SharePoint for information Management in The Legal Profession
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Transcript of SharePoint for information Management in The Legal Profession
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Using SharePoint to drive information managementfor Service Improvement
189351.I
Speaker: Rita ArrigoEmail: [email protected]: 0488 486633www.linkedin.com/in/rarrigo
Date: Wednesday August 24th
About Rita Arrigo Graduate of Engineering and Marketing Over 20 years in Technology 10 Years in Online and Digital SolutionsKey Clients
Passionate about the benefits of TechnologyFlexible and add value across sectors
About Me
Agenda
Information management maturity Workshop Attendees Discussion and Results Translation Key Features of SharePoint to Deliver on IM Requirements Case-studies from
1. National Australia Bank2. Gilbert+Tobin3. Mallesons4. Corrs Chambers WestGarth
A road map for your service improvement needs from a legal perspective with SharePoint, search and business intelligence quick wins
IM Maturity
Level Name Detail
Level 1 Aware There is an awareness that problem exists but the organization has taken little action regarding data quality
Level 2 Reactive Awareness and action occur in response to issues. Actions is either system or department specific
Level 3 Proactive Information Development is part of the IT Charter and enterprise management processes exist
Level 4 Managed Information is managed as an enterprise asset and well-developed engineering processes and organisation structures exist
Level 5 Optimized Information Management is a strategic initiative, issues are either prevented or corrected at the source and best in class solution architecture is implemented. Focus is on continuous improvement
The Meta Group discusses Information Management Maturity based on 5 levels as follows:
The issue
Legal Practitioners need to obtain information from multiple applications through the day‒ Billing Information‒ Work Product‒ Saved Email‒ Matter Contacts‒ Forms
Launching Various applications to navigate complex menu resulting in frustration and time wasted
Based on the International Legal Technology Association (ILTA), managing e-mails management is the No 1 issue
What does the Legal Community want?
Greater Control over Content Ability to collaborate with the team and their clients A framework that supports
1. The discovery and preservation of all enterprise content
2. Manages the document lifecycle in compliance3. Content that is easy to find4. Collaborative creation and tagging
How do you best utilise your intranet, Extranet and Internet for better customer engagement?
Business User Experience
Business Collaboration Platform
Data Infrastructure and BI Platform Data Infrastructure and BI PlatformAnalysis ServicesReporting ServicesIntegration ServicesMaster DataData Warehousing
Integrated Content and CollaborationThin ClientsDashboardsBI SearchContent ManagementCompositions
Familiar User Experience Self-service Access and InsightData Exploration and AnalysisPredictive AnalysisData VisualizationContextual Visualization
Our Solution Layers
Enterprise
Team
Extranet
Business Applications
SharePoint across the enterprise
Individual
Division
Internet
Reduced Training – The consistent platform means that there is less training, and users can use the same familiar office interface for intranet and extranet.
Scalability - SharePoint 2010 can include tens of millions of items in a single library. Files can be intelligently routed and stored based on metadata, eliminating the need to identify exact folder locations.
Document Repository Integration – Microsoft has worked with the ECM ecosystem to drive rich integration with Documentum, OpenText, Meridio, and TRIM. Other integration is provided through the External Storage API.
SharePoint also integrates with SAP, Siebel, Oracle, and MS-CRM.
Workflow Events – SharePoint 2010 extends your workflow options and capabilities, by providing pluggable services. So your workflows can go beyond SharePoint, so that can deploy workflows that can interact and integrate with external systems such as SAP, CRM, and custom applications.
Internet
Intranet
Extranet
Implementing an IM Strategy
Key Example is the client portals 1. Consistent navigation experience across multiple
environments (i.e. the intranet and extranet), allows the experience to be similar for both clients and internal users.
