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Home My WebLink Aboutexhibit5THOMSON ELITE The CSU may, at its sole discretion, directly contact other known clients of Proposer for references. The CSU may eliminate from further consideration in the RFP process any Proposer who, in the opinion of the CSU, receives an overall unfavorable report from client references. . N 1410 Although configurations can vary, typically your organization will have a database server which houses the ProLaw database. The application software can reside either on the database server or on an existing application server. When a user opens the icons on his/her desktop, an instance of the software and the database engine are opened. When queries are run or information is updated, the client and server communicate and exchange necessary information. In addition, ProLaw integrates with Microsoft Outlook, GroupWise, and Lotus Notes so that staff can receive both reports via ProLaw, view calendar information on-line through the interface, and receive appropriate appointment and reminder information via the organizations' email system. ProLaw's integration with other industry -standard word processing applications such as Word and WordPerfect, and document management programs such as Docs Open, PC Docs, iMa.nage, as well as billing programs such as Elite just to name a few, demonstrates our commitment to providing a solution that allows your organization to utilize ProLaw for all its case management needs, or to choose to integrate this solution with other applications already owned by your organization, at its sole discretion. ProLaw's programming language is Delphi. ProLaw is back -end independent, so your organization can choose to use Sybase's SQL Anywhere which is included in the cost of the product. Or, your organization can choose to use Microsoft SQL Server 7 or 2000 and purchase database licenses independently. ProLaw's efficient database design provides for fast access to current and historical data regardless of database size. Res once: ProLaw's client base is made up_of more than 1,100 law firms internationally ranging in size from solo practitioner law firms and small boutique firms to 2,400-user government agencies and high profile AmLaw 100 law firms. Each of our implementations is handled differently, based on the unique needs and objectives of our individual clients, using our basic implementation services. We have state Attorney General Offices, County Prosecutor Offices, County Public Defender Offices, City Attorney Offices, Office of Administrative Hearings, as well as a variety of governmental agencies. Attached please find the completed Appendix E. Proposal Section 3 - Scope of Work - RFP Section 4 4.1 Genera! Requirements Application Architecture 10 THOIV15ON ELITE ProLaw has both a thick and thin client. th bonments hislhercan needs-.eXist The ProtLaw Pon an �rtalmtheathin so that each user receives the setup thatest meets client, allows you to access your ProLaw data via a web browser interface rather than a big, bulky executable. The Portal is installed on an lS server. This while the workst tion juswotrr k �eives pages f accessing the database, performing searches and the data with the end result. The information is secured by a password. There is more information on the ProLaw Portal later in this proposal. There is no limit to the number of simultaneous users in ProLaw. The only limitation is the number of licenses your organization decides purchase. General Component Descriptions Contacts Contacts in ProLaw include your clients, related parties to cases, vendors, even office personnel, Search methods include drill-downsearches, natural e-mail addresses, mail tualguage s1eSQL ing qlists�snotand 'conflicts vendor checking. Track addresses, phone ;, i„ information, related contacts, and related matters. Contact classes are unlimited. Create and add Iyour own custom tabs and custom fields to tailor Contacts to your needs. Contacts in ProLaw S, support single-click e-mailing, TAPI-compliant phone dialing, and web access. Class:1Lrefendant Company Title; S alutation: I M s- Jones .Full none Ms. Rebecca Lynn Jones—• __— Geeial' • 111 East Winifred Street ; Anytown, Iowa 55511 f3revious Addresi ieulous. SyGuwE� Status: Active 112/18/2003 (555.333.4444 itones@wnn.com 11 Type, 'Main • E•ma THOMSON ELITE Matters Matters are all the separate cases or actions that your office needs to track, as well as any internal, administrative matters. Add events, create and store documents, enter meeting notes, make time entries, and look up related contacts, ledgers and other matters. The powerful Matters interface Mers gives you access to everything related to any case from a single location. As in Contacts, are customizable with tabs and fields designed specifically for your needs. As such, your individual practice areas' unique needs are easily met by designing custom tabs for each practice area. Additional custom tabs can be created to track matter 'nPe orgc anization annzation the powformation. lese can be er to be self created and customized by your administrative users, giving yourg sufficient in responding to the ever -changing requests of your different practice areas. ,[tile edit Xiew. d4IP NIf, °€gi�pp, Irr t• ►1 el i� Co7 `!� �� k. aftei,lp Pic10136003 Dp;q CountyvJones Client Sorg Jones Rebecca Lynn — - GeneieT l Notes I .Mrsc.I Contacts 1 Matteis] Events I fnqury I C,letiOns 1 *nest information] Psasrde Camsel1 VtctenWitness1 Diepos,honaij,Elre enclab .eYside JClass:10elendant Li j 1 Phone;115551'33374444 . ;Company.. Fu11 name:' Ms. Rebecca Lynn Jones Notes: 1 ckent i✓ 9ilingr to0.o000 DelendanL ;rea of law: Crimnal pelense Type: Theft ::f./-} Cpened:3/17/2004 ----- Slalwa: open 13/17/2004 Address: �101 West Weetred Street 11 A+yrl'ppirt;ioivA 55511 rClient ioneepondencs I !:.Addressee i` cc ( B{ None• ' Assigned Type _ Professional i1 DefenseAltor,.IJdJ JonathanJochern 100.0000, *„I Events Events are the heart of ProLaw's Matters. Everything that happens with a case is tracked in Events: meeting notes, critical dates, documents and reminders. ProLaw's reminders integrate with your groupware and send appointments to your calendar. Automatic docketing provides the power to create an event tree from a Slndaregenerated, according to your rules. Other featured single aforl, and events requirefilings, nclludf, responses, deadlines, and reminders ,, document assembly, drag -and -drop document association, and Legalex Rules. DocsOpen 12 THOMSON TM ELITE documents appear on the Events tab as well, so a user can get an immediate "snapshot" of all work being done on a case in this one central location. He/She can also view a report that shows upcoming docket deadlines, upcoming documents to be sent, recent docket events or recent documents that were completed. As in Contacts and Matters, Events can be customized to a particularpractice area so that individual practice areas see only those event types and document types that are applicable to their practice area. d yr p,i 901a 001010Spr1 Schaffer K istre r,. k " i Niis@1 Intac e I Matter: s -I1r�4lI i tv. I enefpI9.164,01_ . r JDaei.(a11)ri �� 2/6/2003: Version 1000799 2 Letter to client re: deposition schedule 4, I.,:. 2/E/2003: Email message from client i ;.; 2/6/2003: Letter from dient re: eve/al:AV far depositin 2/6/2003: Complaint lied 2/3/2003. T r+el date . 1 /8/2003: F{ esPanse Due 12/4/2002: Final Contract lmege 11 /12/2002: 1elephone call with Klistie. ...� 8/14/2002: ,.9( 9/13/2002: Complaint liled t Email from Kristie 1•. tin 7/25/2002: Engagement Lettei (L) 7/25/2002: new dac.pol 7/25/2002: New York Rules 7/24/2092: Ckenl Letter 1 7/24/2002: Sample document.doc Qa 7/23/2002 IRS Form 147C doc 13 TH01V15ON ELITE From Events off the taskbar, queries can be run on the database to locate events across matters. This enables a user to find all events associated with one or multiple matters. H•to edit view + �e�R' 01 cRir(sx� as 1` 4 {pert' +J 1413l I Doc tiiir; .1 iMatierl i I �1 : ,�vehtDale• —, Z77� i; j�oo2�D C 90��2F A� G12512. ,snot nog 9030:001 l 26 r�gords 4ion Client Soil 1_arks�ur AolyrSler� 5clatlet, Krisle S >}aailer, Knslie Stl allee Krone 5C1?ailer Kr ie 50hatler. Kt e." • twl dat�lvh �:'wr r z ,;; THOMSON ELITE Files Files is used to track the physical location and the status of the paper files associated with your epresent matters. In files, you can set up a top -most fore for the pleadings natter and then set up and correspondence). s Handehelds to rs anners the other parts of the file (such as folders can be used to note the locations of files. This data can be imported from the hand-held scanner into P.roLaw. file l{) 1018 o0i.001 u u' General Bobs Office l 4 f3114l200210,48� •'. Claims Transactions Transactions programs do time is often functionality 7) [ntry Fir THOMSON ,M ELITE provides time entry functionality. Although government entities or legal assistant not need to track time in the same manner as private law firms, the capability to track required for resource allocation and tracking productivity. ProLaw provides this to a number of governmental clients. ••'. Hae. im q �Fr :Oomponrn 4lyp�Z0031018 001 Schaffer, Kiistie R. Thompson vs. Kra ,.,85B i Biook Boehmlei i T l00 u� 90000Kt amoG 4.