for budgeting,
matter management, patent and trademark administration and electronic
billing


Each individual integrated systems
had particular reporting limitations,
making pulling together data across the multiple systems ranged from
difficult to virtually impossible




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Drivers for Innovation |
Case Study
1

Innovative Use of Technology in Corporate Law Department


Solution:

Build a comprehensive data warehouse that combined each
system’s daily transactional data into an easily accessible, flexible and
manageable structure


LDW built using company standard tools and leverages a corporate
shared service for hosting


Allows IT and users to develop and run complex dashboards and reports
that cross source system boundaries and include capabilities such as
charting and drill down


Day to day operational support and minor enhancements are outsourced
to offshore vendor at highly competitive rates

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Drivers for Innovation |
Case Study
1

Innovative Use of Technology in Corporate Law Department



Technology


Oracle



Leveraging a typical star schema with a small number of fact
tables linked to various hierarchal dimension tables to support drill down
via dimensions such as date/time, department, geography, patent family,
matter etc.


Informatica



Most ETL (extraction, transformation and load) routines


Business Objects



All reports, dashboards and ad
-
hoc access

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Approach to Innovation |
Case Study
2

Innovative Use of Technology in Legal Department



Problem:

Improve process for processing and paying paper law firm and
vendor invoices.


Original process was entering paper invoice data into Excel spreadsheets,
which offered no capability for tracking workflow or reporting, and many
opportunities for error


Despite having over 80% of firms using eBilling, this until still handles a
monthly volume of 5,000


6,000 paper invoices


While most invoices are in the range of 5
-
13 pages, some (quarterly)
exceed a thousand pages

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Approach to Innovation |
Case Study
2

Innovative Use of Technology in Legal Department


Solution:

Shift away from paper, repurpose existing commercial off the
shelf technology to treat invoices as documents in DMS


Allows for capturing basic metadata about each invoice and then
attaching a PDF scan of the paper to the metadata


Workflow functionality implemented to allow work to be assigned to bill
processors and monitored by supervisors, including both age and dollar
value of work in process


Users were equipped with dual monitors to ease the change to imaged
paper and increase efficiency when reviewing bills (on one screen) and
looking up or entering other data on the other screen

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Approach to Innovation |
Case Study
2

Innovative Use of Technology in Legal Department


Technology


Documentum WebTop



Out of the box web front end for the
Documentum Content Management System; customized by internal IT
developers to capture needed invoice attributes; simple interfaces to other
systems of record (i.e. firm names & TINs, etc); workflow (document
lifecycle) and exports of metadata to reporting environment.


Adobe Acrobat Standard



Off the shelf technology used to review and
annotate/mark
-
up bills electronically.

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Approach to Innovation |
Case Study
3

Innovative Use of Technology in Legal Department



Problem:

Need for question and answer collaboration tool for contract policy
explanation and issue resolution that is integrated with e
-
mail, with Q&A
captured in a searchable knowledgebase for re
-
use;
Problem Part Deux
: need to
enhance existing system’s integration with e
-
mail, playbook content and contract
management system


The need for a collaboration tool and playbook repository arose as Cisco and Cisco
Legal expanded globally and business units and attorneys needed to resolve
contract negotiation issues quickly and share information


Original process was to call or e
-
mail colleagues with questions, with each person
preserving written information on their own hard drive; playbooks (annotated guides
to major contracts) were updated when new information was passed from an
individual to the playbook content manager


Current bulletin board system is
partially

integrated with e
-
mail (making responses
to queries cumbersome if the attorney cannot access a browser) and with
playbook’s standard and fallback clauses and explanatory materials, and not
integrated contract management system or document assembly software

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Approach to Innovation |
Case Study
3

Innovative Use of Technology in Legal Department


Solution:

Build a collaboration tool that allowed users to ask and answer
questions; includes capabilities such as e
-
mail notification for new questions,
captured Q&A, auto
-
classification of Q&A, playbook content, and a searchable
knowledgebase.


Built a custom “communities” framework using a third
-
party message board
software


Allows users to access knowledgebase of playbook content and previously
-
asked
Q&A, and to post questions and answers


System functionality allows for Q&A to automatically display in appropriate content
sections, and includes capabilities such as e
-
mail notification for new questions


To
-
Be: respond via e
-
mail or browser; anonymous postings, playbook content
managers' updates uploaded by IT to contract management system

In Progress Solution:
Investigate migrating to wiki platform or upgrading
“communities” infrastructure in order to fully integrate Q&A with e
-
mail, playbook
and contract management system


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Approach to Innovation |
Case Study
3

Innovative Use of Technology in Legal Department


Existing Technology


Web Crossing


“communities” infrastructure, a collaboration server
engine with built
-
in message board functionality,
Solaris v. 5.8

environment; customized by internal IT developers who implemented a
J2EE framework
;
Oracle

database

Investigating New Technology


Wiki / “LAMP” (Linux/Apache/MySqL/PhP) platform



Leveraging wiki
technology to support integration with standard e
-
mail for notifications and
replies to conversation threads, and facilitate editing of content and
playbook materials


Web Crossing upgrade

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Approach to Innovation

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Approach to Innovation

Technology landscape and practicality quotient



Technology Context


Platform


Method/Use/Extension


Tools


Deployment


Support

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Approach to Innovation

Technology landscape and practicality quotient



How do you Research/Define the Technology Approach?


Gartner or Other Institutional Research


Peer Network


Vendor Communities


Web Communities


Other Avenues


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Impact of Innovation

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Impact of Innovation


Lessons Learned


Lessons learned on this project would inform your approach on the next
project


What went right, what went wrong


Cultural Impact


How the innovation was received by the user community



Unexpected benefits


Proliferation of the technology or the idea behind it (e.g. viral effect)


Specific approach to managing the cultural impact


Other ‘culture” issues


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Group Discussion and Questions

Interactive Q&A with the panel…


Share
your

innovative uses of technology….







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Thank You!


Contact the panel members:


Mike Russell


michael.russell@libertymutual.com


Peter Vissicchio


peter.j.vissicchio@pfizer.com

Risa Schwartz



risschwa@cisco.com

David Rohde


drohde@brco.com