Law Department Technology Management. July 25th, 2018

Transcription

1 Law Department Technology Management July 25th, 2018

2 Welcome and Introductions Roxana Martinez Greg Book Meredith Brown Director, Project Management WeWork Legal Technology Lead DXC Technology Law Department Consulting UnitedLex 2

3 Today s Objectives A. Define and understand Technology Management B. Developing a technology roadmap C. Aligning roadmap with the Department s vision D. Implementing the roadmap E. Importance of refreshing the roadmap F. Identify next steps along Maturity Model 3

4 Technology Management Tools Index Legal Ops Maturity Model (Technology) Technology Inventory Interview Guide Technology Roadmap Template System Implementation Project Plan *Tools will be available at acc.com/maturity and will require ACC Legal Operations member login 4

5 A. What is Technology Management? The integrated planning, design, optimization and operation of systems and processes Enabling department members to deliver high-quality services efficiently to clients Generating data to inform department management decisions and corporate strategy Outcomes: Streamlined Processes Data-Informed Management Competitive Advantage 5

6 A. Maturity Model for Technology Management Depending on the stage of maturity of your Operations team, your activities and objectives in Technology Management may vary. EARLY STAGE INTERMEDIATE ADVANCED Complete reliance on corporate IT Limited technology deployment and user adoption Spreadsheets for data/metrics, project management, etc. Knowledge stored on individual workstations Legal is coordinating with corporate IT, often with a designated liaison and helpdesk support Technology roadmap is focused on leveraging current technology within Legal, driving adoption and establishing some integrations Training is ad hoc Typical systems in place include basic matter management, e-billing, document, contract, and IP management Legal is focused on aligning business processes across the enterprise using technology Longer-term (5-year) technology roadmap; benchmarked & adapted as environment changes Process in place for research, scenario planning and piloting artificial intelligence (AI) and emerging technologies Technologists or legal ops leaders evaluate changes in technology and develop implementation strategies; drive continuous improvement in user adoption Training and user support protocols are well established Strong integration among systems in Legal, and as appropriate across the enterprise Systems include e-discovery, knowledge management, collaboration, full contract lifecycle management; workflow automation; and applications designed to anticipate/mitigate risk (e.g., tracking new regulations, trends in consumer complaints, deficiencies identified in audits) 6

7 A. Who s Involved in Technology Management? CLO / GC Legal Leadership Team Legal Operations Department Team Members Corporate IT Responsible for the Department s technology strategy Sets direction for implementation Participates in development of technology roadmap Drives adoption of systems through communications and actions Leads the development of technology roadmap Sets implementation plan for technology roadmap Manages system vendor relationships Provides input and feedback Participates in implementation through actions and demonstration of expected behaviors Participates in the development of the technology roadmap Provides corporate level system requirements Provides help desk support 7

8 B. Developing a Technology Roadmap Creating the roadmap generally follows the below steps: 1. Inventory current state technology and processes 2. Identify gaps in technology functionality 3. Assess utilization against maturity model 4. Identify and prioritize future state technology 5. Develop and validate roadmap with stakeholders 8

9 C. Aligning Roadmap with the Department s Vision Prioritization workshops ensure future state initiatives align with the technology vision of the Department. Key considerations include: 1. Alleviating team member time spent on workarounds 2. Department budget and capacity to focus on implementation 3. Alignment with overall business strategy 4. Maturity of the business 5. Industry benchmarks 9

10 D. Implementing the Roadmap Implementing technology generally follows the below steps: 1. Requirements Gathering and System Selection 2. System Design 3. Configuration 4. Testing 5. Rollout 10

11 E. Importance of Refreshing the Technology Roadmap The department should set a regular cadence to review and update the technology roadmap. Indicators that the technology roadmap should be revisited off-cycle: 1. Changes in the business, including a merger or new business line 2. New department leadership or department reorganization 3. Vendor no longer supporting ( sunsetting ) technology 4. Significant inconsistency in use across business units or geographies 11

12 F. What s Next? Create or update department technology inventory and utilization assessment via team interviews Leverage current system functionality to replace spreadsheets or files stored on individual workstations Identify opportunities to increase adoption of current systems through training initiatives Integrate systems to create a streamlined user experience Establish cadence to refresh technology roadmap 12

13 F. Technology Inventory and Assessment A comprehensive technology inventory and assessment focuses on enhancing the client and user interaction to maximize the available data to drive decisions and deliver effective services. Technology should be accessed in context of the value it offers and the effort to improve/implement. Internal Client Interaction Client-facing Legal Department Website PRACTICE SUPPORT TOOLS Document Creation Contract Management Immigration Management IP Management Global Access CORE TOOLS & Calendar Matter & Financial Management Document Management External Vendor Interaction Internal-facing Legal Department Website/Portal Access CORPORATE INTEGRATION Enterprise Records Management Governance Risk - Compliance (GRC) AP/GL HR Entity Management Workflow Knowledge Management CRM Discovery Management Management Metrics and Decision Analytics Support Master DBs Client Service Delivery Resource Allocation External Spend Management 13

14 Questions & Answers 14