SharePoint for information Management in The Legal Profession
INSERT PHOTO HERE Using SharePoint to drive information management for Service Improvement Speaker: Rita Arrigo Email: Rita.Arrigo@pitcher.com.au Mobile: 0488 486633 www.linkedin.com/in/rarrigo Date: Wednesday August 24th189351.I
About Rita Arrigo Graduate of Engineering and Marketing Over 20 years in Technology 10 Years in Online and Digital SolutionsKey ClientsPassionate about the benefits of TechnologyFlexible and add value across sectors
Agenda Information management maturity Workshop Attendees Discussion and Results Translation Key Features of SharePoint to Deliver on IM Requirements Case-studies from 1. National Australia Bank 2. Gilbert+Tobin 3. Mallesons 4. Corrs Chambers WestGarth A road map for your service improvement needs from a legal perspective with SharePoint, search and business intelligence quick wins
IM Maturity The Meta Group discusses Information Management Maturity based on 5 levels as follows:Level Name DetailLevel 1 Aware There is an awareness that problem exists but the organization has taken little action regarding data qualityLevel 2 Reactive Awareness and action occur in response to issues. Actions is either system or department specificLevel 3 Proactive Information Development is part of the IT Charter and enterprise management processes existLevel 4 Managed Information is managed as an enterprise asset and well-developed engineering processes and organisation structures existLevel 5 Optimized Information Management is a strategic initiative, issues are either prevented or corrected at the source and best in class solution architecture is implemented. Focus is on continuous improvement
The issue Legal Practitioners need to obtain information from multiple applications through the day ‒ Billing Information ‒ Work Product ‒ Saved Email ‒ Matter Contacts ‒ Forms Launching Various applications to navigate complex menu resulting in frustration and time wasted Based on the International Legal Technology Association (ILTA), managing e-mails management is the No 1 issue
What does the Legal Community want? Greater Control over Content Ability to collaborate with the team and their clients A framework that supports 1. The discovery and preservation of all enterprise content 2. Manages the document lifecycle in compliance 3. Content that is easy to find 4. Collaborative creation and tagging
How do you best utilise your intranet,Extranet and Internet for bettercustomer engagement?
Our Solution Layers Familiar User Experience Business User Experience Self-service Access and Insight Data Exploration and Analysis Predictive Analysis Data Visualization Contextual Visualization Integrated Content and Collaboration Business Collaboration Platform Thin Clients Dashboards BI Search Content Management CompositionsData Infrastructure and BI Platform Data Infrastructure and BI Platform Analysis Services Reporting Services Integration Services Master Data Data Warehousing
SharePoint across the enterprise Internet Extranet Enterprise Division TeamIndividual Business Applications
Reduced Training – The consistent platform meansthat there is less training, and users can use thesame familiar office interface for intranet andextranet.Scalability - SharePoint 2010 can include tens ofmillions of items in a single library. Files can beintelligently routed and stored based on metadata,eliminating the need to identify exact folderlocations.Document Repository Integration – Microsoft hasworked with the ECM ecosystem to drive richintegration with Documentum, OpenText, Meridio,and TRIM. Other integration is provided through the Extranet InternetExternal Storage API.SharePoint also integrates with SAP, Siebel, Oracle,and MS-CRM.Workflow Events – SharePoint 2010 extends yourworkflow options and capabilities, by providingpluggable services. So your workflows can go beyondSharePoint, so that can deploy workflows that caninteract and integrate with external systemssuch as SAP, CRM, and custom applications. Intranet
Implementing an IM StrategyKey Example is the client portals1. Consistent navigation experience across multiple environments (i.e. the intranet and extranet), allows the experience to be similar for both clients and internal users.2. Collaboration allows for a cultural shift. This means that the big impediments uninterested end-users and lack of senior management buy in can be reduced as the framework is adding value and not creating extra work3. Enforcing metadata and governance strategy in SharePoint is can be formal or allow for social features like tagging, usage ratings
Intranet Intranet Features Intranet Business Intelligence eg :Executive Dashboards and personalised dashboards Mobile Enabled Access Event Planning and other project sites Recently Authored Content and ability to post, tag and like Extranet Expertise Finders Social Networking Features, Wiki’s Blogs Service PortalsInternet
Extranet Intranet Extranet Features Flexible Security Options including Active Directory or directory services like Forms Based Access Control Search features available to any level as SharePoint now trims content Business Connectivity Services now supports Extranet read and write operations with LOB applications Client Portal Expertise Search Social Networking Blogs, wiki’s Job Candidate ApplicationsInternet
