Law Firm Workflows That Are Not New Business Or New Employee

Presented By:Blair Collins and Jonathan TalbotBlair Collins and Jonathan Talbot

PresentersPresenters

Blair Collins Jonathan TalbotBlair Collins

• Workflow Applications Specialist

Jonathan Talbot

• Director – Enterprise Systemsp

• Ogletree Deakinsy

• DLA Piper LLP(US)

Open ProjectOpen Project

Request FormRequest Form

• Fields for project name, requester, and assigned emplo eesassigned employees

Finalize Form

• Displays entered datap y• Options to open or decline the request

Open ProjectOpen Project

RoutingRouting

• Requester submits form• Review group opens or declines it

IT Change ManagementIT Change Management

Request FormRequest Form

• Fields for reason, plans, resources, and affected itemsaffected items

• Listing fields have accompanying notes fields• Attachment for documentation• All information in one easily referenced placey p

IT Change ManagementIT Change Management

RoutingRouting

• Requester can save template or submit• Request goes through committee approval• Emergency option by passes committee• Process notifies parties at implementation time

Temporary User AccountTemporary User Account

Request FormRequest Form

• Full name• Start and end dates• Position and location information• Manager will report to• Reason for temporary accountReason for temporary account

Temporary User AccountTemporary User Account

Account Creation Sign Off FormAccount Creation Sign Off Form

• Has line item for each of firm’s systemsA• Accounts creator marks created accounts

• Accounts creator marks unneeded accounts as such

Temporary User AccountTemporary User Account

RoutingRouting

• Request is submitted• HR needs to approve temporary hire• IT fulfills the request• IT can send to management for more approval• Process notifies interested parties at expirationProcess notifies interested parties at expiration• End date can be extended if necessary

Employee Personal InformationEmployee Personal Information

Request Form & RoutingRequest Form & Routing

• Form pulls all of user’s personal information• User updates incorrect data and submits• Forms submitted with changes go to HR to be

updated in the system

Exception Rate ChangeException Rate Change

Request FormRequest Form

• Option for client or matter level changes• Client or matter look up displays current rates• Multiple rate changes on same client or matter• As rates are entered, current rate is shown• All necessary approvers for change are All necessary approvers for change are

displayed on the form

Exception Rate ChangeException Rate Change

RoutingRouting

• Requester submits formA ff• All affected billing attorneys must approve

• Then all affected practice group leaders must approve

• Practice group leaders do not re-approve if g p ppthey approved as a billing attorney

• Once approved rates are updated in systemOnce approved, rates are updated in system

Copy RequestCopy Request

Request FormRequest Form

• Matter lookup for tracking billable expensesA f• Attachment area for documents to be printed

• Options for orientation, size, stock and color of paper

• Select color or black & white printingp g• Binding type and location options• Number of copies and collation• Number of copies and collation

Copy RequestCopy Request

RoutingRouting

• Requester saves template or submitsf• Goes to copy center for internal handling or

out sourcing• Once output is delivered the request is marked

complete and archived

Conference Room RequestConference Room Request

Conference Room Request FormConference Room Request Form

• Reserve up to three rooms at a time• Drop downs display rooms & track capacities• Recurring schedule booking like in Outlook• Does not allow conflicting reservations• Room layout optionsRoom layout options• Sends email notifications to invitees

M l k f d d f• Matter lookup for description and reference

Conference Room RequestConference Room Request

Conference Room Request Form (continued)Conference Room Request Form (continued)

• Special requirements options such as additional refreshments ideo conferencing media or IT refreshments, video conferencing, media or IT services, or an Internet connectionS• Special requirement options trigger an additional form for more information

Conference Room RequestConference Room Request

Room Requirements FormRoom Requirements Form

• Can specify if need a real-time A/V call, comp ter or other A/V eq ipmentcomputer, or other A/V equipment

• Can specify additional food or beverages fincluding making specific requests

• Air conditioning left on for after hours meetings• Other objects such as signs or easels

Conference Room RequestConference Room Request

RoutingRouting

• Requester submits request which reserves roomf• On day of reservation setup groups are

notified to prepare the room• Shortly before reservation invitees are emailed• At end of the day cleaning group notifiedy g g p• After cleaning the request is archived

Thank YouThank You

That concludes my piece of the presentationThat concludes my piece of the presentation.Thank you for your time today.

