The Mechanics and Management of HotDocs Projects Capstone Practice Systems Alan Soudakoff Marc Lauritsen With help from Sheila Fisher & Kate Bladow February.

The Mechanicsand Management of

HotDocs Projects

Capstone Practice SystemsAlan SoudakoffMarc Lauritsen

With help from Sheila Fisher & Kate Bladow

February 13, 2007

The session An introduction to HotDocs

projects involving online templates for use by self-helpers, clients,

volunteers, or staff.

Our emphasis will be on the management issues in such projects.

Our agenda today1st half hour

Introduction – history, concepts

Example of how NPADO works

Show & tell – creating and testing a template that will run on NPADO

Mechanics of loading and linking

Our agenda todayNext 40 minutes

-- choosing documents to automate-- choosing between rtf and pdf formats-- understanding the target audience-- working with substantive experts-- marking up documents-- testing templates-- revising templates-- staffing and outsourcing

Our agenda todayLast 20 minutes

More suggestions and resources for effective template projects

Questions and comments

Introduction

Basic concepts

The national server

Applications (users/uses)

Example

Quick review: Document Assembly

Sometimes called ... “Document automation” “Computer-aided drafting”

Think TurboTax

Typically found in ... Word processing applications Case management systems Fillable forms

Basic Concepts

Templates – model documents Variables – what’s different?

Facts, choices Calculations - numbers, dates,

texts “Logic” – what goes where?

Conditional/optional pieces Repeated sections

Interface - questions and guidance

Template + Answers = Document

Important differences

Templates | Answers | Documents

Interview | Assembly

RTF templates | PDF templates

Desktop HotDocs | Online HotDocs

“National Public ADO”

(Automated Documents Online)

The national ADO service

Templateproviders

AdvisorygroupPro Bono Net

LSC Lexis

Self-helpusers

Advocateusers

Statewide websitesCourts

Clients

A2J

Uses

Document focus Word processable documents Graphical forms, PDFs Personalized instructions

Interview focus Dynamic questionnaires Intelligent checklists Analytical advisors Eligibility assessment Hotline scripts for call center

staff

Users

Self-helpers (unrepresented) Clients (partially or fully

represented) Legal services staff advocates Hotline staff Volunteers, pro bono counsel Law school clinics Other nonprofits

How it works . . .

An example

Alternate front ends

Native HotDocs – “out of the box”

I-CAN!

A2J

Show & tell

Choosing documents to automate Where’s the need/opportunity? How much will the template help

how many people how often? Advocate or pro se? One document or document set? Team characteristics: experience,

skills, enthusiasm Best to start small Degree of existing systemization

(models, checklists) or automation Depth of needed programming

Selection processes

Show & tell sessions

Small group brainstorming

Candidate project write-ups

Review and ranking

Continued …

Choosing between rtf and pdf formats

RTF pros Easier to author Editable results Shorter results

RTF cons Editable results Harder to handle

graphical elements Harder to maintain

fidelity to court forms

User may lack Microsoft Word

PDF pros Fixed format Appearance

fidelity PDF cons

Authoring can be more complex

Result can’t be contracted or expanded

Dealing with overflow

Extra expense of PDF Advantage

Performance issues on Server

Understanding your audience Possible audiences

Client or self-helper Staff advocate Volunteer advocate

Literacy and language issues Computing skills Access Addressing two audiences in

one template

Action plans

Discuss and document key issues before starting, e.g. Purposes Scope & Features

Document to prevent “scope creep” Save some features/docs for “Phase

II” People and roles Schedule

Predictable variation (at some level)

Continued …

Working with substantive experts Involve them early Expect delays Expert tasks

mark-up docs clarify logic draft prompts test, test, test create guidance

Clarify expectations and deadlines Help them understand ‘What’s In It

For Me?’

Marking up documents

A tool for clarifying and communicating requirements

Remember, markup is a means to an end, not an end in itself

Best practices: Educate those doing the markup on how it will be

used Set simple, clear standards Provide example markup Expect imperfect compliance Accept legacy markup Redline samples to surface variations Use spreadsheet for variables Iterate with prototypes

Continued …

Variable List to Accompany Markup

Testing templates Testing components as you go Testing parts of a template Testing a whole template Testing in online emulation Testing on NPADO Create different answer files for all key

permutations of answers Involve other people as beta testers! Ask beta testers to save and share answer

files with you Ask beta testers to be as specific as

possible in describing problems

Revising templates

Don’t try to do everything in Phase I

Encourage and respond to feedback

Track needed changes Update templates on NPADO

Staffing and outsourcing

In house approaches Need for dedicated time Choosing the right people

Contractors Using HotDocs certified consultants Consider using for ad hoc issues

Need for project manager Students Private bar resources (technical and

substantive)

Managing yourself Don’t put it off Start small Keep at it Schedule time to do this Arrange for quick feedback Ask for help

Links & contact info

http://npado.org/faq http://www.lsntap.org/techlibrary (then click on

“document assembly”) http://www.hotdocs.com (excellent tutorials and

knowledgebase) {alan|bart|marc}@capstonepractice.com For donated copy of HotDocs Pro (2 per state),

check with your statewide website committee (and if they don’t know, [email protected]) or download a free 30-day copy from http://www.hotdocs.com

Questions?