Aderant Success Profile - Aderant Total Office Integrated Case and Financial Mangement Case Study
ADERANT SUCCESS PROFILEADERANT TOTAL OFFICEAllen & Allen Personal Injury Firm LeveragesAderant Integrated Case and Financial ManagementAllen, Allen, Allen & Allen (Allen & Allen) is one of Virginia’s oldest and largest law “Aderant Total Office has been great forfirms specializing in personal injury and medical malpractice. The firm has seven us. It is a very sophisticated system, andattorneys listed in Best Lawyers in America, and was named one of the Best Places is a marked improvement from whatto Work in Virginia by Virginia Business and Best Companies Group in both 2011 & we have used in the past. We may be2012. These honors and many others are a reflection of the experience, knowledge a 100-year-old law firm, but thanks toand skills that the firm brings to personal injury cases. As of October 2012, the firmhad 120 employees including 25 attorneys. Total Office we have a highly efficient, 21st-century case and financialWhile the firm has long looked to technology to help improve employee productivityand streamline manual processes to better and more quickly serve clients, our management system.”case and financial management software in particular, was in need of an overhaul. Tracy Puritz , Executive DirectorOur first improvement in this area occurred in 2002, when the firm upgraded itscase and financial management software, purchasing two separate systems and Allen, Allen, Allen & Allenintegrating them through a third-party interface that was customized and installedby a software consultant. While this was an improvement over the firm’s oldDOS-based case management system and accounting spreadsheets, it wasn’t a longterm solution. Fast forward a decade … the firm has not only grown in sheer size,but also opened new offices, and the demands of clients when it comes to knowinghow a case is progressing, collaborating with outside counsel, and having onlineaccess to case details has grown exponentially.
ADERANT CASE STUDYADERANT TOTAL OFFICEA technology upgrade was definitely in order but not for the sake of integration, but also an unmatched integration with the Microsoftchange or simply having new “bells and whistles” to play with. The applications used by everyone within the firm. Another selling pointprevious system interface severely limited the firm’s ability to upgrade for Total Office was Aderant’s experience and track record with largerand apply a new version resulting in the firm’s use of outdated and more complex law firms. The previous case management systemversions of both our case and financial software. Ultimately, we was primarily built based on small(er) firm requirements so we didalso lost ongoing technical support from our vendors and it became not have the confidence our case and financial technology could keepabundantly clear that ‘ease of system and technology integration’ pace with firm growth and expansion.would be a major factor in selecting a new system that could support Beyond the Microsoft “game changer” we identified other Aderant ,the needs of a growing, innovative firm with multiple offices. Total Office automation features that swayed the selection committeeBefore making the move to a new platform, we came to the in Aderant’s favor:conclusion that any integration “challenges” in the future would • Automated Settlement processing: Total Office offers abe severely limited by not only controlling the number of vendors settlement processing solution that takes the gross settlementinvolved in providing the firm with case and financial, but by making value, deducts firm fees, referral fees, firm costs, liens andsure that everything worked with and complied with Microsoft since letters of protections medicals (with reductions) and producesAllen & Allen is what you would consider a MS “shop” . a net figure payable to the client(s). This document includes all necessary waivers and is client signature ready cutting our firm’sMicrosoft and true integration time spent on producing a settlement from several hours to lessWhile we knew what IT and Accounting wanted in a new system, we than five minutesformed a 20-member selection committee to get a broader firm-wide • Modular integration: All application modules integrate withperspective and evaluate all of our software options including the each other. For example, when writing a check for a client cost,existing technology. The committee reviewed nearly a dozen possible the costs gets posted to the matter automaticallysolutions before selecting Aderant Total Office (formerly ClientProfiles Case and Financial Management) and it’s Plaintiff Financial • Accounting integrity: All though it might be considered a ‘noPackage (includes T & B, AP, Collections, GL, and Reporting) and brainer’ Total Office has the proper accounting controls are in ,Case Management Package (client-intake, full-text indexing, etc.) place to ensure firm data is not corrupted, either accidentally or intentionally. This relates in particular to trust accounts but isWhy Aderant Total Office? In a word, integration. Very few of the true across all bank accounts.vendors that the firm considered could provide both case andfinancial management software. Among those that could, Aderant True value of customizationstood out for its robust (aka easy to use but plenty of features) case The firm was also drawn by the level of customization that Aderantmanagement tools and intuitive (aka easy to access, learn and train on) offered. Again, this is something other systems also offered butuser interface as well as its partnership with Microsoft. It was clear not to the extent we were looking for. The true value of softwareto the firm that we needed to switch to a solution that integrated customizations is in the time saved to perform work on behalf of clientswith Microsoft so it was a plus that Aderant is a Microsoft Certified while not having to re-train users on how to work the new softwareGold Partner which gives them direct access to Redmond’s legal but instead molding the technology to accommodate the way the firmdevelopment and management team as well as various MS-sponsored works.Technology Adoption Programs (TAPs). From an upgrade standpoint,we knew Aderant would synch its technology updates with Microsoftand as the software giant rolled out new legal-specific solutions,Aderant and the Total Office team would be on the same page.Furthermore, we faced a series of server upgrades and new purchases,but knew even with the new technology, we would not be gainingany new functionality from the archaic system. With Microsoft andAderant we would be able to leverage both vendors’ latest featuresand upgrades, and thanks to their partnership, in a tightly integratedfashion. Not only does Aderant offer complete front and back office