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A New Era: Smart Process Apps Are
Re-Inventing How Law Departments Operate
Paul Zengilowski, Onit
Rich Seleznov, 3rd Stree...
AGENDA
• Introduction
− Paul Zengilowski, Onit
• Legal Department Operations
• Discussion of Business Process Apps
• Pract...
WHO IS ONIT?
• 4-year old business process software company

• Focused on legal and compliance departments
• Backed by a t...
TODAY’S TOPIC: How to Leverage Business Apps to
Improve Efficiency, Service, and Quality Outcomes
• Todays objective is tw...
LAW DEPARTMENT OPERATIONS
& TECHNOLOGY

5
SINCE 1978…
• …law departments have invested hundreds of millions of
dollars in automation:
−
−
−
−

Matter Management Sys...
VIRTUALLY ALL KNOWLEDGE WORK AND
PROCESSES ARE EXECUTED OUTSIDE THESE SYSTEMS

•
•
•
•

Email as the intake and “collabora...
FORRESTER RESEARCH ON SMART PROCESS
APPS

8
FOR EXAMPLE

• In 2010, Inside Counsel named
HealthNow New York one of the
years 10 most innovative law
departments.
"We w...
FORRESTER RESEARCH ON SMART PROCESS
APPS

10
FORRESTER RESEARCH ON SMART PROCESS
APPS

11
SIMPLE SOLUTION – ONIT

12
SIMPLE SOLUTION – ONIT
Submit

13
SIMPLE SOLUTION – ONIT
Submit

Review & Approval

14
SIMPLE SOLUTION – ONIT
Submit

Review & Approval

15

Manage
DON’T TAKE MY WORD FOR IT…

Here's what Sodaro had to say about the results;
"It eliminates the black hole issue. People g...
PRACTICAL APPLICATIONS

17
THE PROBLEM: Growth in the business was leading
to unrelenting demand for urgent legal services
• Highly customized legal ...
THE SOLUTION: Restructure the group and adopt
new methods of tracking work and communicating
around matters
• Restructure ...
THE TECHNOLOGY SOLUTION CHOSEN: ONIT
• Easy, affordable and fun!
• Two solutions or “Apps” were developed:
− My legal requ...
ONIT HOMEPAGE

21
STEP 1: MY LEGAL REQUESTS
• Use “my legal requests” to engage the legal team.
• Then click Next.

22
STEP 2: COMPLETE THE REQUEST FORM
• This is the request form. The fields marked
completed in order to send the request.

2...
STEP 2: COMPLETE THE REQUEST FORM
• Select the type of request
• Agreement is highlighted in this request

24
STEP 2: COMPLETE THE REQUEST FORM
• If you are submitting an Agreement, Question, or Other Legal Issue,
a field called Req...
ONIT DASHBOARD –
A DASHBOARD OF ALL MATTERS
Onit Dashboard
Each column has a drop down arrow to
sort or filter issues, hov...
ONIT ISSUE SCREEN

Onit Issue Screen
Click to return to the
Dashboard.

Enter comments here. Select any
participants to se...
THE RESULT: IMPROVED & EXPANDED
LEGAL SERVICES
• Turnaround times on agreements are faster
• More agreements are being sen...
QUESTIONS & CONTACT INFORMATION
• Paul Zengilowski, Onit
− paul.zengilowski@onit.com
− 802.734.0500
• Rich Seleznov, 3rd S...
30
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A New Era: How Business Apps Are Changing Legal Departments