� Research issue regarding confidentiality. Spell Che[k`da401 6 THCDINASON ELITE Journals Journals is used to enter checks and other general ledger entries to track time entry and cost transactions. Ole'. :di View OP !.-4 '.. t t trgi Et .1 ii ..... . Find Query I Journals that... .ir: k *.• P? P..:. MratteilD 16000.009 1 Casts Advanced 1,590.901 0.00 i.DresierFisher,-.Colark, raper, jr..: 1 1000G-000 f 000-90 ank of AAmeriica: 0.00 1 500.0. 0!: Df apprFiihepillinC.$HMJ:1 1000_J 9ODf. _ [..t,,If. j arnes Sharpe 4 Debit . Credits: 'Tote. 0n.hold: Approved.: 1 . t F---211 0.00: 1-------655 r----W s: ..---T'7-19.7.66- , .„,______._____.. Accounts . .. Account No. Account Lire DesoriptiOI Debit I 10000,o00_, i Bank of America ______ .Fees for Research __:______L____LL___ 0.00 1,500.00! al: 17,i 20 records f ound, THOMScDN ELITE Ledger Ledger is used to display all the statements nd waunpayments1 statements, view the detail nonl a state Went or reprint statements from the Ledger payment, and produce billing and payment history reports. l ile edit view tin &1411 Firid l query 1 . Seprch for. Searah bys IArea of law i Clierit I D D 4 SI No 1 Hard Caste Dale losing at mn Larkspur Pol mef s -J 10/31 /2041,f 10/31 /2001 I ....._ 21 Statement a 1.959.50 0.001. 1.853.50 100.00 t--- 2',Cash receipt 1 1,959.501 j 1 859 50 100.00 larkspur Polymers -•. 1 J3/„2002 BfSletemcnt 56 25 _._,. 0 00�, 55 25 ADO larks r Polymers 12/31/2001.,12/31 /2001 L___ .a_ ____. 5 0 00 _ pu , _ 1 /3/2002 L 8; Cash revel t ; 56 251 156.25 Larks r Pot milts L ._6 ;Gash receipt , .... 1 012501 ........I , 1.012.50 0 00 �u y" 10/31 /2001 9 Statemer>f 1.012501 0 00 � to . 10/3172001 6' Amber Wive S5u 4,012.7i0 Q � Amber Wave S ate:. 1/9/2D02 J: LatksPurt5oI mers, _ 12/31/20D1112/31/2001I Slat ment' 1 45000 0 0 4`S0001 0 OAQI Larks Pot,+ s, 1/17/2002 .... 308625 000 t 001 11 Statement 3 086 25i 1 L I-" La ksPur ym 1 I Casla recptpl t 3A00 U0 :a r3f r Po mars , 11 /30/2001 Latkabu._�', I 0.00 lJA 0.00 A/13.� 14063 Ertl d 25 717 40 Paid 25 57& 77 WO Type 1iota! Balance (Fees e �Cas receip , pol eis 10/31/2001 J 10/31l2 3 D0000t 000 18 TFlo SON .w ELITE Rem ProLaw's Reports are unlimited and user -customizable. Create as many reports as your office needs, and shape their look according to the standards you currently enforce. Run complex queries, order and group data by any parameter, and look at previews before printing. Built-in, drag -and -drop design tools eliminate the need for programming or macros. Your custom fields are fully searchable and can be included in any report. ProLaw's report functionality is quite intuitive utilizing Boolean logic to run queries based on data desired to be displayed in report format. These query criteria can be saved individually for the user or globally for the use of the organization as a whole. In addition, report formats can utilize additional SQL select statements and calculations to further define the data and display of data within the report itself. to a queue ProLaw also has a report queue that allows e specific functionality litys to e one added further k>y�allowing r use by specific users. The ProLaw agent takesq additional functionality of automatically generating reports in the report queue based upon pre- defined criteria (such as monthly, weekly, at specified intervals, when specific criteria are met, etc). There are many default report formats that come with ProLaw Software. A Sample Reports book can be obtained upon request. in addition, your organization can create an unlimited) number of custom reports to achieve all of its data reporting objectives. Report data can be exported into a variety of formats for export to other systems and software packages. 19 THCIMSfON ELITE ProLaw will assist the CSU OFFICE OF GENERAL COUNSEL to develop the required reporting for matter management as well as statistical reporting. General J Layout r = 1 fY•► H Page.1 Matters Listing ai records Chard Lerkspur Polymers sokemoto, Norman Lerkspur Polymers Scherer, Kristie schafar, Kristie Lerkspur Polymers pthenced Logic Smythe, John Smythe, Join Scherer, Krisiie Scheyer, Krisiie Matter Description 'Later' PalyBondd' Tredemerk Allen te. Scheirer Ater vs. Schaffer — APPEAL LEVELIII! Arplicelion tor Pleant Claim Claim Against Claim Against Claim for Schaller Claims Area or Law Copyright Legal Op nions1Achi ere Pedant 8 Trademark Chit Rights Clul Rights patent Prosecttion (LI.S) other Subrogation Claims other Land UseiEnw romental Matter ID 1001.005 7001.037 1001.034 1015.032 P E N DINGOD]00005 1001-001 0-0)1 9334.002 9331-031 9]02-019 J1 B-071 • 20 THOMSON ELITE TM Specific Features Docketin proLaw's cnlendaring functionality � A ses Legalex Rules, the oldest rules -based are maintained and updated by our i n-house se legal docketing system in the country. These court rules sets staff, and West Group, our parent company, publishes the court rules. ProLaw now has the ability to mine the reservoirs of 300+ attorneys in West's offices in Eagan, Minnesota whser to do nothing more than watch for, review and finally codify rule changes; you getany source than we now are. The updating itself, or provided electronically the blto our client to be who have the Legalex team• As the rules change updatesP right to decide whether they want to hot k t the update °r not. ly from an authoritycific cite w en the rules ration with West tew includes giving ProLaw end usersy g the West database which houses the statute or local rule that is being cited. A listing of our rules sets can be found at www.legalex.com. ProLaw strives to provide all of the rules sets our clients needin timelythere a reasonable mutually agreedtzation needs and we upon time by which do not have, weewill work withyou to determine we will write the rules set. If there is an occasion where the organization wants to write the rules themselves to incorporate theon n into n os eheir ProLaw database, the ProLaw and Legalex support teams will support the ore vor. ProLaw /Legalex provides a date calculator so the organization can specify default reminder and tickler items, and these defaults can be modified by individuals and/or practice areas, with x appropriate security access. Docketdevent can have specific events of any kind cancustomizat on inttvarh uous areas such les and et s data calculations, and each individual items to create when this event is completed, specific professionals to assign to the event, number and frequency of reminders, etc. te their own In addition to the court rules defined in thatlex, each client can the(either as a organizational de1�or by practice et of "house" rules that cover tasks and procedures the area) wishes to see followed for various types of events. ProLaw integrates with Outlook by sending e-mails' containing contents of various fields, reports, and documents within the system. pre�sona]scontacy bfolderse sent toDocketed tional wide iterns may be sent c contacts in Exchange as well as individuals'p to Outlook as either appointments to personal calendars or as e-mails. Reminders/tic:klers may also be sent as e-mails. 21 THC )INASON ELITE ProLaw Portal ProLaw offers its users not only thick client functionality, but also full Front Office and time entry functionality in our Portal. A ProLaw license includes not only a license for the thick client, but also for the thin client. Many ProLaw clients will use the Portal for the internal staff to be able to access the ProLaw database from home, at clientst, or on the road; tey will also (with the appropriate security�ght) canurchase dvasit the Portal licenses for their clients, so Portal and see the latest information Security onty their or the Portal can be applied tors the item -level, to the user's Authorized browser using straight HTML. S y information is immediately available through the ProLaw Portal. There are no extra steps to "post" or "copy" case information to your extranet. Changes are immediately available; clients and co - counsel always see up-to-date information. Changes made by clients and co -counsel, if allowed, are immediately available to your staff. The Portal requires an IiS server. (C) 2004 Ellie. a Thomson business. "PROLAW SOFTWARE", "PROLAW", "PROLAW PORTAL" "FRONT OFFICE. BACK OFFICE, ONE OFFICE" "LEGALEX" "LEGALEX RULES" and "LEGALEX SOL" are trademarks of or exclusively licensed to Elite. Version. 22 THOMSON ELITE TM �y tkcksd;' ] ��pFnf OpbonS,, Contacts Files Logout pROLAW Matters Documents Docket Time Entry Notes 50 1 l W A F: 1 A� linr+Qs' f Contacts Find people, phone numbers, e- mail addresses and relationships Matters Find case information, event hlstoly, related contacts, and financial inquiry Docket View deadlines by professional or matter Documents Search Documents Notes Search Notes it,Files Find physical files and related matters Tirne Entry Enter and review your time 23 1 THOMSON ELITE C(teSs http//bocalhostiprolavr/contactsresult<asp?Search+For= ,Search+By LastName&Seal .