Internet Internet Features Intranet Cross-browser support W3C standards and accessibility compliance Dynamically Changing Page Layouts In context Text Editing One Click Page Creation or Office Editing Extranet Easy to add rich media via a specialised asset library Product Catalogues Multi- Media Content eCommerce FeaturesInternet
Discuss and EngageEnable team interaction with social media tools Locate useful information with content rating and navigation with tag clouds Discuss and share insights with a rich blogging experience
Relevant SearchFind structured and unstructured data Refine and filter to get what you want the first timeFind reports, workbooks, and people seamlessly with relevance
Increase Organizational VisibilityTrack key metrics Increase visibility into key team and organizational objectives with dashboards Display business data in context Enable continuous analysisand iterative decision making with new chart types See interdependencies with strategy maps
About Metadata in SharePoint Metadata drives discovery and action − Navigation − Search − Interaction − Rating − Comments − Tagging Managed − Taxonomy Unmanaged − Folksonomy
Features and Benefits Office integration Word Automation Services The Content Organizer Metadata ‒ Navigation Compliance ‒ Multi-stage disposition Accessibility
What’s Makes A SharePoint DocumentDifferent? Metadata ‒ Finding content ‒ Managed metadata services Content Types Rich media management Document Sets
GlobalScope Local Managed Taxonomy Open Hierarchies Folksonomy Level of Control
Case Study1. Gilbert+Tobin2. Mallesons3. Corrs Chambers WestGart4. NAB5. Brit & Gordon
Gilbert+Tobin Lawyers 200 Lawyers rolled out FRANK – For Realising Advocating and Networking Knowledge based in SharePoint The new system presented content in a refreshing newway with more of a familiar website look and, as a result,usage of FRANK significantly increased. Collaboration was an important feature with lawyers contributing content and being actively involved in peer review.
The Result The result, according to the knowledge manager, lawyers could produce higher quality work and be far more efficiently. The cultural shift was managed by clearly developing the information life cycle management, removing the reliance on e-mail and file sharing, driving improved content management through collaboration and locking down permissions into folder and document levels
Corrs Chambers Westgarth Approx 600 staff and 600 lawyers BI Platform that delivered data to partners including ‒ Staff Utilisation ‒ Work in Progress ‒ Team Members Billable Hours Looking to extend BI Platform beyond partners to managers and other staff and ensure the metrics were relevant to them Issues current platform expensive to licence and difficult to use, resulting in rogue reports and different versions of the truth
Solution Proof of Concept Development based on Microsoft SQL Server Also CCW were fully licensed for SharePoint Able to extend their BI with familiar tools so that every team can have access to utilisation and budgetary information. Ability to calculate value of marketing due to accurate profitability analysis.
Mallesons Connect Mallesons wanted to provide predictable service levels, demonstrate value, provide round the clock service. Mallesons Connect provides clients with ‒ Project Progress ‒ Financial Reports ‒ Alerts ‒ Training ‒ Resource Availability
People Finder Users can update the details on intranet and automatically be available on Internet
Lewissilkin Innovative Law Firm in the UK with 300 employees They needed a simplier more scalable method for sharing documents with clients. They wanted to integrate an extranet to the firms existing intranet document library. They used SharePoint for both their intranet and extranet using the built in security of forms based authentication and rights protected content.
Result Saving money in maintaining just one document management and collaboration platform and reducing their training budget as they were already familiar with the SharePoint Intranet.
NAB – Business Intelligence The Vision The Journey • To reposition NAB • Worked with NAB BISC to establish key operational issues: Finance as a Service • Knowledge Management Delivery Organisation • Operational Sources of Information and the need FAQs and a central repository • Difficulty in Finding Reports • Engaged end-users of finance data to understand their needs • Worked with Microsoft for hands on experiences to enable learning like the Customer Immersive Environment. • Pitcher Partners designed and developed the Proof of Concept
The Result NAB - Proof of Concept About the Proof of Concept • Vision to reposition NAB Finance as a Service Delivery OrganisationAccordion toeasily • Demonstrate thedisplay large business intelligencesets of capabilities ofinformation SharePoint 2010, SQLand ratingsof Server 2008 R2, SQLdocuments Server Analysisbased on Services.usage.
