Phillips Fox Streamlines Case Management with Microsoft Office SharePoint Server 2007

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1 Microsoft Office System Customer Solution Case Study Phillips Fox Streamlines Case Management with Microsoft Office SharePoint Server 2007 Overview Country or Region: Australia Industry: Legal Customer Profile PhilipsFoxisoneofAustralasia slargest law firms, employing more than 1,500 staff across 10 offices in Australia, New Zealand and Vietnam. Business Situation PhilipsFox scurent case management system was becoming increasingly expensive and difficult to use. Alternatives could not scale to meet the requirements of larger cases. Solution By implementing Microsoft Office SharePoint Server 2007, Phillips Fox has created a centralized repository for case information that vastly improves existing management functionality. Benefits Total savings of A$700,000 each year. Staff search times reduced by 10 percent. Software licensing savings of A$125,000 per year. Total staff time savings of 50 hours per year. Reduced outsourced data entry by 16,000 documents per year. Thepilotprojectshowedthatthenewsolutionwould generate savings and productivity gains across the firmofapproximatelya$700,000eachyear. Andrew Calvin, Senior Associate, Practice Support Unit Manager, Phillips Fox TheTVcourtroomclichéof ExhibitA or ExhibitB doesn trelateto the real world, where even a simple case may have more than 5,000 pieces of evidence. For top Australasian law firm Phillips Fox, the costs and operational difficulties of case management were rapidly becoming too much for its current system to handle. The product failed to take into account the varying types of evidence the firm needed to track and was expensive to license. Microsoft partner Unique World put together a pilot project using Microsoft Office SharePoint Server 2007 and independent third-party analyst BearingPoint measured the results. By improving search functionality, managing a broader range of documents and document metadata and simplifying data sharing, BearingPoint estimated Microsoft Office SharePoint Server 2007 could provide benefits to Phillips Fox of more than A$700,000 a year through direct cost cutting, productivity gains and improved resource management.

2 Situation Successful management of evidence for litigation has become one of the toughest issues facing legal firms in recent times. Not only must the data be stored securely, it also needs to be easily accessible, searchable across a variety of potential criteria, available to all staff working on the case and in a format that is easy to share with opposing lawyers and the courts. ForPhilipsFox,oneofAustralasia slargest law firms, the situation was becoming critical. The firm was using three disparate case management systems: two third-party products and one for smaller cases that had been developed internally. For a firm that employs more than 1,400 people in 10 offices throughout Australia, New Zealand and Vietnam, this situation was unwieldy and wasted resources. Phillips Fox identified some key areas where its primary case management system could be improved. The major issue was that client licenses were very expensive, which meant not all staff working on a specific case could access the relevant data. The existing system also worked on the assumption that all evidence was in the form of a document, failing to take into account the fluid nature of evidence in contemporary court cases. Whenenteringevidence,wewould create a newiteminthesystem, saysandrewcalvin, Practice Support Unit Manager at Phillips Fox. Somebasicmetadatawouldgowiththe object: who created it, who sent it, who receivedit.however,evidenceisn tjust documents; it could be a date, an event, something like a mortgage or even a physical object. We required a system that could take alofthisintoacount. A further effect of this document-centric approach was the amount of data entry required. While most data entry is outsourced, a better interface would allow the firm to carry out its own data entry in smaller matters. This would avoid outsourcing roughly 16,000 documents a year and reduce barriers to using the system. Finally, the smaller case system could not effectively manage the size of some cases Phillips Fox worked on. ThelargestcaseI mpersonalyinvolvedin has 1.1 million pieces of evidence and up to 60stafworkingonit, sayscalvin. Being able to store that information centrally and have it as a searchable database that can be shared easily internally and externally is essential in serving our clients to the best of our ability. We needed a more elegant case managementsolution. Solution Microsoft partner, Unique World, quickly identified Microsoft Office SharePoint Server 2007 as a more suitable solution. PhilipsFoxhadalreadymadeasignificant investmentinmicrosoftinfrastructure, says Elon Aizenstros, Director of Sales and MarketingforUniqueWorld. MicrosoftOfice SharePoint Server 2007 was the best way to leverage this investment while making the bestuseofthefirm sexistingarchitecture. Unique World began a pilot project to accurately determine the benefits Phillips Fox could gain from a case management system based on Office SharePoint Server WewerealreadyrunningOficeSharePoint Server 2003, but not utilizing its features fuly, sayscalvin. Onpaper,the2007 release seemed perfect, but we needed to be sure.

