Project Management Tools for E-Discovery and Litigation Support

1. 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

2. Panelists Steven Clark, Director of Litigation Support, Lathrop & Gage Guy Wiggins, Director of Practice Management, Kelley Drye & Warren

3. 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

4. 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

5. Overview of Current System • Functionality of the Current System • Mechanism to capture complete record of client-based work MattersTasksActivity 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 Spent Media Deliveries/Details Assigned 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

6. Lathrop & Gage Overview Track Matters Track Tasks Track Activity Other Concerns

7. Lathrop & Gage Overview Matter Info. Complete “Lifecycle” of a Matter… Data Storage Case Team Members Tasks Activity MediaDeliveries

8. 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

9. 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

10. 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

11. Functionality of Production Form • Form captures all information required for a production, Project Manager assigns tasks, attorney and analyst are notified MattersTasksActivity Database Type/Name Attorney certifies QC Office Date Requested/Due/Complete Alerts notify attorney Notes/Description Description Reference Files/Documents Reference Files/Documents Media Deliveries/Details Assigned 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

12. Kelley Drye & Warren Overview

13. Kelley Drye & Warren Overview

14. Kelley Drye & Warren Overview Example of a simple OOTB SharePoint Alert

15. 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

16. 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 • MattersTasksActivity Client/MatterStatus Database Type/Name Analyst is notified Office Date Requested/Due/Complete Alerts notify attorney of status Notes/Description Description Reference Files/Documents Data size Reference Files/Documents Media Deliveries/Details Assigned To • Benefits • Form educates attorneys on all loading requirements specs • Transparency of workload/service levels • Permanent (and published) record • Collaboration & accountability – workflow lite

17. Loading Request Form

18. Loading Request Form Details

19. Loading Request Alert

20. 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

21. 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…

22. Q&A