• �','earch Web � i'� � �? o blocked •', � ?'<��zl'� � � opt>ons ,: �O AW 0{ i W A n r Matters Docket Notes Contact Results SgarF Add Cortkact Total 99 records found. KAT jygl �SJl rherri' `„tom Ch 1 AnLig iALA. Extaki-D22§ r KLiaou hirlaanct DELDnint . r'n MIADho Barn Y r . a tnouve Mtgitailnm n ]ocheal 1Rklgagg Wza0 NLf(nas . i s Documents Time Entry Opposing Party Senator GAL Representative GAL Attorney Advocate Plaintiff (704) 490-0501 Petitioner Attorney (615) 665-8975 D55 Social Worker Relative (505) 888.1901 Spouse Juvenile Attorney for Respondent Mother Agency Attorney (615) 554-8541 Opposing Party (612) 340-1900 Attorney for Respondent rather Senator Client (804) 594-1000 Client (804) 594-1000 Judge Judge (303) 296-1999 Neutral Party (801) 555-4428 24 • Main Main Main Main Main Main Main Main Main Next- ._ jJ 1 nrl inrr� nct f' i THOMSON TM ELITE R°F tes Tooi� t++ . ;� �� ; I, ' Search favorites A fesS http //localhosr/prolavvicontactEdI asp7Search+For =dr&Search+By= L.astName&Searc 4 �..__.. >� #lked : �oti,� I ®Options - Gocgi% I�5earchwet {: oc Contacts Matters Docket Notes Files Lockout Documents Time Eltitl Co n to Cts Notes Misc. Related Contacts Related Matters a Compan q00r he[ 0o1.110 00 And 0snc Full name: 7 y p 4DGPa �fr�Stw rrs suite;f a Class: igAr Salutation: hM1Es riper Type 12 L1ttl$ L ft 7°t Hp Phone Number Ext Type ® draper clam E:hyail �.� `F77_ otne < 'r draPer:flshef cam�v Web,. 25 Title: Mailing? 17. Main? r- r r THOIMSQN ELITE F�vornes :. T�ooIS Ndp ;." Seal cfl s Favites D&Asst or.I Q'Ulockeci : Iocalhiostlprolawimatterresuks.asp? earch+For 90Meacch+BY Matt i J Search Wa ., 0.12A4I 060 5 RO AW Contacts Matters Docket Notes Matter Results Total 21 records found. 3914441 Claims 9142:0-1- Schaffer v. )ones 9_1Q2:DAZ Schaffer v. Smith AU Personnel Case gpp2_049 202311 y_Q42=99St 9492:1O7 c0a2-006 v003-00 2.01$: 441�: ffMAU Olt 9.Q State vs: Schaffer Oq2 Worksite Partnership 202-SliSchaffer Matter 0_ p State vs. Schaffer 0 i7 i Schaffer vs. County personnel Case Personnel Schaffer v. Jonson Meetings personnel Personnel Case The Big Proceeedingtt State vs. Schaffer State vs. Schaffer Flies A °tit DOcumenu �imi2 Ent Schaffer, Kristie Schaffer, Kristle Schaffer, Kristie Schaffer., Kristle Schaffer, Kristie Schaffer, Kristle Schaffer, Kristie Meetings Schaffer, Kristie Schaffer, Kristie Schaffer, Kristie Schaffer, Kristie Schaffer, Kristie Schaffer, Kristie Schaffer, Kristie Schaffer. Kristie Schaffer, Kristie Schaffer, Kristie 26 3rroiH4 d4E Land Use/Enviromental Land Hourly Open Use/Enviromenta[ Civil Rights Hourly Open Administrative Personnel Closed Litigation personnel Open (General) Administrative Hearings Closed Appellate Division Hourly Open Administrative Internal Litigation (General) Administrative Criminal Litigation (General) Litigation (General) Litigation (General) Arbitration Inspections Litigation (General) Litigation (General) Pending Meetings Open Hourly Open Hearings Open Open Hourly Open Hourly Open Hourly Pending Union Open Other Open General Open Hourly Open 1 rir�1 int— THCDIVISCDN ELITE Prol AIN POrtal: natter Debi -Microsoft intoner Espbrer " - • . IflSrdWb Saar.-:.'0''4,,liii:;;•:):',!';':;0j:?';`,*.aktf:',,,0 OMtes, http:Acattryst,frowwirnatterumenrraiasornatterpoorovroanamAnsadd.ntonsvoniy.Y _ — PRoLia TS Matters -ontacts EtLej !awl batte,I cipg, om Pocket no_f_r__AIN ijoiu mu§ atidesLELLA.0 EgjaLtd1C10119.0 pocket pocuments vent Notes gyents fkg '0"-.7777777 Client Contacts: moo. guniegps. i.nt WI - r- CUent General Matter Information: POe ' 774-0,p45.1'.! aau Littanclon: roltenclon: THOMSON protaw poAak Dodtell RiNutls -tyic osott !Internet. er Favorke5-• #` l+QiJrpss,�` http 1liTalrprokmrrver.tuesuh asp 5earch9utton Searcht:MatterID 4030OPlilS',Kd+twtton=Calendar Nev,Ffr+atters )ON7Fi48}YECGt-4, ELITE lsnolAxv x, Search Web i()blocked. .+.r..:t lt,014R4 et, PRvLAg I u ont3 t� f Ilan ul bItkeil Documents Pocket Time Entry Jo P5 woo ET:1 Docket Results xeW Seerdi t_Iti-- ; _— « i December 2004 Sat Tue Wed Thu i Fri ; ;Sun Mon 1 2 3 4 Complaint OW IS mpintcopdoua u Re e Res + ICornPldlrLt Caps, due to gaay due to Camolalnta4t ationligN 1Complaint copy due to CamnlainCartt Pine 14 Neaot>adons wlt►i Parties iCPmolaint copy due. to 1Case ecomnmdation . . r.,. THOMSON ELITE tie Yam;: Paves_ S�rCh ' Favdnles h 'fl i ' •� }9idt ^ 'rig �t¢tirtn4 ,elIIttP:IIIDcelhvsrJPfOkiytd�mentresuAaSP hutttr I[I &Created Bs Praia"Law"edClent+Sori`SDocumenI+NOntper E1nlals &Prde54 e.Setr ;` ' 0Lloeked r®Opkinn;. PROLAW Co1111; EN.5 ki2aW matters U2�usts ket TVme Entr1 Notes Document Results r=��'w.iSars3r'. Total 243 nand+ found Iffir Matte(ID SLD 200e0091 YIRCI 1 91d laking CiD..100346.D0J lied J sD 11Q117d 510 20040091 yield 9316.001 Suitt ly000635 9018-003 tVizeal �A�ut 9030-002 IOW Wan r70-10094e-DO Sflm IOW 210101:221 ,n6�117s SLD 2004009] lA4�L OD-100349.00J Y.113> i00�976 PI't0004e-D01 YW6 Sher lG Ytp5 096E 934-0; J* 1001161 SLD 20040061 Y.tili felt 99292h 034.01 Yird 034.10 y1m 00064 8002-110 ;0906+E yjj 6032-001 ma neck-nu1 ]fi 7009.001 y1A6' Shari -out 45 7009.001 IOW123 7009.001 ylu. C 'Il YLiY L diulli1 1i21 6032.001 lR+ 6032.001 YJSO-S £i t0kelt Ste' 0eel`0ul 3: 1020.001 MIR 1/1/2001 1/ 1/2001 1/1/2001 9/7/2001 12:5096 061 12/21/2001 1/25/2001 1/25/2002 1/05/2002 1/28/2002 1/28/2002 11:09M1 Pµ 1/1]/2002 3:55:02 PM URI Hattie 0.0•10 Letter AD-10 Loner CD letter CID Letter AD•Order AO -Order Intake Summary Sheet lnleto Summery Shaft Wake Summary Sheet intake Summary Sheet POW Summary Sheet Intake Summary Sheet Review Summery ReNew Summary 1.43-la Litter A1:140 Latter Letter to Complainant Lefler to Cos pleinant Letter to Complainant Letter to Compleinaru Conference Notes Conference Notes AD -order AD -Order Word Document Internal Summary Word Memnon] Latour Relatwne Board Summary. Word Document Employee Support Form License License Liget Opinion Request Legal Opinion Regtwa Attached D6etmint BID Image 50 2971 Attached Document LAW to Sill 501 Attached Document Link to Bill 582e7I Legal Opinion Resporl5. Legal Opinlon Response Legal Opinlon Legal Opinion Request for Medical Records r71 End .` lacal7nf . THOM50N ELITE Miaow ROA: C "r Tree. Microsoft Internet Erpb1w gVortt�wb HdP�Fava,�_�Y IC Y F 1p$march rltcS �, [= eta-truetwlnrCoroplltedDockets true&v4i oWtileven[Strre a5P' .(00 1oroattU5.' )criATHALlyECGHADfivEw �-.} AQdrr ,QhttP;llbc:�Seanda Web a �012O1'k�tl._.. .. • ss PROLAW t a r " rtta S Fliek ' u E`1attgr5 DocunlE_nt Qocket Time EI try dot S Matters t„ted Contacts a aced Matte's Docket ocu cents v Notes Imes Ge e a No s �'� Client Sort; Schefler, I(rIAVe pe 1plion: Schafllr Matter Mager ID: 9030-001 �9Ft7! r �Addgotk.r ,.Vidd 4ocvrrwR''` !✓ p;r-, �M■mo '11V1272002 Opening tl sr 12l2120021 New Mel" Cheokhel 119111.1V2612002: Mtin0 I d1ec01e the 1412003; Telephppe call with Krislie fir17f2Legal Research 5r2712003;D03: 7ebPr'OM call Mich KnhI5 2/2912004' Letur Qr9 3? iF2004. picture. of e'ruck la 12rV2004: Comple'nt Med 1217r200et let'er.doc fist i2r112004: L.ner tI ® 121612004: C o m tint kledp' THOMSON_ ELITE .1**3 • httP:iflocall105t/Prryp.s.l..a4c.r_ l':4: 1 i710,1-c;7. • • PRoLAw F fatterS ?,s..t,a_r_tp...?!.;!.:7.1,22/.2004!...endOace.12.17/202.,&method2ys_tsi2041e,v&prolAtom.IONATHANCIMpc V!. Po *Oced F7c: Efies. PocuMents rile_1011.-y. Time Entry Search Results 77777.771211= gliwooD4 Total of 2 wads foured. 