3 Unique World created a test system that would allow Phillips Fox to run up to four smaller cases to determine the advantages of using SharePoint Server 2007 for case management and data sharing. AsaMicrosoftGoldCertifiedPartner,we have an in-depth understanding of the unique functionality available in Microsoft Office SharePointServer2007, saysaizenstros. WeworkedwithPhilipsFox sinternal developers to spec out a system that took advantage of the products features to addresthefirm sneeds. Unique World created a Web-enabled case management system that built on the functions of the older system. Features included: Advanced search functionality. The ability to import and export data using common formats. Image storage and annotation functionality. Shared calendars for staff involved in cases. Native document capture for common formats. Document auditing and reporting. Benefits As part of the pilot project, Microsoft engaged independent business analyst and consultant BearingPoint to measure the potential impact of the Microsoft solution. BearingPoint reported that the project demonstrated a number of measurable benefits, detailed below. Operational Savings from a Streamlined Case Management Solution Alotofthebenefitswesawfromthisproject wereaboutavoidingfuturecosts, says Calvin. Clientswantlawyerstobemore productive for less. One way for us to stand out in the market is to produce the same or beterresultsatareducedcost. The pilot system streamlined the process of searching for evidence by around 10 percent. This equates to a saving of roughly A$520,000 per year in wasted staff time. Similarly, using the one central case management solution would cut 50 hours a year spent logging into the different management systems, a saving of A$10,000. Moving away from the system Phillips Fox used before would also save the firm more than A$125,000 each year and A$25,000 per annum in software licensing and maintenance costs. Finally, a more efficient data entry process wouldreducephilipsfox srelianceon outsourced data entry currently 16,000 documents a year and retain around A$19,000 internally. Overal,theBearingPointanalysisrevealed that the new solution would generate savings or benefits across the firm of approximately A$700,000perannum, sayscalvin. Strategic Benefits Company-Wide Streamlining the case management process has flow-on benefits beyond cutting costs. IfMicrosoftOficeSharePointServer2007 can be deployed for even 70 percent of the litigation we run, Phillips Fox can expect to see significantproductivityimprovements. says Calvin. The Office SharePoint Server 2007 solution makesiteasyforphilipfox sitteamto configure profiles that allow staff to access the cases they are working on. This reduces help desk requests and the time staff spend waiting for technical support.

4 While the licensing costs of the previous system restricted the number of staff who couldacesit,alphilipfox sstafcan access the new case management application. This opens cases to new points of view and fresh ideas. also ensure that delegated tasks are understoodanddon tslipthroughthe cracks. Staff can receive standardized training on the new system. This means they are able to work across multiple cases or switch easily from case to case without needing to refamiliarize themselves with different management systems. By taking more document processing in house, Phillips Fox also minimizes the potential exposure of case-sensitive data to external organizations. This gives privacyminded clients greater confidence in the firm, which in turn may lead to more work. Legal Compliance and Peace of Mind for Clients As with all legal firms, Phillips Fox has to meet regulatory requirements around evidence discovery, retention and sharing. The ability to categorize documents as private, confidential or public, and being able to restrict access and disclosure of data on a user-by-user basis, allows the firm to fully protect the interests of its clients, a legal and commercial necessity. A case management system based on Microsoft Office SharePoint Server 2007 allows case documents to be stored in their native format and makes it simple to export documents to external parties. The system can also assist with staff calendaring and court timings. Internalywecanexpectbetercompliance with court calendars you try hard to meet them, but communication issues can cause deadlineslips, sayscalvin. Asolid management system can eliminate that and

5 For More Information For more information about Microsoft products and services, call the Microsoft Sales Information Center at (800) In Canada, call the Microsoft Canada Information Centre at (877) Customers who are deaf or hard-ofhearing can reach Microsoft text telephone (TTY/TDD) services at (800) in the United States or (905) in Canada. Outside the 50 United States and Canada, please contact your local Microsoft subsidiary. To access information using the World Wide Web, go to: Microsoft Office System The Microsoft Office System is the business world schosenenvironmentforinformation work, providing the programs, servers, and services that help you succeed by transforming information into impact. For more information about the Microsoft Office System, go to: For more information about Unique World products and services, call (612) or visit the Web site at: For more information about Phillips Fox, call (612) or visit the Web site at: the Web site at: Microsoft Corporation. All rights reserved. This case study is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY. Microsoft, the Microsoft logo, the Office logo, SharePoint, Visual Studio and Windows Server are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. All other trademarks are property of their respective owners. Document published October 2006 Software and Services Products Microsoft Visual Studio.NET 2005 Microsoft Office SharePoint Portal Server 2007 Microsoft Office SharePoint Designer 2007 Microsoft SQL Server 2005 Microsoft Windows Server 2003 Enterprise Edition Hardware HP Blade Server HP 4-processor 64-bit SQL Server 50x HP PCs Partners Unique World