Professional Documents
Culture Documents
Our Moderator
Cost savings
Technology shift
Access to data
New business need
Regulatory/statutory/legal requirements
Risk management
Usability improvements – user feedback
Total quality management, six sigma, etc.
Problem: Need for robust legal data warehouse (LDW) for advanced
analytical reporting
– The need for the warehouse arose as Pfizer’s Legal Division completed
the deployment of an integrated set of transactional tools for budgeting,
matter management, patent and trademark administration and electronic
billing
– Each individual integrated systems had particular reporting limitations,
making pulling together data across the multiple systems ranged from
difficult to virtually impossible
Technology
Oracle – Leveraging a typical star schema with a small number of fact
tables linked to various hierarchal dimension tables to support drill down
via dimensions such as date/time, department, geography, patent family,
matter etc.
Informatica – Most ETL (extraction, transformation and load) routines
Business Objects – All reports, dashboards and ad-hoc access
Problem: Improve process for processing and paying paper law firm and
vendor invoices.
– Original process was entering paper invoice data into Excel spreadsheets,
which offered no capability for tracking workflow or reporting, and many
opportunities for error
– Despite having over 80% of firms using eBilling, this until still handles a
monthly volume of 5,000 – 6,000 paper invoices
– While most invoices are in the range of 5-13 pages, some (quarterly)
exceed a thousand pages
Solution: Shift away from paper, repurpose existing commercial off the
shelf technology to treat invoices as documents in DMS
– Allows for capturing basic metadata about each invoice and then attaching
a PDF scan of the paper to the metadata
– Workflow functionality implemented to allow work to be assigned to bill
processors and monitored by supervisors, including both age and dollar
value of work in process
– Users were equipped with dual monitors to ease the change to imaged
paper and increase efficiency when reviewing bills (on one screen) and
looking up or entering other data on the other screen
Technology
Documentum WebTop – Out of the box web front end for the
Documentum Content Management System; customized by internal IT
developers to capture needed invoice attributes; simple interfaces to other
systems of record (i.e. firm names & TINs, etc); workflow (document
lifecycle) and exports of metadata to reporting environment.
Adobe Acrobat Standard – Off the shelf technology used to review and
annotate/mark-up bills electronically.
Problem: Need for question and answer collaboration tool for contract policy
explanation and issue resolution that is integrated with e-mail, with Q&A captured
in a searchable knowledgebase for re-use; Problem Part Deux: need to enhance
existing system’s integration with e-mail, playbook content and contract
management system
– The need for a collaboration tool and playbook repository arose as Cisco and Cisco
Legal expanded globally and business units and attorneys needed to resolve
contract negotiation issues quickly and share information
– Original process was to call or e-mail colleagues with questions, with each person
preserving written information on their own hard drive; playbooks (annotated guides
to major contracts) were updated when new information was passed from an
individual to the playbook content manager
– Current bulletin board system is partially integrated with e-mail (making responses
to queries cumbersome if the attorney cannot access a browser) and with
playbook’s standard and fallback clauses and explanatory materials, and not
integrated contract management system or document assembly software
Solution: Build a collaboration tool that allowed users to ask and answer
questions; includes capabilities such as e-mail notification for new questions,
captured Q&A, auto-classification of Q&A, playbook content, and a searchable
knowledgebase.
– Built a custom “communities” framework using a third-party message board
software
– Allows users to access knowledgebase of playbook content and previously-asked
Q&A, and to post questions and answers
– System functionality allows for Q&A to automatically display in appropriate content
sections, and includes capabilities such as e-mail notification for new questions
– To-Be: respond via e-mail or browser; anonymous postings, playbook content
managers' updates uploaded by IT to contract management system
In Progress Solution: Investigate migrating to wiki platform or upgrading
“communities” infrastructure in order to fully integrate Q&A with e-mail, playbook
and contract management system
Existing Technology
Web Crossing – “communities” infrastructure, a collaboration server
engine with built-in message board functionality, Solaris v. 5.8
environment; customized by internal IT developers who implemented a
J2EE framework; Oracle database
Investigating New Technology
Wiki / “LAMP” (Linux/Apache/MySqL/PhP) platform – Leveraging wiki
technology to support integration with standard e-mail for notifications and
replies to conversation threads, and facilitate editing of content and
playbook materials
Web Crossing upgrade
Approach to Innovation
Approach to Innovation
Technology Context
– Platform
– Method/Use/Extension
– Tools
– Deployment
– Support
Approach to Innovation
Impact of Innovation
Impact of Innovation
Lessons Learned
– Lessons learned on this project would inform your approach on the next
project
– What went right, what went wrong
Cultural Impact
– How the innovation was received by the user community
– Unexpected benefits
– Proliferation of the technology or the idea behind it (e.g. viral effect)
– Specific approach to managing the cultural impact
– Other ‘culture” issues
Thank You!