1.211/240 140 5U:11004E053 Murphy iierhp 122212110 159 300 5L0 20040091 Murphy Litonng 1 31 v. —7— TiriagnaM1 T ,rrrr-r-T. THOMSON ELITE Common Minimum Functional Requirements ProLaw is an enterprise -capable, open database, and ODBC compliant solution. The data dictionary directory is made available in our Administration Manual. Customization required by the project can be handled by the CSU OFFICE OF GENERAL COUNSEL itself and does not require programming or additional resources from ProLaw other than administrative training and or assistance where necessary. ProLaw does provide a graphical user interface and offers a solution for retention and archiving of data. ProLaw also provides varying levels of security to prevent the unauthorized access and use of data. Security can be set for groups of users or for individual users. ProLaw also provides a unique identifier to track claim and case information through the life cycle of the matter. Users, depending on their security level, can open, close and reopen matters. ProLaw provides a report writer and users can create ad hoc reports and administrators can create global customized, predefined reports. We can provide the ability to establish and maintain financial information for reserves, checks, subrogation and recoveries using our custom tab functionality. With the use of our docketing functionality the CSU OFFICE OF GENERAL COUNSEL can set, view, trigger, and report on calendar information. Additionally this functionality can be integrated with groupware. Legalex rules provide court rules based docketing so that deadlines are in line with particular court rules. ProLaw provides experienced project managers, trainers and support personnel to assist in the on - site training, implementation and support of your project. ProLaw also has an experience data conversion department to handle conversion of legacy data into the application. Document Management Requirements ProLaw not only provides exceptional document management services, but also provides document assembly capability. The CSU OFFICE OF GENERAL COUNSEL can create templates that will pull data from the database to merge into the templates for document assembly. This enables the users to enter the data once and merge it into documents as necessary. The Document Management. functionality allows the sharing of information among users (where allowed by security), full -text searching of documents for ease in locating a particular document, and tracking of document access. Matter Management Minimum Functional Requirements ProLaw will provide the CSU OFFICE OF GENERAL COUNSEL the ability to manage a matter from opening to closure, including all information relevant to the matter. Data regarding parties, docketing and documents associate with the case will be easily accessible. 32 THOMSON ELITE Search functionality ProLaw provides a robust search engine on any field in the database. ProLaw provides 2. types of searching for users throughout the application.dFirst rn list of heis a most search. cammZonifields. The second type allows the user to search across one field at a time using p of search is a QUERY. A query can build be used to create complsearches across n both types of ear }ire number of fields, including all fields in the database. Wildcards can be used i In QUERY, ProLaw offers tools to facilitate searching. First ProLaw will store the last 10 searches run by the individual user. filedlt View help .Find Query 1 Fiscent I Matters that:,.., Matter Type is system board and opened last year utter T,ype... s.system..4ard and opened last year are open defendant insurance company is farmers and settlement amount is greater the Matter Type is system board and opened 2002 Matter Type is system board Mattel ID begins with 1 and corporate 33 THOMI SON •M ELITE ProLaw also has the QUERY BUILER. This is a listing of all fields available for searching along with the Boolean operators. By clicking on the desired field and operator a user can easily construct a search. Flle ' .f=dit: yie i Help Find Jquei • I Recent Metter; that:.. Matter ID begins with 11 nd begins with between contains don't have E}i7 ends with {gip equal pp greater than t7a greater than or equa pp have less than I less than of equal Ell THOMSON ELITE ProLaw also offers a QUERY LIBRARY. The Query Library allows users to store and retrieve queries that are used often. This again f stored query at the pacilitates te process of ungsh , byof aa buttopa user to access either a personal stored dquery or a globally lit g.ail:. VIe!N tle/P Erc�d 'Otiery tiecerd i :iciatlers Master Type is system board and opened 2002 ' . "Halter lb ) 1026.036.........._......... Matter Description (first Line) Draper. fisher ~System Boardissues:.� +' ri it ^retard fad Und •F, 'Query pesc!iptran` Insurance 5ettle... Area of Law :I Sample Legal Aid ir j Case Hours are greater than 20 Closing Cod, . '_ M arks I I✓ I Marks drive to work contains starbucks Name of roduct contains buy _ Product Lrabrhty � I. ier P .... .---• - .. Scott over 90 � r 4 ale open and responsible is sin total a/r is o ; . Matter T}rpe is system board and opened Z ,, ;1 5ysicmBuardSt J. Global? -.:Q> rely IME Into contains neur olopic and status is o..: are open defendant insurance comparitis f • Security Components Security can be controlled solely by system administrator(s) or designated person(s). There is user password, file level, field level, user -group, and location level security. Security is applied to data inquiry. ProLaw can suspend data at various levels of processing until proper approvals are entered. ProLaw also has the ability to provide °rrestrict access ton -line access database information. sub -system The ProLaw boundaries. ProLaw relies on MS SQL server security torestrict Portal uses SSL. 35 THOMSON ELITE 4.2 — Technical Specifications ProLaw Software is not in the business of sellingehirementseforanuchmplementa, we can c on of your size and rovide you with our minimum and recommended hardware q functionality. Any additional hardware requirements your organization may need to acquire can be done so through the vendor of your choice. Please see the next page for ProLaw's System Requirements. Additional information may be found our web site at www.prolaw.com. If your organization does decide to implement ProLawfor theft uaro�set of wtProLaw ll needto rp'sfulfillment of provide ats with pcAnywhere dial -in capabilities at its expense p warranty and maintenance obligations. TH3M50N ELITE System Requirements for Version 9 Workstation Minimum rNormal user running Windows NT1200(I/X P. Power user running Windows PIII 600 with 128MB or higher NT/2000IXP PII 400 with 96MB or higher Database Server !Minimum P11I 600 or higher Windows NT/2000/XP Workstation with 384MB (512MB for SQL Server) Recommended PIII 733 or higher with 192MB or higher PIII 866 or higher with 256MB or higher 50 users Each additional 50 users PIII 600 or higher Windows NT/2000/XP Server with 512MB and SCSI hard drive Single or Dual Pill 600 or higher Windows NT/2000 Server with 512MB or higher and Ultra/Wide SCSI hard drive Dual PIII 600 or higher Windows RT/2000 Server with 512MB or higher Ultra/Wide SCSI RAID rDual PIII 733 or higher Windows NT/2000 Server with 768MB or higher Ultra/Wide SCSI RAID Recommended Network 1110 Base-T Pill 866 or higher Windows NT/2000IXP Workstation with 512MB or higher PIII 866 or higher Windows NT/2000/XP Server with 512MB or higher (768MB for SQL Server) and SCSI hard drive Single or Dual PIII 866 or higher Windows NT/2000 Server with 784MB or higher and Ultra/Wide SCSI ..__ ......... RAID 1 Dual PIII 866 or higher Windows NT/2000 Server with I GB or higher Ultra/Wide SCSI RAID Dual P1I1 1Ghz or higher Windows NT/2000 Server with 1.5 GB or higher U1tra160 SCSI RAID, MS SQL Server Add 1 CPU and 512 MB 1100 Base-T 37 ProLaw Portal IIS Server 10 users 20 users 50 users 100 users 200 users Each additional 200 users THOMSON ELITE Minimum P11 233 or higher Windows NT12000IXP with 96MB P1I 233 Windows NT/2000 Workstation with 128MB PII 300 Windows NT/2000 Server, with 256MB and SCSI harddrive PIII 450 or Dual PentiumPro Windows NT/2000 Server with 256MB and SCSI RAID PIII 600 or Duai PI1 400 Windows NT/2000 Server with 512MB and Ultra/Wide SCSI RAID Add an additional 600Mhz of processing power and 256MB Recommended PIII 650 or higher Windows NT/2000IXP with 192MB PIII 650 or higher Windows NT/2000 Server with 192MB and SCSI harddrive Single or Dual PIII 650 or higher Windows NT/2000 Server with 384MB or higher and Ultra/Wide SCSI harddrive Dual P1II 650 or higher Windows NT/2000 Server with 512MB or higher and Ultra2/Wide SCSI RAID Dual PIII 733 or higher Windows NT/2000 Server with 1GB or higher and Ultra2/Wide SCSI RAID __ ..........._........__ Add an additional 800Mhz of processing power and 512MB; pg u rade to Ultral160 SCSI RAID Notes Version 9 supports Microsoft SQL Server 7, Microsoft SQL Server 2000 and Sybase SQL Anywhere 7. We require TCP/IP network protocol for all ProLaw installations, which usually can easily coexist with your existing network protocol. rnot needtopurca login adds Tonal user licensesd lcated based on NT12000 database server; therefore, you doe the number of ProLaw users. The MicrosoftstimsWindows Nired when ons Aerating pagely ats a hata "Windows NT Server Client Access Licensequ for a server application." When using Microsoft SQL Server 7 or 2000, the default configuration of 38 THOMSION ELITE TM Code Page 1252 and Sort Order "Dictionary order, case -insensitive" is required. Outlook integration requires Exchange. Bi-directional Outlook integration requires Exchange 2000. ProLaw and Exchange can be run on the same server — if properly sized — when using Microsoft Small Business Serer in small firms. Please contact your ProLaw Client Services team at 888/777-6529 or su ort@ rolaw.com for explanations or additional information on these requirements. 