SharePoint 2013 – Can you make it work for your firm?

Dora M Tynes

Chief Knowledge Officer

Sheppard Mullin LLP

James Tuvell

Director of Knowledge Services

Fox Rothschild LLP

Matt Van Ordstrand

Director, Practice & Client Services

Winston & Strawn LLP

Mark Soriano

Application Development Manager

Seyfarth Shaw LLP

OUR PANEL

• 15 Offices

• 2nd largest law firm in California as of Q2 2014

• 650 attorneys in 15 offices

• Over 1300 users

• IT = 62

• KM = 3 teams [KM (5)/ Library (9)/Lit & Trial Support (8)]

• 1 Developer ‘light’ + 1 SP UI/Content Administrator

Sheppard Mullin: Firm Stats

International law firm with large presence in California

• Roughly 1300 users and 600 attorneys representing

• 19 offices in 9 states coast to coast

• KM Department consists of

o Library Services [9] o Business and Competitive Intelligence [5] o Knowledge Solutions [6]

Fox Rothschild: Firm Stats

National law firm that provides a full range of legal

services to public and private companies.

• Roughly 1900 employees, 450 partners

• Large IS division comprised of:

o IT o Library Services o Records & Docket o Practice & Client Services

• Practice & Client Services

o SharePoint o Developers o Business Analyst o Data Integrity

Winston & Strawn: Firm Stats

International law firm headquartered out of Chicago with

18 offices around the world.

Seyfarth Shaw: Firm Stats

International law firm that incorporates the core principles of

Lean Six Sigma to deliver legal services

• 800 attorneys in 14 offices

• Over 1800 users

• Development Team

o 1 SharePoint Architect

o 1 SharePoint Administrator

o 1 User Interface Designer

o 1 Release Engineer (Certified Scrum Master/Product Owner)

o 6 Developers

SharePoint 2007 – still in production

• Firm Portal/Intranet

• IUS Enterprise Search for DMS, Westkm, SP content

• Conduit to various LOB data via iFrames or web parts:

o Financial, Docketing, Business Intake, Conflicts, Etc.

SharePoint 2013 – in staging mode

• Enhanced firm Portal/Intranet

• New enterprise search solution

• Deeper integration with LOBs

Sheppard Mullin: Existing SharePoint Environment

Sharepoint 2010 [2 Farms]

• Extranets

o Client Deal Rooms

o Custom Templates

o Lateral Recruitment

• Intranet

o Content Publishing

o Team Collaboration (Attorneys and Staff)

o Custom Solutions

Fox Rothschild: Existing SharePoint Environment

Winston & Strawn: Existing SharePoint Environment

SharePoint 2007

• Firm Intranet

• Client Extranets

• Matter Workspaces (non DM docs)

• Countless point solutions

SharePoint 2010

• DM Houston Office

• Enterprise Search

• Various point solutions

Seyfarth Shaw: Existing Environment

How we use SharePoint

• Extranet - Collaboration platform for clients/attorneys

• Intranet - Enterprise Custom Apps, Firm News, Directory

SharePoint 2010

• Not mobile responsive

• Web Controls - Server-side approach

• Search crawling slow

• Search results not intuitive

• Move off SP 2007

• Enhance user experience

• Clean up clutter

• Return to FAST for Enterprise Search

• Ready for Office 365 & Mobility

• Slowly push out social components

Sheppard Mullin: Why SharePoint 2013/ Justification

Sheppard Mullin – First law firm to implement SP 2007

Fox Rothschild: Why SharePoint 2013

IT

Microsoft Answers our Complaints

Two Complaints and a Wish:

• SharePoint had no upgrade path.

• We can’t find enough development talent.

• The Wish: Microsoft wants everyone on Sharepoint in the Cloud.

Fox Rothschild: Why SharePoint 2013

Relationship Status: It’s Complicated

Thumbs Up:

• Better Upgrade Path!