2. Collaboration allows for a cultural shift. This means that the big impediments uninterested end-users and lack of senior management buy in can be reduced as the framework is adding value and not creating extra work
3. Enforcing metadata and governance strategy in SharePoint is can be formal or allow for social features like tagging, usage ratings
Intranet
Extranet
Internet
IntranetIntranet Features
Business Intelligence eg :Executive Dashboards and personalised dashboardsMobile Enabled AccessEvent Planning and other project sitesRecently Authored Content and ability to post, tag and likeExpertise FindersSocial Networking Features, Wiki’s BlogsService Portals
Intranet
Intranet
Extranet
Intranet
Extranet
Internet
Extranet FeaturesFlexible Security Options including Active Directory or directory services like Forms Based Access ControlSearch features available to any level as SharePoint now trims contentBusiness Connectivity Services now supports read and write operations with LOB applicationsClient PortalExpertise SearchSocial Networking Blogs, wiki’sJob Candidate Applications
Extranet
Internet
Intranet
Extranet
Intranet
Extranet
Internet FeaturesCross-browser supportW3C standards and accessibility complianceDynamically Changing Page LayoutsIn context Text EditingOne Click Page Creation or Office EditingEasy to add rich media via a specialised asset libraryProduct Catalogues Multi- Media ContenteCommerce Features
Internet
Internet
Discuss and EngageEnable team interaction with social media tools
Discuss and share insights with a rich blogging experience
Locate useful information with content rating and navigation with tag clouds
Relevant SearchFind structured and unstructured data
Find reports, workbooks, and people seamlessly with relevance
Refine and filter to get what you want the first time
Increase visibility into key team and organizational
objectives with dashboards
Display business data in context
Enable continuous analysis and iterative decision making
with new chart types
See interdependencies with strategy maps
Increase Organizational VisibilityTrack key metrics
About Metadata in SharePoint
Metadata drives discovery and action− Navigation− Search− Interaction
− Rating− Comments− Tagging
Managed− Taxonomy
Unmanaged− Folksonomy
Features and Benefits
Office integration Word Automation Services The Content Organizer Metadata
‒ Navigation Compliance
‒ Multi-stage disposition Accessibility
What’s Makes A SharePoint Document Different? Metadata
‒ Finding content‒ Managed metadata services
Content Types Rich media management Document Sets
FolksonomyManaged Taxonomy Open Hierarchies
Level of Control
Glo
bal
Loca
l
Scop
e
Case Study
1. Gilbert+Tobin2. Mallesons3. Corrs Chambers WestGart4. NAB5. Brit & Gordon
Gilbert+Tobin Lawyers
200 Lawyers rolled out FRANK – For Realising Advocating and Networking Knowledge based in SharePoint
The new system presented content in a refreshing newway with more of a familiar website look and, as a result, usage of FRANK significantly increased. Collaboration was an important feature with lawyers
contributing content and being actively involved in peer review.
The Result
The result, according to the knowledge manager, lawyers could produce higher quality work and be far more efficiently.
The cultural shift was managed by clearly developing the information life cycle management, removing the reliance on e-mail and file sharing, driving improved content management through collaboration and locking down permissions into folder and document levels
Corrs Chambers Westgarth
Approx 600 staff and 600 lawyers BI Platform that delivered data to partners including
‒ Staff Utilisation‒ Work in Progress‒ Team Members Billable Hours
Looking to extend BI Platform beyond partners to managers and other staff and ensure the metrics were relevant to them
Issues current platform expensive to licence and difficult to use, resulting in rogue reports and different versions of the truth
Solution
Proof of Concept Development based on Microsoft SQL Server
Also CCW were fully licensed for SharePoint Able to extend their BI with familiar tools so that every
team can have access to utilisation and budgetary information.
Ability to calculate value of marketing due to accurate profitability analysis.
Mallesons Connect
Mallesons wanted to provide predictable service levels, demonstrate value, provide round the clock service.
Mallesons Connect provides clients with‒ Project Progress‒ Financial Reports‒ Alerts‒ Training‒ Resource Availability
People Finder
Users can update the details on intranet and automatically be available on Internet
Lewissilkin
Innovative Law Firm in the UK with 300 employees They needed a simplier more scalable method for
sharing documents with clients. They wanted to integrate an extranet to the firms
existing intranet document library. They used SharePoint for both their intranet and
extranet using the built in security of forms based authentication and rights protected content.
Result
Saving money in maintaining just one document management and collaboration platform and reducing their training budget as they were already familiar with the SharePoint Intranet.
NAB – Business Intelligence
The Vision• To reposition NAB
Finance as a Service Delivery Organisation
The Journey• Worked with NAB BISC to establish
key operational issues:• Knowledge Management• Operational Sources of
Information and the need FAQs and a central repository
• Difficulty in Finding Reports• Engaged end-users of
finance data to understand their needs
• Worked with Microsoft for hands on experiences to enable learning like the Customer Immersive Environment.
• Pitcher Partners designed and developed the Proof of Concept
The Result NAB - Proof of Concept
Accordion to easily display large sets of information and ratings of documents based on usage.
About the Proof of Concept• Vision to reposition NAB Finance as a Service Delivery Organisation• Demonstrate the business intelligence capabilities of SharePoint 2010, SQL Server 2008 R2, SQL Server Analysis Services.