4.3 - Additional Specifications Implementation and Training Methodology General ProLaw puts the most experienced personnel in the industry at your organization's disposal. Our employees range from lawyers and paralegals with expansive case management experience to CPA's with detailed accounting knowledge. We have an information technology team with experience in the most intricate network schemes and ultra -high level security. Our support staff is dedicated to our clients and work hard to keep ProLaw and Legalex productive tools within our clients' organizations. Our development team realizes our clients make the best designers of our product. They strive to incorporate development requests as quickly as possible. ProLaw assigns a team to each client so they will have the same personnel constantly looking after their interest. That team is assigned at the signing of the contract and the average ProLaw trainer, consultant, or senior client services representative has an average of more than ten years experience in the legal/accounting software i�dustry. !o ass gnedrior to gtwo� alesteam, personnel to answer .any questions of any service contract, our potential cl,nis are a the client may have. Project Management General The success of the OFFICE OF GENERAL COUNSEL' s project requires that the selected services provider develop a comprehensive, realistic work plan. Using the ProLaw team's proven methodology, and our extensive knowledge and experience with the ProLaw software, we will develop a customized work plan that is strategic, focused, straightforward, and proven. Our work plan defines how the project installation and training will be organized, planned, and implemented. Our proposed timeframes are realistic and reflect our experience from performing similar projects. Our work plan can be relied upon to achieve your overall project objectives, specifically to successfully implement a project solution that meets the functional and technical requirements of the OFFICE OF GENERAL COUNSEL. 39 THOMSON ELITE Personnel ProLaw has experienced project managers, trainers, consultants and technical support personnel and each project is staffed according to need. There will be at least one of each of these categories assigned to the OFFICE OF GENERAL COUNSEL'S project. More can be assigned if necessary. These resources will be based out of our Albuquerque office and therefore travel will be required to the OFFICE OF GENERAL COUNSEL. Documentation and training materials will be provided by the personnel for the project. Implementation Approach Project Piannina, Activation, and Control Our project management methodology includes ongoing and open communications between the ProLaw Team and the CSU OFFICE OF GENERAL COUNSEL personnel to help inform each participant about the project status, direction, and priorities. This includes organizing and initiating the project, creating and updating the project plan, training the project team, monitoring risks, scheduling tasks, facilitating issue resolution, facilitating project communications, and quality control. This activity basically drives, monitors, and controls the scheduling and accomplishment rofe theootherandactivitieseeyin the pwath the CSU OFFICE OF GENERAL COUNSEL project managern. It also includes project administration tasks such as project tus reports and weekly meetings The ProLaw Team will work with the CSU OFFICE OF GENERAL COUNSEL project manager, and other appropriate CSU OFFICE OF GENERAL COUNSEL staff, to update our proposed work plan. The importance of a good -quality project plan cannot be overemphasized. The strategy, completeness, and thoroughness of a project plan can make the difference between success and failure on a project. The right project plan also decreases the risk and likelihood that significant problems will be encountered during the course of project implementation; these problems may be surmountable, but sometimes at significant pain and expense to project participants and sponsors. These are reasons why a good project plan is important and ProLaw has the expertise and experience to develop a high -quality project plan within a short time frame, The Project Plan should consist of the following components: • Scope, goals, and objectives • Project approach • Assumptions, dependencies, and constraints • Risks and mitigation strategies • Project organization • Detailed project work plan and schedule • Communications plan • Issue management procedures 40 TI-iOMSON ELITE F The updated Project Management Plan wi�obed tfoo(emaleW and coted to CSUllaborate on OFFICE finalization of theemplan. RAL COUNSEL and the project team as a met From there, the project plan will continue to be maintained as a living document. Status of tasks scheduled to start or finish will be included in the Status Reports and discussed at the Weekly Project Status Meetings with the CSU OFFICE OF GENERAL COUNSEL project manager. Any significant changes to the scope of the project will necessitate a revision to at least the project schedule for the plan. Customizations 9 .ai 1rements Analysis and Workflow Des' n Requirements analysis and workflow design is necessary in order to understand first how CSU OFFICE OF GENERAL COUNSEL currently operates. Second, it helps determine what options or decisions need to be made regarding how the ProLaw application is configured. Third, it helps to facilitate and gain agreement on the necessary associated decision -making by the OFFICE OF GENERAL COUNSEL. This activity begins with modeling of the current CSU OFFICE OF GENERAL COUNSEL case management workflow. As part of startup for this activity, it is impoMotionnt o collectthe releda, vant CSU OFFICE OF GENERAL COUNSEL document types (Pleadings, currently created as well as report types currently produced. The workflow documented will be based on review of existing documentation and facilitated review sessions with CSU OFFICE OF' GENERAL COUNSEL personnel. The current workflow will be modeled both for: • the centralized data entry currently done by administrative staff (centralized workflow) • the real-time data entry `equivalent' of the current workflow whereby users working on various facets of a given court case or administrative assignment enter certain data themselves (de -centralized workflow. Any additional reports desired should also be identified at this time. Our experience has been that the above SUde-scribed OFFICE OF GENdocumentation, ERAL COUNSEL will be,evaluation sufficient the current business process workflow for C F to design and configure the ProLa een software erin f or the (BPR) a0 a�ysis anOd design desired by CSU L COUNSEL. However, if further business process r g g GENERAL OFFICE OF GENERAL COUNSEL and/or deemed thisadvantageous for CSUthe OFFICE OF OFFICE GEGENERALCOUNSEL, We will prepare a cost estimate COUNSEL review and approval. 41 THOMSON ELITE Once the desired case management workflow is modeled, it will be designed in the ProLaw application for demonstration, review, and concurrence. The components that will be designed for this workflow include: • Screen Tabs, Fields, and Pick Lists; • Document Templates; and • Workflow rules • Reports Careful consideration and discussion will be focused on selecting an appropriate functional configuration for the initial project release. Many organizations that implement ProLaw are not ready at the start to implement the full capability — procedures and practices must evolve: to take full advantage of the system. Accordingly, release planning must factor in thoughtful assessment of current practices, organizational structure, information technology sophistication of staff, and immediate goals of the OFFICE OF GENERAL COUNSEL. The appropriate functions of the system to be implemented immediately can then be identified, as well as longer -term functionality to pursue once the system is implemented. The output of this activity will be the agreed CSU OFFICE OF GENERAL COUNSEL project workflow design in the ProLaw application, including the scope of functionality for the initial production release. Also at this time, we will assist CSU OFFICE OF GENERAL COUNSEL with assessment of both near -term and longer -term functional and technical organization issues resulting from the CSU OFFICE OF GENERAL COUNSEL project workflow design. Additionally, we will begin assisting CSU OFFICE OF GENERAL COUNSEL with development of the detailed procedure documentation for this workflow that will augment the user training manuals and the project Quick Reference Guide. The following tasks will be performed for Requirements Analysis and Workflow Design: • Gather the Relevant Current CSU OFFICE OF GENERAL COUNSEL Documents and Detailed Requirements • Document Current CSU OFFICE OF GENERAL COUNSEL Case Management Workflow • Design CSU OFFICE OF GENERAL COUNSEL Case Management Workflow in the ProLaw Application • Walkthrough Application Workflow Design with CSU OFFICE OF GENERAL COUNSEL Representatives • Assist CSU OFFICE OF GENERAL COUNSEL with Assessment of CSU OFFICE OF GENERAL COUNSEL Functional and Technical Organization Issues • Begin Assisting CSU OFFICE OF GENERAL COUNSEL with development of project related procedures documentation 42 THOMSON ELITE Installation General ProLaw will assist the OFFICE OF GENERAL COUNSEL'S IT department with the installation of the