Scenario One End User Customer of The Finance Department Searches Service Catalogue and finds the Banker Dashboard
The Service Catalogue Includes Silverlight Pivot See for more details http://www.microsoft.com/silv erlight/pivotviewer/ For a live example: http://www.microsoft.com/silv erlight/case-studies/
Scenario Two Power User of the Finance Department - Developing a report for consumption by the business This report is to show the sales of a particular service line of the last few years The demonstration is designed for a power user
SharePoint Website SharePoint 2010 For The Web and Intranet at Bendigo Regional Tafe • Ability for non-technical users to manage the site with daily updates. • Provides easy to update content authoring • Enhanced Search Capability • Allows prospective students to see multimedia examples and student testimonials of the experience of students who have studied with Bendigo TAFE. • The website includes an online course application form which is processed internally by Bendigo TAFE staff using a specific Student Journey Management site built using SharePoint 2010 on their intranet.
The Gordon – SharePoint 2010 SharePoint 2010 For The Web • Course List Searchable and integrated to course database • Easy to update all interactive components of the site • Provides easy to update content authoring • Integrated Twitter Feed
Think StrategicallyPosition yourself well to reach your audience, enhanceyour brand & deliver business objectives
A Search Driven Application Developed with a combination of components including Federated Results Web Part custom rank profiles extensions built with SharePoint Designer and/or Visual Studio.
Search Driven Applications so what It allows the ability organize results by customer, then drills into that customer with a single click. It brings in line-of-business data using Business Connectivity Services (BCS), - This could be a practice management system. then applies custom property extraction to it using the content processing pipeline. Acting on search results, a user can create an email from selected results, schedule meetings, visit a team site, or even use the capabilities directly within SharePoint, such as social search, using SharePoint workflows.
About Enterprise Search Enterprise Search makes an organization’s content accessible to employees, customers, and partners. Most people use web search (like Bing or Google) regularly at home, and expect search inside the firewall to be the same. But Enterprise Search is different. Rather it must ‒ connect different systems, ‒ different types of files, ‒ provide security and access control. Corporate searchers prefer fewer but highly relevant results, and often there is only one "right" document.
Why SharePoint Search? The structure and metadata of corporate data is important, as are company-specific vocabularies and taxonomies. The "box, button, and result list" paradigm used for the past 25 years in web search is limiting. With high-end search its possible to deliver more effective and compelling search experiences. FAST Search for SharePoint delivers a better search experience out of the box. The box, button, and search results are still there, but the overall experience is quite different. The search experience provides better results faster by being visual, conversational, social, and contextual
What Next Use Design to ensure Proof of usability Concept or •Don’t be scared to Pilot customise. This can really make a •This will allow for difference to your Establish key management users User commitment requirements •Early engagement with a working Confirm group leads to users embracing Vision the solutions •Ensure Vision is aliged to firm strategic Goal
From a technology Perspective Engage with a Solution Understand the landscape Choose a department or Partner to work with IT to and where integration to process to map and establish software assets existing system would establish ways to improve available create a better experience the current approach
Why Pitcher Partners? At Pitcher Partners Consulting we have a strong reputation for the breadth of our business knowledge and pride ourselves on our ability to identify problems and provide successful business solutions. We offer a unique blend of business and information technology accreditation and experience in developing information systems solutions, running complex projects and delivering value to clients. We understand that your business goals and objectives are the first priority. We place strong emphasis on identifying areas where technology can improve efficiency and add value.
Our Capabilities Extensive technical skills and breadth of experience in Microsoft technologies; specialising in SharePoint, .NET and SQL Server. We are a Microsoft Gold partner with extensive expertise in SharePoint, Internet and Client Portals, Business Intelligence and Search. We can help you establish your licensing entitlements as many organisation own SharePoint and have not deployed. All our senior consultants are accredited project managers, providing structure, control and confidence around the delivery of our solutions.