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2008 Equal Justice Conference May 7-9, 2008 Minneapolis, MN

USING TECHNOLOGY TO ADVANCE YOUR MISSION: CHALLENGES AND OPPORTUNITES FOR THE UP TO DATE LEGAL AID LAW FIRM. 2008 Equal Justice Conference May 7-9, 2008 Minneapolis, MN. Using and Recording LegalMeetings for In-House Trainings www.lsntap.org Equal Justice Conference 2008 Kathleen Brockel.

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2008 Equal Justice Conference May 7-9, 2008 Minneapolis, MN

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  2. Using and Recording LegalMeetings for In-House Trainings www.lsntap.orgEqual Justice Conference 2008Kathleen Brockel

  3. Today Why and How to Use LegalMeetings for In-House Trainings Recording LegalMeetings Trainings

  4. Why LegalMeetings? • The Legal Aid Web Conferencing Project • Citrix GoToMeeting and GoToWebinar • 2008 Excellence in Technology Award by Small Business Computing.com • Frost and Sullivan 2008 North American Web Conferencing Company of the Year Award

  5. Why LegalMeetings? • LegalMeetings is financially supported by LSC through TIG Grant to Center for Arkansas Legal Services and NTAP • Cost to the general public - $100/mo • Cost to you: • LSC Funded Program $10 - $32/mo. • Non LSC - $40/mo

  6. “It saved our program time and money on face-to-face meetings.” -Jackie Taylor, Georgia Legal Services Program

  7. LegalMeetings Use in Legal Services 76 Programs have LegalMeetings Accounts with NTAP Number of meetings in 2007 – 3075 Number of attendees in 2007 - 8951

  8. LegalMeetings is used for: Employee Training Program Compliance Website Construction or Design Assisting Others with Technology Topics Planning in the Delivery of Client Services Program Administration Employee Mentoring

  9. Easy to Use for In-House Trainings Quick start Change presenters Pass control of mouse and keypad Chat Show screen Change between documents or programs

  10. Organizer Application Enables Organizers to perform meeting functions – schedule, start, edit, etc. The application must be on the PC you are using to schedule or conduct meetings. Download anytime at www.gotomeeting.com by clicking the Host a Meeting button. Access functions by right-clicking the GoToMeeting system tray icon.

  11. Organizer/Presenter Control Panel

  12. Recording in GoToMeeting 1. Soundcheck 2. Recording Settings in GoToMeeting 3. Recording Process 4. Finish Recording/Posting

  13. You Need: A microphone Windows Media Player

  14. Soundcheck IMPORTANT: NEVER SKIP THE SOUNDCHECK! Microphones can die unexpectedly or system properties can change without you knowing. Plug your microphone into your computer. A menu should appear listing "Microphone", "Line in", "No Action", etc. Select Microphone. Go to Start Menu -> Control Panel -> Audio and Sound Devices In Sound and Audio Properties, Select the “Voice” tab, then click on the button, “test hardware” near the bottom of the window. Sound Hardware Test Wizard screen will appear. Select NEXT to begin the tool. It will load and bring you to a Microphone Test window. Talk into your Microphone. If the bar for “Recording” fills up as green or another color, then your microphone works. If it doesn’t, make sure everything is connected properly. Press NEXT. It will now playback the sound spoken into the recording a few moments ago. If this works, you are ready to go.

  15. Recording Settings in GoToMeeting Have another organizer make you an organizer in GoToWebinar or GoToMeeting. Select Tools from the top menu, then click Recording. This will reveal a new box for Recording. Push the Settings Button. This will bring up the Audio settings for GoToWebinar/GoToMeeting. For Audio, make sure “Record Audio” is chosen. If not, select it. For Video, make sure “Convert to Windows Media Player File” is chosen. If not, choose it. Push “OK” on the bottom of the window and save your settings.

  16. Recording Process Press the Record Button. It should cause a red circle to appear inside the Record Button and the “Stop” button should now appear. Don’t touch any of the recording options until the training/recording is finished. When the GoToMeeting/GoToWebinar recording is finished, either wait for the Presenter to end the session or close the tool screen yourself. It will automatically stop the recording. It will then take a few minutes to finish making the file. For a 90 minute training, the time is approximately 45 minutes.

  17. Finish Recording/Posting To Post to a Website use: http://winscp.net/eng/index.php WinSCP is an open source SFTP client for Windows. It provides a simple interface for transferring files between computers and servers.

  18. More LegalMeetings Info@ LSNTAP.org • Signup • How-To’s • Roundtables: More Cool Bells & Whistles • When: Alternating Thursdays • Time: 11 am Pacific | 2 pm Eastern • Contact: Gene@lsntap.org

  19. DOCUMENT ASSEMBLY Kate Bladow NPADO Project Coordinator Pro Bono Net

  20. How Document Assembly Works Advocates or self-represented litigants answer questions during an interview. A personalized document is created from the answers. The answers can be saved and reused.