software. Documentation and ProLaw technical support is provided for installation and configuration. Installation and Testin of Baseline l=nvironment This activity includes the upfront installation, tFtGENERAL COUNSEL server at the start of the ing, and certification of the baseline ProLaw package software on the targeted CSU OFFICE O project. The base ProLaw software will be installed on the targeted server in the CSU OFFICE OF GENERAL COUNSEL environment. We to bevill work in conjunction with IT installed correctly and periormingaff as required. The satisfacttorily in the software will be tested and target technical environment. The ProLaw software package and database will then be established and configured to accommodate project team training and analysis activities. The following tasks will be performed for Installation and Testing of Baseline Environment: • Install, Test, and Certify Baseline Software • Establish Initial Environment for Project Team Training and Analysis Imnnrt L ort Routines Working together with your organization to determine your specific needs, we can design import and export routines to interface with your existing applications. Data Migration / Mapping Introduction Before we can implement ProLaw at your organization we need to learn as much as possible about how you do business. Reviewing sample reports is one of the ways we learn. It is helpful to know what type of data we are looking for. We don't convert data directly from one database to another. We convert from reports. ut One s stem.f e Wesons we will ask youvert to runom reports from rts is because it enables us to convert from just any Y your existing system to an ASCII file. This means you would run the same reports you might run to a printer, but instead you send them to an electronic file. This does not mean we want you to export data to a comma -delimited or fixed -columned ASCII file. If you have produced the type of file we 43 THOMI5 ON ELITE want, you would be able to open it in a word processor or text editor and it would lookexactly like the printed report. Most systems have a built-in option for running reports to an ASCII file. If you don't know how to do this, you may have to contact the vendor for your existing system and ask them. if your existing system runs on a different platform such as a W NP IBM ngsreports'from ll have your system e additional challenge of getting the ASCII files to a PC platform. format readable in DOS or Windows is the organization's responsibility. We will help_in any way that we can, but most likely we do not know your existing system as well as you and your vendor do. There is another thing your organization should understand about converting from reports: your organization will only receive what it gives us. In other words, only the data that appears on the reports the organization sends urovefor conversion convwill e be on process. ' As aProLaw, matter of Also, fact your the organization's data will not imp during absolute best result you can expect is that you will receive exactly what you give us. Once we have your data ProLaw will need your help with mapping your data into ProLaw fields. _Data Conversion Specifics This activity begins with development and agreement on a detailed Data Conversion Plan. The Data Conversion Plan should have clearly defined and agreed scope, conversion requirements, responsibilities, resource requirements, inventory of potential sources of data, mapping to the target data structures, and a well planned conversion strategy and approach. Our strategy is to use a combination of technical and organizational processes to move the existing data into ProLaw in a manner consistent with the OFFICE OF GENERAL COUNSEL'S current use of the information. The most important step is to organize a Data Conversion team composed of the OFFICE OF GENERAL COUNSEL's employees with application and process knowledge, IT employees that are familiar with the existing system, and ProLaw Team members. IT staff will export primed data from the source systems into a defined file format, and then import the files inl.o a prepared staging area within a development database. Next, we will use an extraction/transformation/load tool to both map and match data as it is moved into the ProLaw database, with consideration for the relevant business rules. The information will be tested and reviewed for accuracy, with heavy support from the OFFICE OF GENERAL COUNSEL. Develo Bata Conversion Plan The purpose of our Data Conversion Plan deliverable is to confirm the overall conversion requirements, determine whether they will be manual or automated, determine the timing and source of conversion data, and estimate resources required to complete the conversion effort. We 44 THOMSON ELITE will try to the greatest extent possible to accomplish data conversion automatically and reduce the use of manual conversions. Because detailed documentation of the data from the source system has not yet been provided, we anticipate spending some analysis time at this phase to determine the best mapping for conversion. We will also determine the best sequence for conversion of the open and closed cases. The underlying assumption supporting this strategy is the conversion of data in the appropriate order that will best enable the linking of relationships between dependent data items. It is important that CSU OFFICE OF GENERAL COUNSEL and IT collaborate with us in defining a practical data conversion approach. Data conversion must occur in a timeframe that is supportive of the rollout timetable. Those matters that are currently in progress clearly must be in the new system when the staff have been trained and are ready to use the new system. However, the timing of historical data conversion is also important because of the frequency of reference to previous cases for some types of matters. There must be an understanding of what data on which matters is used most frequently and in what way in order to produce a timely conversion schedule. During the development of requirements and approach, we will work with CSU OFFICE OF GENERAL COUNSEL to identify CSU OFFICE OF GENERAL COUNSEL participants for the data conversion effort. The OFFICE OF GENERAL COUNSEL' s responsibilities for preparing the data will also be detailed as part of this task. Gather and/or Load Necessar Data The purpose of this task is to define the format for data output, prepare the output files, and load the data into the staging area for use by the conversion routines. CSU OFFICE OF GENERAL COUNSEL will be responsible for cleaning up the data prior to conversion. Data scrubbing is needed to ensure that the data conforms to the integrity constraints and validity checks of the new application. To ensure that the data is clean, CSU OFFICE OF GENERAL COUNSEL may need to identify redundant data and resolve any discrepancies, fill in any missing data that the new application requires, and identify and correct invalid and inaccurate data. $ecif Design, Construct, and Test Conversion Routines — The purpose of this task is to specify, design, construct, and test the automated procedures to permanently transfer information from its existing form to the new form requiredl by the new application. Strategy for data conversion of matters is highly dependent on a comprehensive but feasible verification of converted data. This approach depends, in part, on the quality of data in the current system. Questions must be asked, such as, is it necessary to "weed out" any data of very low quality, or to limit the actual data fields converted for very old matters whose data is considered less reliable, Much of the time that CSU OFFICE OF GENERAL COUNSEL will contribute to the data conversion activity will be spent reviewing the data after it is loaded in the ProLaw database, both 45 THOMSON ELITE TM for accuracy and for correct representation of information. Specifically, CSU OFFICE OF GENERAL mCOUNSEL re ns thatilsabe mecmeaningtintthef new ProLaw application. at has a CSUmeaning OFF CE OF source system GENERAL COUNSEL will also be responsible for preparing the source system data for conversion. _Training This activity includes planning, development, preparation, and delivery of project training for CSU OFFICE OF GENERAL COUNSEL staff and technical staff. A project Quick Reference Guide and the ProLaw COTS software documentation are also included in this activity. Highly skilled classroom instruction and the availability of the system for immediate use once training is complete are important components of this activity. Classroom learning will be immediately reinforced by hands-on use of the ebsysteem away Project by theuick students.stud nkserence Guides will also be developed to use during the training and ProLaw provides user documentation, system administration documentation, and technical documentation in hard copy and electronic form.. ProLaw also provides online help, which is printable. Documentation is