• Services Based Architecture

• Standards Based Development

• (aka: More developers can work in the environment)

• No Managed Code

• Mobility out of the box

• Works better with Office

Thumbs Down:

• No “Power User” Development

• Most (if not all) code must be redeveloped

• Learning Curve for Existing Staff

Winston & Strawn: Why SharePoint 2013

Enterprise Content Management (ECM) project

• New Search

• New DM

• New Intranet

Foundational Platform for future

• Collaborative

• One electronic client file

• Find stuff

• Document Management

• Mobility (One Drive for Business)

• True working environment for our lawyers

Seyfarth Shaw: Why SharePoint 2013

Mobile Responsiveness

• SeyfarthLink - Seyfarth Shaw’s client collaboration platform needed to be supported on mobile devices

Search

• Faster

• Office Web App

• Document Preview

Performance

• Browser Compatibility

• Client-Side Scripting

Sheppard Mullin: How Are We Doing It

Survey & focus group interviews with heavy attorney participation

• Confirm priority of areas for improvement

Technology committee participation in build out process

• Wireframes

• Fully fleshed out design (look & feel w/color & fonts)

• Partnered with various vendors along the way

Lots of checkpoints along the way

• Sign offs at every phase completion

Getting ready for initial live testing

Fox Rothschild: How are We Doing It? Are we there yet? Are we there yet? Are we there yet? … Where are we anyway?

We are at the very beginning.

• Complete, Ground up, re-Architecture

• App Metaphors

• HTML5, Fluid, Mobile First Design

• No Native Mobile Apps Planned

Winston & Strawn: How Are We Doing It

Envision

• Reimagine Intranet

• Understand what lawyers do and how they do it

• Vendor Partner

Design

• Diligent requirements gathering

• Wireframe / creative design

Build

• Build in iterations

• Vendor + In-house development staff

• Migration

Change Management

Evangelize!!

Seyfarth Shaw: How Are We Doing It

• Microsoft Premier Support discussion

• New SharePoint Installation

• New Infrastructure

• Extensive QA Testing

• Custom mobile responsive design

• Search centric server architecture

Seyfarth Shaw: Things to Think About

Functionality Changes

• Datasheet View vs. Quick Edit

• Uploading folders structure and documents

• Content Admin and Hierarchy Manager actions

Migration

• Couldn’t restore content database due to customizations

• 900+ Site Collections and content to migrate

• Synchronizing content from date of migration to cutover

Sheppard Mullin: Interesting SharePoint 2013 Features

• FAST Search

• Flexible page design

• Social components

• App store

• Enhanced/Extended native functionality

o Ability to retire 3rd party web parts

• Mobility

Fox Rothschild: Interesting SharePoint 2013 Features

Meet the new boss… same as the old boss.

• Search Based Applications

• Content Type Design

• Very Mobile Friendly

• Litigation In Place Holds (Sharepoint and Exchange)

• Service Based Architecture

• Web Standards Development (JQuery, REST)

• Abstracted Development (Custom is now outside of Sharepoint)

• BE CAREFUL: Many of the old features are still there.

o Old Workflow

o Managed Code

Winston & Strawn: Interesting SharePoint 2013 Features

• Conversations (SP News Feed)

• Following

• OneDrive for Business

• Mobile (Responsive site)

Seyfarth Shaw: Interesting SharePoint 2013 Features

Document Preview

Search

Get a preview of the document

Search

Edit Office documents without Office installed

Office Web App

Sheppard Mullin: The Future

• Leverage HTML5 to further enhance user experience

• Customize pages for each practice group and department

• Facilitate portal for increased group collaboration

o Allow their page to tell their story

• Extend portal data/functionality to mobile devices

o Become device agnostic

• Simple financial dashboards

• Drill-down for details

• Expanded client/matter/team

information

• Round up all data about a matter

or entity

• Single place to work

• Create simple workflows

Sheppard Mullin: But First Things First

It all starts with bottom line numbers (financials)

Fox Rothschild: The Future

• Intranet and Extranets into one Farm (SharePoint 2013)

• Fluid Mobile Intranets and Extranets

• Push targeted ‘apps’ via Mobile Device Management

• Solid architecture designed to grow, adapt and migrate

Winston & Strawn: The Future

• Foundational Platform

• Document Management

• Email Management

• Internal eDiscovery

• Evolved extranets

Seyfarth Shaw: The Future

• Document Rights Management

• Document Classifications

• Upgrading Intranet to SharePoint 2013

We’ll now open it up for questions

Questions

Thank You