  21. Example Idaho Notice for Repairs

  22. Idaho Legal Services/Idaho Supreme Courthttp://idaholegalaid.org/Home/PublicWeb/SelfHelpTemp • Illinois Legal Aid Online Uncontested Divorcehttps://npado.org/template_answers?template_id=template.2007-07-10.3874609332 • NYC Civil Court Housing Assistancehttp://www.nycourts.gov/courts/nyc/housing/interactive.shtml • Pine Tree Legal Aid Food Stamp Estimatorhttp://www.ptla.org/ptlasite/cool/cliented/estimator.htm Other Examples

  23. Benefits of Document Assembly My program serves more clients. Less time is spent on paperwork. My staff is happier. My program provides better services. My staff is easier to supervise.

  24. Assist self-represented litigants. (California, Idaho, Montana, New York) • Make legal aid staff more effective and efficient. (Georgia) • Support pro bono attorneys. (Illinois) Who Is Doing What?

  25. Innovation in Case Management Systems Using Technology to Advance Your MissionABA/ NLADA 2008 Equal Justice ConferencePresenter: Kathleen Brockel, LSNTAP • www.lsntap.org

  26. CMS Innovation • CMS are already deeply embedded in legal aid work processes, so it makes sense that programs are extending them to do even more. • A look around the country shows that programs are customizing CMS to • Handle general administrative needs • Improve the intake process

  27. Prairie State Legal Services: Kemps Grant Tracking • PSLS uses the Grant Tracking portion of the Kemps system to track and prepare grants. System tracks: • Overall views of all grantors • Individual grants with details

  28. Prairie State Legal Services: Kemps Grant Tracking • Grantor Record View

  29. Prairie State Legal Services: Kemps Grant Tracking • Grant Detail (1)

  30. Prairie State Legal Services: Kemps Grant Tracking • Grant Detail (2)

  31. Prairie State Legal Services: Kemps Grant Tracking • Grant Detail (4)

  32. Prairie State Legal Services: Kemps Grant Tracking • Budget Tab

  33. Legal Aid Services of Oregon – Legal ServerTimekeeping • LASO has worked with developers to create an integrated timesheet module that replaced 2 timekeeping systems. • Tracks LSC-required timekeeping • Generates time and attendance time sheets • Tracks employee benefit leave hours (sick, vacation, etc.). • Produces an overtime pay report for non-exempt employees who work more than 40 hours.

  34. LASO Timekeeping Module

  35. Intake • The largest focus of CMS customization has been in intake. • Move intake online (to accommodate clients who are using the web) • Improve intake questions/advice • Make intake easier for volunteers • Provide legal information first then offer intake if needed

  36. Intake • Improving the existing intake process • Virginia Legal Aid Society (Kemps Prime) • Legal Assistance Resource Center of Connecticut (Legal Files) • Adding intake on the web • Legal Services of Northern Michigan (Pika) • Maine Volunteer Lawyers Project (Practice Manager) • Iowa Legal Aid and Legal Aid of Western Ohio (Pika)

  37. Virginia Legal Aid Society • Speeds up intake interviews by adding intake questions and FAQs into Kemps Prime CMS • 800 questions in over 67 areas (employing National Index and LSC problem codes) • Over 800 FAQ’s with answers assigned to these codes • Programs can easily edit for their own state’s laws • Available to all programs in the country using Kemps Prime version C and higher

  38. Choose the Problem Type. A list of intake questions appears. Virginia’s Intake (1)

  39. Choose National Index Codes. Virginia’s Intake (2)

  40. Click on the Intake Questions. Virginia’s Intake (3)

  41. Add the intake answers into the database Virginia’s Intake (4)

  42. Advice prompts are offered with problem code and selected FAQ. Virginia’s Intake (5)

  43. Legal Assistance Resource Center of Connecticut • Intake through a central hotline • Hotline staff distributes cases electronically to programs based on geography and other criteria • All information is transferred within Legal Files to the other site • Cases can be transferred in bulk. • System is Legal Files via an Enterprise configuration, which is a single database segmented by office or site.

  44. PTLA’s Maine Volunteer Lawyers Project • The project has built an easy-to-use web-based interview system volunteers. (The CMS was too complex for volunteers to use) • This basic interview can be directly imported into the VLP's case management software, Practice Manager.

  45. The Intake Form Seen By Volunteer Lawyers PTLA’s Web Based Intake Interview (1)

  46. PTLA’s Web Based Intake Interview (2)

  47. PTLA’s Web Based Intake Interview (3)

  48. Iowa Legal Aid/ & Legal Aid of Western Ohio (Pika) • Eve Ricaurte of Iowa Legal Aid, used A2J to build a web-based on-line intake system interface for PIKA • Pilot project launched by Iowa Legal Aid to ease hotline load by • directing people to online resources or other organizations where appropriate • allowing potential clients to complete an application online from remote sites • Now being replicated by Legal Aid of Western Ohio

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