<b><i>Case Study</b></i> Streamlining and Centralizing With Matter Management Software

As Director of Technology and Marketing, much of the responsibility of selecting, maintaining and upgrading to the most powerful technology available is mine. My department also helps coordinate the firm's marketing efforts, such as mailings and events. As part of the firm's mission to provide expertise in multiple practice areas, we have come to understand how vital it is to encourage flexibility and mastery of the latest technology among its attorney users. To achieve results efficiently, a firm must have a streamlined approach to stay competitive and run efficiently.

When I came to Moser in September 1999, I immediately began working on Y2K compliance issues. My first few months were a time of massive integrations and conversions. We migrated from WordPerfect to Word, from GroupWise to Outlook, and from SoftSolutions to iManage (now called Interwoven) Document Management System or 'DMS.'

At that time, I was introduced to the matter management system the firm had been using since 1990. The product is called LawBase' (by Synaptec Software out of Denver, CO). LawBase was installed when the firm moved from stand-alone word processing and billing to a fully automated network system; thus it was solidly part of the firm's technology 'woodwork.' LawBase was already Y2K compliant so no adjustments were necessary.

Features Used

LawBase is a database program that enables the firm to centralize all of its case and contact data across various practice groups. The program has many features, but there are some that are used more than others. Here is a rundown of the major uses of LawBase at Moser & Marsalek:

• Database for case and contact information. All case and contact information is at the users' fingertips with the LawBase system. The software screens are highly customizable and we continually adjust the product to fit each practice group's specific needs for data display and report writing. The practices within our firm that use LawBase include our Medical & Healthcare Litigation group, the Workers' Compensation group and the General Trial group. And since we have a firm-wide contact list with all case information residing inside, we can also use some of LawBase's fields for marketing purposes. We export key information from a variety of fields that are then used for a large mailing ' such as when we promote a seminar.
• Notes can be attached to each case file as the case develops. The notes can be identified and sorted in various ways, which makes finding case information much more efficient.
• Docketing and diary of critical dates. LawBase enables us to map out the timeline for each matter, send out reminders about critical dates, and push calendar entries out to Outlook calendars. Attorneys who use Blackberrys can have their complete calendars with them at all times. LawBase gives us a way to track the history of key events on a particular matter, which is useful as a case develops.
• A correspondence preparation and management tool. LawBase helps with mailings by organizing the firm's contact data and tracking when correspondence has been sent to clients and other interested parties. Through LawBase, we can keep an inventory of the case notes. Attorneys and staff can see what conversations and actions others have had with the contact or case.
• Integrations. LawBase easily integrates with many of our other programs. We currently have integrated LawBase to HotDocs, Outlook and Interwoven. We can generate form letters and pleadings, indicating which documents were generated by whom and on what date. LawBase has developed a powerful, bidirectional integration that not only extracts information from its database into HotDocs, but also writes data back to LawBase. The integration with Outlook allows for e-mail and critical date synchronization. By integrating with our Interwoven, documents relevant to a case from within the matter management interface can be searched.
• Report preparation. LawBase provides search tool capability based on any criterion, with printing of client-specific documents and reports. Attorneys use LawBase to search in a way that fits with the firm's own office terminology and client needs.
• Smart Folders. Everyone can utilize LawBase's Smart Folders, which are custom-designed for each user. Attorneys each have a unique search folder for their open cases that helps them to better manage their respective caseloads. An additional Smart Folder was added to show the notes from that day, helping attorneys post their time accurately and track client conversations. Moser & Marsalek is also using Smart Folders as a management tool to keep track of lawyers' activities on cases, run interactive reports and perform other advanced functions.

Process

Moser & Marsalek has 75 users and 45 concurrent users of LawBase. While LawBase has been installed on all workstations, depending on the group, it is usually the secretaries or paralegals who enter (or upload) the case information into the system. We organize the most useful data for the active cases. The usefulness of LawBase is entirely dependent on the accuracy of data being entered in, so there is a quality control requirement for data entry.

For each group within the firm, we can create customized screens. This ensures that only the pertinent information is visible to the attorneys. We've taken a hard copy file and keyed the information into the program ' populating it with this useful information. With LawBase HD, the new version we're currently upgrading to, we've already created the screens for our tax group, which we will be rolling out later this year.

Benefits

LawBase has enabled the firm to handle a lot more files than it could by working with them manually. A litigation team that uses the program can handle double or triple its current caseload, thus significantly improving its efficiency. The report writing functionality is one of the best features of LawBase. With our recent upgrade to LawBase HD, we went from having 50 reports to having only four ' the system has become much more intuitive.

Since the program is very customizable, the benefits extend beyond the attorneys and staff. It is also used to manage vendor information, link e-mails to contacts and assist in tracking help desk issues using the notes feature to track support calls.

Testing, Training

Right now, the firm is beta-testing the next version of LawBase, although it has not yet been released. The rollouts of LawBase have historically been fairly straightforward. As in all software rollouts or upgrades, there needs to be editing and customization. Also important is to have the attorneys of the firm directly involved in the process. The support (and the push) for new technology often needs to come from the top.

Synaptec support has been very good and is very responsive. LawBase is easy to use, and has an intuitive and straightforward design. The main ongoing cost for LawBase is the annual maintenance fee, which includes all system updates and upgrades. LawBase has definitely impacted the firm's bottom line in a positive way.

When you use a system for as long as we have, it really becomes part of the culture, part of the woodwork. We have many future plans for customizing LawBase and integrating it with our other technologies to create a true turnkey solution. At Moser & Marsalek, technology is seen as an investment and not an expense, giving the firm the flexibility and resources to ensure that it runs as efficiently and productively as possible.