updated to reflect changes in feature sets. ProLaw also agrees to permit CSU OFFICE OF GENERAL COUNSEL to make an unlimited number of copies from the softcopies, for internal CSU OFFICE OF GENERAL COUNSEL use. Traini� pproach We offer a comprehensive set of training programs geared towards fostering the successful integration of the ProLaw software in your organization. The training programs target three different user groups (end -user, system administrators, and technical support staff). Dos of Trainin The technical actual training requirements may vary based upon the current skills of the technicd staff. Front Office Administrative Training ProLaw offers a wide variety of training: Front Office Administrative Training (two-day course), Back Office Administrative Training (three-day course), and Building Statement Formats and Custom Reports (two-day course) at our offices in Albuquerque. At the start of your organizations project we encourage you to send to the Administrative courses at least two staff members will be taking an active, decisive role in rolling out ProLaw. The Administrative courses offer the 46 THOMSON ELITE at assist these key ff s in opportunity to see the entire ent the software in of ProLaw office{s}thThesel courses can also beataught n��ite. deciding to implement Y Basic end -user training (Functional) The ProLaw software is easy to learn and requires surprisingly little training time. The training will be tailored to specific functional areas most relevant to your organization and will be administered to your end -users. Techn� ical Suaff The proposal includes comprehensive training for technical support staff designated as "Technical Support Staff'• These technical support staffs are the OFFICE OF GENERAL COUNSEL's experts regarding the system, and provide the first level of support for end -users. Administrators The proposal includes comprehensive training for systems administration staff designated as "System Administrators". These staff would are the OFFICE OF GENERAL COUNSEL's staff tasked to maintain and insure the proper running of the system. They System Administrators provide traditional installation, back-up, and maintenance tasks of the COTS platform. Options for training the organization's users are: Train the Trainer In this approach ProLaw staff trains a group of your employees as "power users." These users e users who will s the software rolls sentou . each addit on individual these will be the firstce area and users t have rightspto the gnrusers reports�and document rolls out. In forms after the initial system design is complete. End Training If your organization so desires, ProLaw can conduct all training classes for your end -users. Depending upon the functionality your organization decides to roll to the desktop and various other factors, we typically recommend no less than two days of hands-on training for support staff. Internet Trainin Also, ProLaw now offers training via the Internet. As part of Virtual ProLaw University (VPLU) these courses (one to two hours in length) are interactive, real time, and are especially beneficial as the student can take the lasngap-site.travel Same ofe the classesoffered ved with traveling to Albuquerqueohaving aProLaw trainer come o 47 THOMSON ELITE TM focus on very specific areas of ProLaw thus providing the level of detailed instruction desired by key people in your organization. These courses are recorded and can be "checked out" by your staff to assist in their training. Training Facilities We propose to use the OFFICE OF GENERAL COUNSEL'S training facilities. We .recommend that the training class size does not exceed 12 people. Depending on trainer and classroom availability, multiple classes may be run concurrently. Training facilities should include the following: • Workstations at every seat. • Overhead LCD projector with projection screen. • Network access to training server. • White board. • Restroom facilities We will require no facilities modifications to conduct any of the recommended types of training. The same classroom set-up used for basic end -user training will be employed for all training. Additional Training Resources ProLaw also offers training via the Internet. These courses (each module is one -to -two hours in length) are interactive, and are especially beneficial as the student can take the class sitting at their own desk without the expenses involved with traveling or having a trainer come on -site. Some of the classes offered focus on very specific areas of the ProLaw software, thus providing the level of detailed instruction desired by key people in your organization. These courses are recorded and can be "checked out" by registered users to assist in their training. Transition to Production This activity includes transition -planning activities such as development of the project Implementation (Transition to Production) Plan, as well as other pre -production activities. The project Implementation (Transition to Production) Plan will include the strategy, approach, roles and responsibilities, and a detailed schedule for activating project and shutting -off the legacy system. The Implementation Plan will include a detailed implementation task checklist of activities that will need to be performed prior to startup on project. Some of the associated risk mitigation strategies we may ask the CSU OFFICE OF GENERAL, COUNSEL to consider include: 48 THOMSON E LITE • Self -Study following Training: Provide a facility for and a requirement that trained students perform some minimum amount of self -training each day until production operation is available. This would require a test environment, and perhaps development of student exercises, support, and monitoring. • Phase -In the Startup of Production: Stagger the training and start of production for groups of staff in common functional areas. This might entail one functional area coming up per week with 2 clays of training at the beginning of the week and concentrated coaching for the remainder of the week. Mitigation strategies, and alternative approaches for production cutover such as these, can be discussed with the OFFICE OF GENERAL COUNSEL'S designated project manager during (Project Planning, Activation, and Control) in which the project plan is further detailed, updated, and finalized, as well as during development of the Transition -to -Production Plan under this Clearly the OFFICE OF GENERAL COUNSEL'S goal and, ours will be to mitigate risk and minimize disruption to the operation of the Office of the CSU OFFICE OF GENERAL COUNSEL while maximizing the opportunity for each user member to successfully use the system. Support Levels Post Implementation Planning and Support This activity includes the planning for, and support of, those tasks that take place after transition -to - production. Tasks for this activity are planned in advance and include planning for setting up a system administration function, system maintenance support, help desk support assistance, and problem resolution under warranty. Post implementation planning activities include the development of a project Maintenance Support Plan that we will be using to provide maintenance support services, and then to eventually transition those responsibilities to the OFFICE OF GENERAL COUNSEL. The ongoing operational support and maintenance is anticipated to include: — ■ Help Desk Support for Problem Reporting, Analysis, and Tracking ■ warranty Software Fixes • Application Software New Release Upgrades, including updated product documentation ■ Incorporation of Court Rules Updates As part of the latter item on the list, it is anticipated that CSU OFFICE OF GENERAL COUNSEL may want assistance in further evolving the capability of the CSU OFFICE OF GENERAL COUNSEL project to meet more of the full capabilities and features available from a very robust ProLaw software package. Part of this effort will also require evolving CSU OFFICE OP' GENERAL COUNSEL procedures and practices in order to properly take full advantage of what the ProLaw software can provide. The scoping, planning, design, and implementation of this 49 THOMSON ELITE longer -term functionality would follow a similar but shortened and modified approach as our work plan for the initial CSU OFFICE OF GENERAL COUNSEL project release. System Documentation ProLaw will provide system documentation in the form of: • User and Technical Manuals (On -Line and Hard Copy) • Data Element Dictionary • Operations Manual • On -Line "HELP" Text Warranty ProLaw warrants that the Software furnished hereunder shall (i) be free from significant programming errors and from defects in workmanship and materials, and (ii) conform to the standards generally observed in the industry for similar software. ProLaw warrants that all services furnished hereunder (including, without limitation, the maintenance, training and conversion services) shall (i) be performed in a timely and professional manner by qualified