Mitigate Risk with New Automated NBI...
Transcript of Mitigate Risk with New Automated NBI...
Mitigate Risk with Automated New Business Intake
P l Jimmy LamPanel Jimmy LamProject Manager / DeveloperLoeb & Loeb, LLP(310) 788-7118(310) 788 [email protected]
Steve HeldLegal Industry Practice ManagerClarity Consulting, Inc.(312) 863-3968sheld@claritycon [email protected]
Joe BocardoLegal SolutionsgK2(214) [email protected]
AgendaOverview of New Business IntakeWhy automate NBI?Why automate NBI?How to get readyImplementationpTips & Gotcha’sQ&A
OVERVIEW OF NEW BUSINESS OVERVIEW OF NEW BUSINESS INTAKE
Basics of New Business IntakeBasics of New Business Intake
• Collect data about client matter parties Collect data about client, matter, parties, financials, etc.
• Obtain proper re iews & sign offs • Obtain proper reviews & sign-offs • Audit decision points/approvals• Open clients/matters in relevant systems
New Business Intake ChallengesNew Business Intake Challenges
• Thorough and fast Thorough and fast • Visibility
A• Adaptability• Data quality• Tedious forms
WHY AUTOMATE?WHY AUTOMATE?
Why Automate?Why Automate?
Challenges Automation BenefitsChallenges
• Thorough and fast • Visibility
Automation Benefits
• Defined process• Defined business rulesVisibility
• Adaptability• Data quality
Defined business rules• Notifications• Escalations
• Tedious forms • Systems integration• Mobile access
Why Automate?Why Automate?
Challenges Automation BenefitsChallenges
• Thorough and fast • Visibility
Automation Benefits
• Dashboards• Task listsVisibility
• Adaptability• Data quality
Task lists• Reports• Audit trail
• Tedious forms
Why Automate?Why Automate?
Challenges Automation BenefitsChallenges
• Thorough and fast • Visibility
Automation Benefits
• Changes are enforced• Process changesVisibility
• Adaptability• Data quality
Process changes• Business rule changes
• Tedious forms
Why Automate?Why Automate?
Challenges Automation BenefitsChallenges
• Thorough and fast • Visibility
Automation Benefits
• Lookups / type-ahead• SuggestionsVisibility
• Adaptability• Data quality
Suggestions• Spell check• Previews
• Tedious forms • Intelligent re-use• Cloning• Systems integration
Why Automate?Why Automate?
Challenges Automation BenefitsChallenges
• Thorough and fast • Visibility
Automation Benefits
• Tabs• Show/hideVisibility
• Adaptability• Data quality
Show/hide• Type ahead/re-use/cloning• Allow saving
• Tedious forms
HOW TO GET READYHOW TO GET READY
FORMS ACTIONS
CONSTRUCTING A PROCESS-BASED APPLICATION
FORMS> PAPER> INFOPATH> WEB> SHAREPOINT LISTS> ADOBE
ACTIONS> APPROVE> REJECT> DELEGATE
> ADOBE
> SAP & SIEBEL> DATABASE:SQL AND ORACLE
INFORMATION REPORTS> OUT-OF-THE-BOX> FOR BUSINESS USERS
> ELITE, LEGALKEY, ADARANT> DOCUMENTS:SHAREPOINT> NEW DATA:NEED TO CREATE
PEOPLE
> FOR TECHNICAL USERS
EVENT MONITORING> ROLES> INFORMATION EXISTS> STATE
> INTERNAL EVENTS> EXTERNAL EVENTS
POLICIES> CUSTOMER DISCOUNT> TASK DELIVERY> SLA
PROCESS
> DESIGN> ASSEMBLE> EXECUTE
> EXPENSE CLAIM LIMIT > MONITOR> OPTIMIZE
FORMS ACTIONS
CONSTRUCTING A PROCESS-BASED APPLICATION
FORMS ACTIONS
START
INFORMATION REPORTSCHANGEPROCESS
PEOPLE EVENT MONITORING
ACT2ACT1
POLICIES PROCESS
> 50001400 2000 1800
OUT OF OFFICE
START
Manage versions? Call a sub-process?
Route to a role versus a person or group?
Address different needs for different business units or STARTperson or group? different business units or
geographies?
Escalate work after a specific time?
Distribute work to a group round robin?
ConflictsReview
FinancialReview
Process work from a mobile device?
specific time? group round-robin?
Manage working hours?
Manage business logic separately from the
process flow.
Change policies/rules dynamically?
UpdateSystems
Pro Bono
process flow.
Track my workflow?Test the process before
deploying it?
Handle out of office conditions?
Delegate work to another user?
Content
Clients
OperationsContentManagement
Finance
p
HumanResources
ConflictsReview
FinanceReview
Content
New BusinessIntake
Case
Pro Bono
Management
UnmanagedContentPortals
Management
Custom SolutionsLOB Systems
Portals
IMPLEMENTATIONIMPLEMENTATION
What to ExpectWhat to Expect
• Your firm’s intake process will be deconstructed, diagrammed and detailed...
• ...in excruciating detail...
• ...and then it will change.
Essential Documents
• Process diagram(s)
• Narrative document
• D t h t• Datamap chart
SAMPLE PROCESS DIAGRAM #1
SAMPLE PROCESSDIAGRAM #2
SAMPLE NARRATIVE DOCUMENT
• Detailed narrative for each step in intake process.e a ed a a ve o eac s ep a e p ocess.
SAMPLE DATAMAP CHART
TIPS & GOTCHASTIPS & GOTCHAS
TipsTips
• Buy in from upper managementBuy in from upper management• Identify and involve all stakeholders
f• Tackle small portions first• Identify “happy path” and assess cost/benefit
of exceptions• Ask “Why?”y• Keep it simple
GotchasGotchas
• Change in cultureChange in culture• Change in roles
f N• Everyone wants a piece of the NBI pie• Every firm is different• No Magic Bullet in an automated NBI system• “Implementing Effective NBI Workflow”Implementing Effective NBI Workflow
Q&AQ&A