As Director of Technology and Marketing, much of the responsibility of selecting, maintaining and upgrading to the most powerful technology available is mine. My department also helps coordinate the firm's marketing efforts, such as mailings and events. As part of the firm's mission to provide expertise in multiple practice areas, we have come to understand how vital it is to encourage flexibility and mastery of the latest technology among its attorney users. To achieve results efficiently, a firm must have a streamlined approach to stay competitive and run efficiently.

When I came to Moser in September 1999, I immediately began working on Y2K compliance issues. My first few months were a time of massive integrations and conversions. We migrated from WordPerfect to Word, from GroupWise to Outlook, and from SoftSolutions to iManage (now called Interwoven) Document Management System or 'DMS.'

At that time, I was introduced to the matter management system the firm had been using since 1990. The product is called LawBase' (by Synaptec Software out of Denver, CO). LawBase was installed when the firm moved from stand-alone word processing and billing to a fully automated network system; thus it was solidly part of the firm's technology 'woodwork.' LawBase was already Y2K compliant so no adjustments were necessary.

Features Used

LawBase is a database program that enables the firm to centralize all of its case and contact data across various practice groups. The program has many features, but there are some that are used more than others. Here is a rundown of the major uses of LawBase at Moser & Marsalek:

• Database for case and contact information. All case and contact information is at the users' fingertips with the LawBase system. The software screens are highly customizable and we continually adjust the product to fit each practice group's specific needs for data display and report writing. The practices within our firm that use LawBase include our Medical & Healthcare Litigation group, the Workers' Compensation group and the General Trial group. And since we have a firm-wide contact list with all case information residing inside, we can also use some of LawBase's fields for marketing purposes. We export key information from a variety of fields that are then used for a large mailing ' such as when we promote a seminar.
• Notes can be attached to each case file as the case develops. The notes can be identified and sorted in various ways, which makes finding case information much more efficient.
• Docketing and diary of critical dates. LawBase enables us to map out the timeline for each matter, send out reminders about critical dates, and push calendar entries out to Outlook calendars. Attorneys who use Blackberrys can have their complete calendars with them at all times. LawBase gives us a way to track the history of key events on a particular matter, which is useful as a case develops.
• A correspondence preparation and management tool. LawBase helps with mailings by organizing the firm's contact data and tracking when correspondence has been sent to clients and other interested parties. Through LawBase, we can keep an inventory of the case notes. Attorneys and staff can see what conversations and actions others have had with the contact or case.
• Integrations. LawBase easily integrates with many of our other programs. We currently have integrated LawBase to HotDocs, Outlook and Interwoven. We can generate form letters and pleadings, indicating which documents were generated by whom and on what date. LawBase has developed a powerful, bidirectional integration that not only extracts information from its database into HotDocs, but also writes data back to LawBase. The integration with Outlook allows for e-mail and critical date synchronization. By integrating with our Interwoven, documents relevant to a case from within the matter management interface can be searched.
• Report preparation. LawBase provides search tool capability based on any criterion, with printing of client-specific documents and reports. Attorneys use LawBase to search in a way that fits with the firm's own office terminology and client needs.
• Smart Folders. Everyone can utilize LawBase's Smart Folders, which are custom-designed for each user. Attorneys each have a unique search folder for their open cases that helps them to better manage their respective caseloads. An additional Smart Folder was added to show the notes from that day, helping attorneys post their time accurately and track client conversations. Moser & Marsalek is also using Smart Folders as a management tool to keep track of lawyers' activities on cases, run interactive reports and perform other advanced functions.

Process

Moser & Marsalek has 75 users and 45 concurrent users of LawBase. While LawBase has been installed on all workstations, depending on the group, it is usually the secretaries or paralegals who enter (or upload) the case information into the system. We organize the most useful data for the active cases. The usefulness of LawBase is entirely dependent on the accuracy of data being entered in, so there is a quality control requirement for data entry.

For each group within the firm, we can create customized screens. This ensures that only the pertinent information is visible to the attorneys. We've taken a hard copy file and keyed the information into the program ' populating it with this useful information. With LawBase HD, the new version we're currently upgrading to, we've already created the screens for our tax group, which we will be rolling out later this year.

Benefits

LawBase has enabled the firm to handle a lot more files than it could by working with them manually. A litigation team that uses the program can handle double or triple its current caseload, thus significantly improving its efficiency. The report writing functionality is one of the best features of LawBase. With our recent upgrade to LawBase HD, we went from having 50 reports to having only four ' the system has become much more intuitive.

Since the program is very customizable, the benefits extend beyond the attorneys and staff. It is also used to manage vendor information, link e-mails to contacts and assist in tracking help desk issues using the notes feature to track support calls.

Testing, Training

Right now, the firm is beta-testing the next version of LawBase, although it has not yet been released. The rollouts of LawBase have historically been fairly straightforward. As in all software rollouts or upgrades, there needs to be editing and customization. Also important is to have the attorneys of the firm directly involved in the process. The support (and the push) for new technology often needs to come from the top.

Synaptec support has been very good and is very responsive. LawBase is easy to use, and has an intuitive and straightforward design. The main ongoing cost for LawBase is the annual maintenance fee, which includes all system updates and upgrades. LawBase has definitely impacted the firm's bottom line in a positive way.

When you use a system for as long as we have, it really becomes part of the culture, part of the woodwork. We have many future plans for customizing LawBase and integrating it with our other technologies to create a true turnkey solution. At Moser & Marsalek, technology is seen as an investment and not an expense, giving the firm the flexibility and resources to ensure that it runs as efficiently and productively as possible.