  1. 1. A New Era: Smart Process Apps Are Re-Inventing How Law Departments Operate Paul Zengilowski, Onit Rich Seleznov, 3rd Street Consulting LLC 1
  2. 2. AGENDA • Introduction − Paul Zengilowski, Onit • Legal Department Operations • Discussion of Business Process Apps • Practical Application − Rich Seleznov, 3rd Street Consulting • Closing Comments and Q&A 2
  3. 3. WHO IS ONIT? • 4-year old business process software company • Focused on legal and compliance departments • Backed by a top 20 Venture Capital firm 3
  4. 4. TODAY’S TOPIC: How to Leverage Business Apps to Improve Efficiency, Service, and Quality Outcomes • Todays objective is two-fold: − Help you understand how thinking about process can enable you to work smarter not harder, do more with less and provide increasing levels of responsiveness, quality of work product and consistently better outcomes − Discuss how leading law departments are already using business Apps 4
  5. 5. LAW DEPARTMENT OPERATIONS & TECHNOLOGY 5
  6. 6. SINCE 1978… • …law departments have invested hundreds of millions of dollars in automation: − − − − Matter Management Systems Spend Management Systems Contract Lifecycle Management Systems Project Management Systems 6
  7. 7. VIRTUALLY ALL KNOWLEDGE WORK AND PROCESSES ARE EXECUTED OUTSIDE THESE SYSTEMS • • • • Email as the intake and “collaboration” platform Word documents as the “forms” solution Excel spreadsheets for tracking and reporting SharePoint as the document repository • And these tools are simply breaking down… 7
  8. 8. FORRESTER RESEARCH ON SMART PROCESS APPS 8
  9. 9. FOR EXAMPLE • In 2010, Inside Counsel named HealthNow New York one of the years 10 most innovative law departments. "We weren't tracking assignments properly, and we weren't being responsive to customers," Sodaro says. "I felt we had to get rid of the black hole mentality regarding legal, and one way was to have a better way to track things coming in.” 9
  10. 10. FORRESTER RESEARCH ON SMART PROCESS APPS 10
  11. 11. FORRESTER RESEARCH ON SMART PROCESS APPS 11
  12. 12. SIMPLE SOLUTION – ONIT 12
  13. 13. SIMPLE SOLUTION – ONIT Submit 13
  14. 14. SIMPLE SOLUTION – ONIT Submit Review & Approval 14
  15. 15. SIMPLE SOLUTION – ONIT Submit Review & Approval 15 Manage
  16. 16. DON’T TAKE MY WORD FOR IT… Here's what Sodaro had to say about the results; "It eliminates the black hole issue. People get assignments in a more timely way. Work is distributed more evenly among attorneys. Turnaround times improved significantly. And clients can go in any time and see where their matters are." 16
  17. 17. PRACTICAL APPLICATIONS 17
  18. 18. THE PROBLEM: Growth in the business was leading to unrelenting demand for urgent legal services • Highly customized legal services: dedicated personnel to client teams − Did not seem sustainable given the high cost of delivery • Growing work loads leading to stressed lawyers • Expensive! The Legal team is a cost to the firm • Email was main communication method and everyone’s inbox was full • Legal team’s tracking tool – an Excel tool -- was breaking and making it hard to track matters • Legal needs outside of the US caused us to hire attorneys in India and so the legal team needed to coordinate across multiple offices and time zones • Firm ethos – always seeking to lower internal costs 18
  19. 19. THE SOLUTION: Restructure the group and adopt new methods of tracking work and communicating around matters • Restructure the group support different functions − − − − Client Contracts - Data Privacy Vendor Contracts - Legal Matters/Dispute Avoidance HR - Intellectual Property Corporate • Utilize LPOs for routine legal tasks and mark-ups • Develop offshore contracting support from our India office • Utilize RFPs for legal counsel to lower costs of outside counsel • Use new technology to track matters, improve workflow and assist in standardizing 19
  20. 20. THE TECHNOLOGY SOLUTION CHOSEN: ONIT • Easy, affordable and fun! • Two solutions or “Apps” were developed: − My legal requests App − Executed Contract App • “My legal requests” App − Work flow tool that routes requests to the correct attorney, LPO provider and other internal work teams depending on the type of request − Users have a dashboard − Automated messages sent out − Virtual “electronic files” allow seamless support globally • Executed Contract App − Electronic repository of agreements − Light reporting − Fully connected to the underlying request resulting in the final contract 20
  21. 21. ONIT HOMEPAGE 21
  22. 22. STEP 1: MY LEGAL REQUESTS • Use “my legal requests” to engage the legal team. • Then click Next. 22
  23. 23. STEP 2: COMPLETE THE REQUEST FORM • This is the request form. The fields marked completed in order to send the request. 23 must be
  24. 24. STEP 2: COMPLETE THE REQUEST FORM • Select the type of request • Agreement is highlighted in this request 24
  25. 25. STEP 2: COMPLETE THE REQUEST FORM • If you are submitting an Agreement, Question, or Other Legal Issue, a field called Request Detail will appear • In this example, select the correct response based on if the request is for a client (including TPAs) or a vendor • Software has its own category (at the bottom of the list) • Client agreement examples include: Confidentiality agreements Data Access Agreements (TPA) SOWs • Vendor agreement examples include: Microsoft, travel vendor, Epocrates, Olson 25
  26. 26. ONIT DASHBOARD – A DASHBOARD OF ALL MATTERS Onit Dashboard Each column has a drop down arrow to sort or filter issues, hover the cursor over the column heading for the arrow. 26
  27. 27. ONIT ISSUE SCREEN Onit Issue Screen Click to return to the Dashboard. Enter comments here. Select any participants to send the update via email. Attach any files. All comments are stored below. Add another ZS user to the Participants list. 27
  28. 28. THE RESULT: IMPROVED & EXPANDED LEGAL SERVICES • Turnaround times on agreements are faster • More agreements are being sent to the legal team for the contracts repository • Per hour cost to review and finalize contracts cut in half • New legal issues being addressed • Easier to find things • Transparency of status on legal matters for internal clients Our internal client feed back: “The legal team is a competitive advantage” 28
  29. 29. QUESTIONS & CONTACT INFORMATION • Paul Zengilowski, Onit − paul.zengilowski@onit.com − 802.734.0500 • Rich Seleznov, 3rd Street Consulting LLC − rseleznov@gmail.com − 713.927.1243 29
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