A New Era: How Business Apps Are Changing Legal Departments

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A New Era: Smart Process Apps Are Re-Inventing How Law Departments Operate

Paul Zengilowski, OnitRich Seleznov, 3rd Street Consulting LLC

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• Introduction − Paul Zengilowski, Onit

• Legal Department Operations • Discussion of Business Process Apps • Practical Application

− Rich Seleznov, 3rd Street Consulting • Closing Comments and Q&A

AGENDA

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• 4-year old business process software company

• Focused on legal and compliance departments

• Backed by a top 20 Venture Capital firm

WHO IS ONIT?

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• 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

TODAY’S TOPIC: How to Leverage Business Apps toImprove Efficiency, Service, and Quality Outcomes

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LAW DEPARTMENT OPERATIONS& TECHNOLOGY

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• …law departments have invested hundreds of millions of dollars in automation:− Matter Management Systems− Spend Management Systems− Contract Lifecycle Management Systems− Project Management Systems

SINCE 1978…

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• 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…

VIRTUALLY ALL KNOWLEDGE WORK ANDPROCESSES ARE EXECUTED OUTSIDE THESE SYSTEMS

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FORRESTER RESEARCH ON SMART PROCESS APPS

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• 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.”

FOR EXAMPLE

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FORRESTER RESEARCH ON SMART PROCESS APPS

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FORRESTER RESEARCH ON SMART PROCESS APPS

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SIMPLE SOLUTION – ONIT

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SIMPLE SOLUTION – ONIT

Submit

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SIMPLE SOLUTION – ONIT

Submit Review & Approval

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SIMPLE SOLUTION – ONIT

Submit Review & Approval Manage

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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."

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PRACTICAL APPLICATIONS

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• 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

THE PROBLEM: Growth in the business was leadingto unrelenting demand for urgent legal services

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• 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

THE SOLUTION: Restructure the group and adoptnew methods of tracking work and communicating around matters

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• 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

THE TECHNOLOGY SOLUTION CHOSEN: ONIT

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ONIT HOMEPAGE

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• Use “my legal requests” to engage the legal team.• Then click Next.

STEP 1: MY LEGAL REQUESTS

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• This is the request form. The fields marked must be completed in order to send the request.

STEP 2: COMPLETE THE REQUEST FORM

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• Select the type of request• Agreement is highlighted in this request

STEP 2: COMPLETE THE REQUEST FORM

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• 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

STEP 2: COMPLETE THE REQUEST FORM

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Onit Dashboard

Each column has a drop down arrow to sort or filter issues, hover the cursor over

the column heading for the arrow.

ONIT DASHBOARD –A DASHBOARD OF ALL MATTERS

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Onit Issue Screen

Click to return to the Dashboard.

Add another ZS user to the Participants list.

Enter comments here. Select any participants to send the update via

email. Attach any files. All comments are stored below.

ONIT ISSUE SCREEN

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• 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

THE RESULT: IMPROVED & EXPANDEDLEGAL SERVICES

Our internal client feed back:

“The legal team is a competitive advantage”

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• Paul Zengilowski, Onit− [email protected]− 802.734.0500

• Rich Seleznov, 3rd Street Consulting LLC − [email protected]− 713.927.1243

QUESTIONS & CONTACT INFORMATION

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