IMPLEMENTING SOFTWARE-BASED WORKFLOWS. Session #86

Transcription

1 IMPLEMENTING SOFTWARE-BASED WORKFLOWS Session #86

2 SPEAKERS Charles O. Collins Applications Development Supervisor Ward and Smith, P.A. Monroe Horn Chief Technology Officer Sunstein Kann Murphy & Timbers LLP Kimberly A. Giertz Chief Information Officer Marshall, Gerstein & Borun LLP

3 BENEFITS ENROLLMENT WORKFLOW Charles Collins Applications Development Supervisor Ward and Smith, P.A.

4 THE CHALLENGE

5 THE SOLUTION

6 WORKFLOWGEN.NET web-based application on a Microsoft IIS web server SQL back-end Supports any.net web-based form created within the product or from Visual Studio. Cost effective!

7 ACTIVE WORKFLOWS Conflicts Search and New Business Intake Advance Check Request Benefits Enrollment Billing Submissions Acquisition Requests Miscellaneous Surveys Court Runs and Hand Delivery requests

8 OUR WORKFLOW

9 WORKFLOW DESCRIPTION Streamlined and concise Integrated with AD and HR Interactive and dynamic

10 WORKFLOW DESCRIPTION User launches workflow

11 WORKFLOW DESCRIPTION HR User launches workflow Current HR information is pulled into form

12 WORKFLOW DESCRIPTION HR User launches workflow Current HR information is pulled into form HR Once submitted, data is inserted into HR

13 WORKFLOW DESCRIPTION HR User launches workflow Current HR information is pulled into form HR Once submitted, data is inserted into HR HR then feeds to Payroll, Carriers, and Reporting

14 WORKFLOW DESCRIPTION Submitted elections are written directly to HR Eliminates duplicative and manual data entry Decreases risk of data entry mistakes

15 WORKFLOW DESCRIPTION Microsoft SSRS Individual and Consolidated Dynamically updatable from one year to the next

16 IP DOCKETING WORKFLOW Monroe Horn CTO Sunstein Kann Murphy & Timbers LLP

17 THE SUNSTEIN WORKFLOW SYSTEM Application Developed In-House Second-generation First released in 2009 Application architecture Desktop Workflow Console Mail-handler SQL IntApp Integrate Oracle document viewer and other 3 rd party libraries

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20 CURRENT ACTIVE WORKFLOWS NBI Advance Request Check Request IP Docketing Workflow

21 IMPORTANCE OF IP DOCKETING IP Docketing is THE critical business process for IP prosecution Most everything related to patent and trademark deadlines is docketed USPTO, Foreign Associates, Clients System is used by all IP attorneys every day and by IP paralegals/support staff all day every day