Demonstration 1 – The Portal
Scenario One
End User Customer of The Finance Department
Searches Service Catalogue and finds the Banker Dashboard
The Service Catalogue
IncludesSilverlight PivotSee for more detailshttp://www.microsoft.com/silverlight/pivotviewer/For a live example:http://www.microsoft.com/silverlight/case-studies/
Scenario Two
Power User of the Finance Department - Developing a report for consumption by the business
This report is to show the sales of a particular service line of the last few years
The demonstration is designed for a power user
Banker DashBoard
Demonstration 3 – BI Portal
Scenario Three
New Employee to the Finance Department
Finding out about a service offering Locate a Service Owner Search for relevant documents
Demonstration 4: Application Browser
Scenario Four
Knowledge Management as an employee of the finance Department
Managing FAQ’s Creating Video Updating Wiki’s
Demonstration 5: Support
SharePoint Website
SharePoint 2010 For The Web and Intranet at Bendigo Regional Tafe• Ability for non-technical users to manage the site with daily updates.• Provides easy to update content authoring• Enhanced Search Capability• Allows prospective students to see multimedia examples and student testimonials of the experience of students who have studied with Bendigo TAFE. • The website includes an online course application form which is processed internally by Bendigo TAFE staff using a specific Student Journey Management site built using SharePoint 2010 on their intranet.
The Gordon – SharePoint 2010
SharePoint 2010 For The Web• Course List Searchable and integrated to course database• Easy to update all interactive components of the site• Provides easy to update content authoring• Integrated Twitter Feed
Think Strategically
Position yourself well to reach your audience, enhance your brand & deliver business objectives
A Search Driven Application
Developed with a combination of components including
Federated Results Web Part
custom rank profiles
extensions built with SharePoint Designer and/or Visual Studio.
Search Driven Applications so what
It allows the ability organize results by customer, then drills into that customer with a single click. It brings in line-of-business data using Business
Connectivity Services (BCS), - This could be a practice management system.
then applies custom property extraction to it using the content processing pipeline.
Acting on search results, a user can create an email from selected results, schedule meetings, visit a team site, or even use the capabilities directly within SharePoint, such as social search, using SharePoint workflows.
About Enterprise Search
Enterprise Search makes an organization’s content accessible to employees, customers, and partners. Most people use web search (like Bing or Google) regularly at home, and expect search inside the firewall to be the same.
But Enterprise Search is different. Rather it must ‒ connect different systems, ‒ different types of files,‒ provide security and access control.
Corporate searchers prefer fewer but highly relevant results, and often there is only one "right" document.
Why SharePoint Search? The structure and metadata of corporate data is important, as are
company-specific vocabularies and taxonomies. The "box, button, and result list" paradigm used for the past 25
years in web search is limiting. With high-end search it's possible to deliver more effective and
compelling search experiences. FAST Search for SharePoint delivers a better search experience
out of the box. The box, button, and search results are still there, but the overall experience is quite different. The search experience provides better results faster by being visual, conversational, social, and contextual
The Out of the Box view
What Next
Confirm Vision•Ensure Vision is aliged to firm strategic Goal
Establish key User requirements•Early engagement with a working group leads to users embracing the solutions
Proof of Concept or Pilot•This will allow for management commitment
Use Design to ensure usability•Don’t be scared to customise. This can really make a difference to your users
From a technology Perspective
Engage with a Solution Partner to work with IT to establish software assets
available
Understand the landscape and where integration to existing system would
create a better experience
Choose a department or process to map and
establish ways to improve the current approach
Why Pitcher Partners?
At Pitcher Partners Consulting we have a strong reputation for the breadth of our business knowledge and pride ourselves on our ability to identify problems and provide successful business solutions.
We offer a unique blend of business and information technology accreditation and experience in developing information systems solutions, running complex projects and delivering value to clients.
We understand that your business goals and objectives are the first priority. We place strong emphasis on identifying areas where technology can improve efficiency and add value.
Our Capabilities Extensive technical skills and breadth of experience in Microsoft
technologies; specialising in SharePoint, .NET and SQL Server.
We are a Microsoft Gold partner with extensive expertise in SharePoint, Internet and Client Portals, Business Intelligence and Search.
We can help you establish your licensing entitlements as many organisation own SharePoint and have not deployed.
All our senior consultants are accredited project managers, providing structure, control and confidence around the delivery of our solutions.