Post on 11-Jan-2015
description
Project Management Tools for E-Discovery and Litigation Support
Two Firms Share Their Experience Designing and Implementing Project Management Tools For E-Discovery and Litigation Support
Panelists
Steven Clark, Director of Litigation Support, Lathrop & Gage
Guy Wiggins, Director of Practice Management, Kelley Drye & Warren
Background Initial Objectives
Track and document client-related work Gain better visibility into firm needs & staff workload Creation of centralized “knowledge bank” Lay foundation for increased scalability
Selection of Platform Criteria
Web-based (Truly) Customizable Few obstacles to “buy in” Cost
Options “Lit Support” specific tools Create your own market
Background
Getting Started Identified goal(s) and what was important Sketched out what the tool should do Detailed the points/fields that needed to be captured
Overview of Current System
Functionality of the Current System Mechanism to capture complete record of client-based work
Matters Tasks Activity Case Team Members Type/Name Application/Tool Utilized
Office Date Requested/Due/Complete Details of Work Performed Notes/Description Description Reference Files/Documents
Data Storage Reference Files/Documents Time SpentMedia Deliveries/DetailsAssigned To
Status Track other department responsibilities (assets, applications, lit holds)
Benefits Transparency of workload/service levels Full reporting/administrative dashboard Permanent (and published) record Collaboration & accountability
Lathrop & Gage OverviewTrack
Matters
Track Tasks
Track Activit
yOther
Concerns
Lathrop & Gage OverviewComplete “Lifecycle” of a Matter…
Matter Info.
Case Team
Members
Tasks
Activity
Media Deliverie
s
DataStorage
Vision for Future
Plans for Additional Functionality Integration with other firm applications
Email (MS Outlook) Time Capture (Elite)
Increased exposure and interaction with non-Lit Support members of the firm Embedded forms/reports for “public” consumption
Developed workflows to increase efficiencies
Expansion of User Base Dashboard and tailored reporting created for Firm
management (Chair of Lit., COO, CIO) Possible for Dept./Practice leaders
Kelley Drye & Warren Overview
System Started with a Simple Form to Manage Productions
Expanded to Track all Document Load Requests
Two Different Forms/Lists in SharePoint Would be nice to have one integrated database
Background Initial Objectives
Reduce risk and errors around productions Create a central database of production specs Educate attorneys on production specs Gain better visibility into firm needs & staff workload Creation of centralized “knowledge bank” Improve workflow communications
Selection of Platform - SharePoint No cost – we were already using it Almost no programming required Very quick and easy to build basic “workflow lite” tool
Functionality of Production Form
Form captures all information required for a production, Project Manager assigns tasks, attorney and analyst are notified
Matters Tasks Activity Database Type/Name Attorney certifies QC
Office Date Requested/Due/Complete Alerts notify attorney Notes/Description Description Reference Files/Documents
Reference Files/DocumentsMedia Deliveries/DetailsAssigned To
Status
Benefits Form educates attorneys on all production specs Certification requirement by attorney improves QC and reduces risk Transparency of workload/service levels Permanent (and published) record Collaboration & accountability
Kelley Drye & Warren Overview
Kelley Drye & Warren Overview
Kelley Drye & Warren Overview
Example of a simple OOTB SharePoint Alert
Data Loading Form
Initial Objectives Make more user friendly – goal is to have attorneys fill this
out Reduce risk and errors around data loads Educate attorneys on e-discovery specs Gain better visibility into firm needs & staff workload Creation of centralized “knowledge bank” Improve workflow communications
Development Effort – not as OOTB More programming to build web form (could be done with
InfoPath – we used aspx) More sophisticated alerts also required programming
Functionality of Document Loading Form
Form Captures All Requests to Add Data to Any of Our Systems, Including Concordance, CaseMap, TextMap
Designed to be Client Facing – Attorneys Fill Out the Form Information From Form Kicks Off Alerts and Workflow Matters Tasks Activity
Client/Matter StatusDatabase Type/Name Analyst is notifiedOffice Date Requested/Due/Complete Alerts notify attorney of statusNotes/Description Description Reference Files/DocumentsData size Reference Files/Documents
Media Deliveries/DetailsAssigned To
Benefits Form educates attorneys on all loading requirements specs Transparency of workload/service levels Permanent (and published) record Collaboration & accountability – workflow lite
Loading Request Form
Loading Request Form Details
Loading Request Alert
Vision for Future
Plans for Additional Functionality Integration with other firm applications
Email (MS Outlook) Time Capture (Aderant)
Create reports to capture and analyze metrics Integrate the different lists into one system
Will wait until SharePoint 2010 – MOSS is not very relational
Create KPI’s and a better dashboard for Lit Support Managers
Tips for Getting Started
Start Small – Solve a Pressing Problem
Define the Problem You are Trying to Address
Prioritize Your Needs
Seek Staff Input/Wish Lists
Relax…
Q&A