Jonathan Talbot

will now continue with his portion of the session.

AgendaAgenda

• Background/HistoryBackground/History• Getting your act together

f• The “Conference Room Pilot”• DLA Piper Processes• Expense Reporting• ChallengesChallenges• Questions – we’ll do our best to answer

Background/HistoryBackground/History

• Purchased for New Business IntakePurchased for New Business Intake• Sat on the shelf for a while• Internal discussion & debate• Internal discussion & debate• Quick survey of tools put it right at the top of

BPMBPM• Let’s build something rather than waiting to

investigating other toolsinvestigating other tools• Picked a simple (???) process and moved

forwardforward

Getting your act togetherGetting your act together

• Explain to stakeholders and developers business casep p• Get their Buy-in• Give developers appropriate training• Pick something that is a quick win• Make it fun• Don’t feed the animals do feed the developers • Don t feed the animals – do feed the developers

(especially brownies)• Seed knowledge within teams -- offer training to

generate ideas and expertise• Move into conference room pilots with developers, a

consultant and business expertsconsultant and business experts

Agile DevelopmentAgile Development

The “Conference Room Pilot”The Conference Room Pilot

• Worked with Metastorm to get started (contract, g ( ,resources)

• Decided on Conference Room Pilot approach• S i M t t d l i f k t • Senior Metastorm developer comes in for a week to

provide quick start and knowledge transfer• Define Business Process prior to pilotp p• Make sure Business experts are available during pilot,

(present is better)• Sh / t k h ld l d ft h t • Show users/stakeholders early and often what you

are building• Come out of pilot with a working prototypep g p yp

DLA Piper ProcessesDLA Piper Processes

• Expense Reporting – more on this laterExpense Reporting more on this later• International Invoices • Sales Pipeline• Billing Exception• Project Provisioning• Application ProvisioningApplication Provisioning• Server Provisioning

DLA Piper ProcessesDLA Piper Processes

• eLAQeLAQ• Litigation Support Billing• Litigation Support Process• Historical Edits – Kronos• Storage Provisioning

Expense Reporting – detailsExpense Reporting details

• Potential user base of around 3000 • Prior process involved manually entering on a form and

submitting via paper • New process allows attorneys and staff to monitor the progress • New process allows attorneys and staff to monitor the progress • We finally have the ability to identify bottlenecks with solid

evidence rather than theories • We now have a much better way to examine our travel

expenditures • New process reduces the amount of paper used - in line with New p ocess educes e a ou o pape used e w

the firm's “Sustainability Initiative" • Attorneys and staff are reimbursed more quickly – yeah!!!

Expense Reporting – detailsExpense Reporting details

• Wizard type approach asks questions to automatically map expenses to GL, saving Accounting time

• Integrates with the firm's Accounting System by calling Elite's Web Services Web Services

• Extensive use of administrative forms to allow the application owner to maintain the system Fi ' l li b il i h i h • Firm's approval policy built into the system - in the past users may have been confused on how to apply the firm's policy

• Ability to approve via email is crucial in our environment • Technical Info: 35 Forms, 25 Stages, 83 Functions/Stored

Procedures, 10 Custom Tables, nevermind the 60+ "Common" objects….so much for simple!objects….so much for simple!

Expense Reporting – Main pageExpense Reporting Main page

Expense Reporting - WizardExpense Reporting Wizard

Expense Reporting - UtilitiesExpense Reporting Utilities

ChallengesChallenges

• No magic or silver bulletNo magic or silver bullet• Environments dev/test/stage/production• Internal Roadblocks• Internal Roadblocks• Change

L k & F l• Look & Feel• Training• Business Buy-in• Rollout

Questions – we’ll do our best to answer

• Calculator DiscussionCalculator Discussion