creative uses of workflow/products randy steere, consultant jo haraf, cio morrison & foerster...

Creative Uses of Creative Uses of Workflow/ProductsWorkflow/Products

Randy Steere, Consultant

Jo Haraf, CIOMorrison & Foerster LLP

Workflow ProductsWorkflow Products

General Workflow Engines MetaStorm WorkflowGen FloSuite

Highly Integrated Solutions Relay LegalKey

Client/Matter Intake ProjectClient/Matter Intake Project

Many times the first project executed Typically an obvious project Also more complicated project

Visible to practically everyone Hard to roll out incrementally Many steps and approvals A lot of disparate information

Benefits of Client/Matter IntakeBenefits of Client/Matter Intake

Speed up process Especially across offices Easier data entry

Capture more information Better conflict checking

Easier to understand conflict results Capture and store all information online

Documents Conflict results and resolutions Waiver letters

Streamline routing/approval rules

ChallengesChallenges - Integrations - Integrations

Internal Conflict Checking External Conflict Checking Confidential/Ethical Wall/VIP checking Accounting Marketing Records Docket/Calendaring

ChallengesChallenges - Database - Database

Writing to the Application Databases API or Importer or Direct Write Custom fields

Basic information for time entry Basic information for conflicts Complete information later Requires knowledge of business rules

ChallengesChallenges - Emails - Emails

This project can result in many emails Notifications of ToDo items Followup questions Notification of Client/Matter number Conflicts results

Don't want to spam people Rollup of emails  Email reply Links within an email to an action screen Application Screen Only

ChallengesChallenges - Conflicts - Conflicts

Conflicts result Ranking Highlighting (colors) Screen v. paper presentation Drill down capability

Resolution procedures Streamline clearing obvious items Force more attention to important items

ResultsResults

Highly automated Paperless Streamlined Better risk management Faster response to client

Morrison & Foerster LLPMorrison & Foerster LLP

~1,000 attorneys 19 offices

United States, Europe, Asia Practices with a technology spin

Litigation, Business (many sub-groups), Tax, Labor

Microsoft shop Compaq, Cisco, SANs (TBD) HP notebooks, desktops, printers

MoFo Workflow HistoryMoFo Workflow History

Selected Metastorm eWork (8/2001) Completed Projects

Client/Matter Intake (Live 2/2002) Technology Purchasing (Live 1/2003) Matter Change Management (Live 7/2004) Lateral Partner Intake (Live 8/2004) Client facing idea submission . . .

Queued Projects

Workflow Programming ResourcesWorkflow Programming Resources

Workflow Head Count

0

1

2

3

4

5

2001 2002 2003 2004

Trained Dedicated FTE

Technical and Personal Skills SQL .Net Patience Business Process Design

Automat: Client/Matter IntakeAutomat: Client/Matter Intake

Initiated by secretaries Portal view for attorneys Volumes

1,000 folders/month 50% of folders become new matters

Integrated with Elite Report generation reduced from

24 to 4 hours Phase II – IP processing Phase III – Pro Bono matters

ConflictReport

Creation

ConflictResolution

New MatterOpening

AutoMat Processing TimesAutoMat Processing Times

0%

20%

40%

60%

80%

100%

Jan Feb Mar Apr May Jun Jul

Ho

urs

Conflict Report Creation Attorney Conflict Resolution

New Matter Opening

MoFoDepotMoFoDepotTechnology PurchasingTechnology Purchasing

Vendor Archive

Order Received

OrderRequest

Order ProcessingHardwareSoftware

MaintenanceConsulting Services

Approval

Launched after Six Sigma review Primary concerns:

Order visibility Vendor delivery time

Reports time by stage Internal processing <= 3 days Volume: ~ 150 POs/month Integrated with Access

Standard configurations Vendor contact information

MoFoDepo GadgetMoFoDepo GadgetFrom Purchasing ViewFrom Purchasing View

MoFoDepoMoFoDepoFrom Management ViewFrom Management View

The alternative to email

Matter Change ManagementMatter Change Management

Simple design; no 3rd party system interfaces

Common notification reduces inconsistencies among silo systems

To Do list reduces missed changes

Opportunity for independent groups to work together - Project “Titanic”

Secretary

Group ProcessingPatent

New BusinessAccounting

RecordsTrademark

Archive

Lateral Partner IntakeLateral Partner Intake

Immediate notification of incoming partners

Visible to: Firm-wide administrative

management Office management Sponsoring partner

Over 100 assignments launched by one “submit”

A full year’s worth of tasks

New PartnerAccepts

Notify Firm-wideManagers

Notify LocalOffice Team

Sponsor

Lateral Tasks Lateral Tasks for One Firm-Wide Resourcefor One Firm-Wide Resource

Best PracticesBest Practices

Follow standard development policies

Use “façade” development

Implement .Net for table management and reporting

Leverage the same team for discovery and development

Include attachments in the database

Creative Uses of Creative Uses of Workflow/ProductsWorkflow/Products

Randy Steere, Consultant

Jo Haraf, CIOMorrison & Foerster LLP

jharaf@mofo.com