professional personnel and (ii) shall conform to the standards generally observed in the industry for similar services. ProLaw warrants that it possesses all of the intellectual property rights to the Software including, but not limited to, copyrights, licenses, permits, trade secrets, trade dress, and/or patent rights in the software furnished herein, and the right to transfer the licensing rights contemplated. ProLaw warrants that the Software is "Year 2000 Compliant." Specifically, ProLaw represents and warrants that the Software will be able to accurately: (a) process any date -change event (i.e., any transition between one calendar year and another, including, without limitation, any time, date and day -of -the -week progressions and any regularly scheduled leap events) without adverse impact on the functionality of such Software including, without limitation, the producing of error(s) or abnormal interruption; (b) process day, date, and time calculations including, without limitation, computations, comparisons and sequencing; (c) process any date or time computations that can be expected from such Software if used for its intended purpose; and (d) exchange date, day and time - related information with other hardware, organizationalware or software with which it interacts, provided that the interacting hardware, organizationalware or software is itself capable of exchanging accurate date, day and time data. ProLaw does not warrant the results produced by the Legalex Rules. It is the Customer's responsibility to check the results of the Legalex court rules date calculations against the actual court rules. 50 TIAOMSON TM ELITE No other warranties are given beyond those set forth in this Agreement. This warranty is inlieu of all other express or implied, whether oral or written, including without limitation the implied warranties of merchantability and fitness for a particular purpose. In no event will ProLaw, ProLaw employees or ProLaw subcontractors be liable to the Customer for any damages, including any lost profits, lost business, loss savings or any other incidental or consequential damages arising out of the use or inability to use the Software even if ProLaw or any authorized ProLaw representative has been advised of the possibility of such damages. ProLaw's liability under this contract and/or relating to the programs or services provided by ProLaw shall in no event exceed the amount received by ProLaw from the Customer. Maintenance Program Upgrades ProLaw has had three version upgrades since 1987 and roughly 75 standard upgrades as of April 2002. ProLaw now updates and enhances every quarter. These upgrades are dictated largely by client requests for new features. Upgrade costs are included in the maintenance agreement. 4 Su on and Maintenance Support and maintenance is generally available from 7:00 a.m. — 7:00 p.m. Mountain Time. Emergency support is available 24 hours a day, 7 days a week. Additionally, staff is available for weekend software updates when circumstances require it. All support is provided through toll -free telephone and dial -up or Internet access to the client's system. ProLaw maintains a complete support and maintenance history for each client. We fully document all requests and maintain an internal knowledge base of all issues and solutions. All support contracts incllude software maintenance, which covers all software updates, all Legalex Rules, and all new versions. ProLaw strives to answer your call and address your issues as soon as possible. Seventy-one percent of the questions are handled on the first call. The ProLaw support teams use a system called Queue Management to manage its support. ProLaw began implementing a procedure for management of support calls for our mid -sized teams in late 1999. The queue management process has served as a guarantor that support calls will be handled in a timely fashion, and as a quality assurance measure which has enabled us to better allocate resources and better understand both the frequently and less frequently asked questions. Calls come in through a hotline number (Clients must select correct team from the auto -attendant menu), and are routed to the requested personnel or, failing such specificity, to the next available support person or even, for the more case -specific issues, to the most appropriate support person. The calls are then logged according to type (ICT [Incoming Call Taken)/ICNT [Incoming Call Not Taken]) and by date/time. The queue manager reviews all open calls for follow-up determination. The queue manager will survey the support personnel to see that 51 THOMSON ELITE someone other than the original assignee will address an issue. Statistics on call volume and call resolution are generated for each team daily. If an issue arises which needs on -site support, a ProLaw staff member will be on -site as soon as possible to resolve it. User Grou s and List Server In addition to support services, ProLaw enjoys an active user community who communicate regularly on support, implementation and enhancement issues. ProLaw maintains a number of moderated listserves designed to facilitate this communication. Once you are a client, there are no subjects considered off limits for discussion on the listserve. Backup Maintenance and Administration Backup maintenance and administration is a function of the SQL database upon which the application resides. Therefore, all functionality applicable within the database software can be utilized within ProLaw. Both Sybase and SQL Server 7 and 2000 support bi-directional replication which can be set up to run at client -specific pre -assigned intervals, There are several types of catastrophic incidents which involve databases. In the event that the database appears to be corrupt and will not start, ProLaw will work with your organization's IT staff to either get the database running again or will assist in restoring a backup copy of the database then applying the current transaction log (if available) thus bringing the database up to date with very little, if any, loss of data. If both the database and log file are corrupt or totally destroyed by a catastrophic hardware incident, there is no recourse but to restore from a backup. Any work that has been done in the interim will be lost (although documents that were created will still exist if the ProLaw application resides on a different machine). Latest ProLaw Additions, West Group integration and Future Direction As part of West Group, we have leveraged our mutual strengths to build on the things we do best — specifically, integrating content, productivity and practice management tools to help legal professionals manage their practice and get more value from all of their information resources. The ProLaw acquisition signaled a significant acceleration of West Group's "solutions" strategy. We're now coming to market with the product enhancements that show the promise and potential of the ProLaw/West Group coupling. In January 2002 we launched the following three key initiatives: o The introduction of 11 WestWorks practice libraries, geared to the unique case/matter management needs of practitioners and including practice -specific forms, reports and workflow management tools. ❑ The debut of in -context legal research, made possible through the integration of Westlaw search functionality into the ProLaw suite. This integration improves the efficiency of legal 52 THcDMSDN ELITE research by letting legal professionals access relevant information on Westlaw from within the context of the case or matter they are researching. o The integration of Legal Solutions California Judicial Council Forms into ProLaw, providing essential resources for nearly every practice situation and CSU Office of General Counseling California. Each of these key initiatives supports our collective charge to focus on our —premium, lead the market, and put the customer at the center of everything we do. Our clients now have access to the best practice management software, fully integrated with the trusted authority of West Group products. ProLaw is currently working on Version 10 which will support both a full functionality browser interface as well as complete thick client functionality. And later this year we will be presenting; more integration of West Group content with our practice management tools so that we can deliver context -specific information where users need it most — their desktop. We are taking full advantage of the unique strengths of our products and organizations to deliver powerful new knowledge management tools that give our customers a competitive edge. More information on this will be released in the near future. In addition to those strategic plans, ProLaw is committed to continuing to provide enhanced features based on the needs and requests of our client base, so our product will continue to grow and expand in all versions to meet the increasing demands of the marketplace and our client base. 53