22 WORKFLOW DESCRIPTION

23 WORKFLOW DESCRIPTION Report Capture Docket File Route

24 WORKFLOW DESCRIPTION In Out Report Capture USPTO Docs Docket File Paper Fax Route Auto-Generated Workflow Items

25 WORKFLOW DESCRIPTION Save Documents Report Capture Attach Document Links Docket File Route

26 WORKFLOW DESCRIPTION Assign Client/Matter Report Capture Review Participants Docket File Send Route

27 WORKFLOW DESCRIPTION Docket Item Report Capture Draft and Attach Correspondence Docket File Send to Attorney Route

28 WORKFLOW DESCRIPTION Review Docketing Report Capture Edit and Send Correspondence Docket File Complete Workflow Route

29 SOME KEY CONSIDERATIONS

30 SOME KEY CONSIDERATIONS Rich User Interface

31 SOME KEY CONSIDERATIONS Rich User Interface

32 SOME KEY CONSIDERATIONS Rich User Interface LOB App Integration imanage Carpe Diem Case Mgt CPI Docket Word Outlook

33 SOME KEY CONSIDERATIONS imanage Rich User Interface LOB App Integration

34 SOME KEY CONSIDERATIONS imanage Rich User Interface LOB App Integration

35 SOME KEY CONSIDERATIONS imanage Rich User Interface LOB App Integration

36 SOME KEY CONSIDERATIONS imanage Rich User Interface LOB App Integration

37 SOME KEY CONSIDERATIONS Carpe Diem Rich User Interface LOB App Integration

38 SOME KEY CONSIDERATIONS Carpe Diem Rich User Interface LOB App Integration

39 SOME KEY CONSIDERATIONS Carpe Diem Rich User Interface LOB App Integration

40 SOME KEY CONSIDERATIONS MS Office Rich User Interface LOB App Integration

41 SOME KEY CONSIDERATIONS MS Office Rich User Interface LOB App Integration

42 SOME KEY CONSIDERATIONS MS Office Rich User Interface LOB App Integration

43 SOME KEY CONSIDERATIONS Rich User Interface LOB Integration Supervision

44 SOME KEY CONSIDERATIONS Rich User Interface LOB Integration Supervision

45 SOME KEY CONSIDERATIONS Rich User Interface LOB Integration Supervision Compensation

46 SOME KEY CONSIDERATIONS Rich User Interface LOB Integration Supervision Compensation

47 SOME KEY CONSIDERATIONS Rich User Interface LOB Integration Supervision Compensation

48 SUMMARY

49 BUY OR DEVELOP? OUR APPROACH TO DESIGNING WORKFLOWS Kimberly Giertz CIO Marshall Gerstein & Borun, LLP

50 MARSHALL GERSTEIN WORKFLOW SYSTEMS Combination of complex in-house developed and simple SharePoint lists, views and alerts Started in 2002 with implementation of SharePoint Foundation Server Simple guest registration workflow, many created since These projects are so much more than technology projects Success is heavily reliant on good business process improvement initiatives and analysis

51 WHY CUSTOM DEVELOPMENT INSTEAD OF PACKAGED PRODUCTS?

52 THIS IS A KEY BUSINESS PROCESS AND WE WANT A SYSTEM THAT BENDS TO OUR NEEDS INSTEAD OF THE OPPOSITE.

53 INCOMING CORRESPONDENCE PROCESSING Receive correspondence from outside persons/entities: clients, vendors (in our case foreign country law firms), legal agencies (in our case USPTO) If it is not electronic, convert it to digital form and send to processing queues for automated conversions. RIM Staff uses custom app to review and classify by client/matter and responsible attorney Item is saved to edocs with appropriate metadata captured from the custom review interface Custom routing application follows business rules for sending the item to appropriate individuals Work Queues for handling. (Accounting, Docketing, Attorneys, Paralegals, etc.)

54 SHAREPOINT INTAPP INTEGRATION BUILDER To other departments: Acctg, Docket, HR, etc for parallel Administrative handling. ENTERPRISE APPLICATION SQL DATABASES/DATA CATALOG Correspondence Received From Vendors, clients, etc. Via , paper, fax Convert paper to digital (.pdf) RIM Staff Classifies DM/Finance/Docket systems feed data catalog which is used to match correspondence to matters and therefore people To Resp. Attorney For the matter.net CODE To Doc Mgmt System/ Electronic File

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56 WORKFLOWS IB MONITORS AND COLLECTS REAL-TIME DATA FROM MULTIPLE Docketing Records DM SOURCES TO SUPPORT CUSTOM WORKFLOW SERVICES Legal Department Mail Room Data Catalog Integration Builder Collect all real-time and common, related client/matter data and push to data catalog Finance CRM MKTG Accounting Specialty DB s

57 SIMPLE SHAREPOINT WORKFLOW

58 ILLUSTRATOR SERVICE REQUEST Challenge: Current procedure for requesting services from our onstaff illustrators was cumbersome and inefficient. Requirements: Create a service request ticketing system that is easy to use for attorneys and allows illustrators to better manage their workloads and manage service delivery expectations. Improve time to generate and process client charges. Short delivery timeline.

59 RESOURCES REQUIRED: SHAREPOINT ISSUE LIST TEMPLATE PROCESS ANALYST ILLUSTRATOR INPUT

60 CREATE DIFFERENT VIEWS OF THE LIST AND APPLY FILTERS ACCORDING TO AUDIENCE

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