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