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HomeMy WebLinkAboutProposal Section 3THOMSCIN 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. Response: ProLaw's client base is made u.p_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 l00 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-- General Requirements Application Architecture 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' e-mail 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, iManage, 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. 10 THOMSQN ELITE ProLaw has both a thick and thin client. Both environments can co -exist within an implementation so that each user receives the setup that best meets his/her needs. The ProLaw Portal, the thin 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 IIS server. This server does all of the work of accessing the database, performing searches and displaying the data while the workstation just receives pages 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 to purchase. General Component Descriptions Contacts Contacts in ProLaw include your clients, related parties to cases, vendors, even office personnel. Search methods include drill -down searches, natural language queries, SQL queries, and conflicts checking. Track addresses, phone numbers, e-mail addresses, mailing lists, notes, vendor information, related contacts, and related matters. Contact classes are unlimited. Create and add your own custom tabs and custom fields to tailor Contacts to your needs. Contacts in ProLaw support single-click e-mailing, TAPI-compliant phone dialing, and web access. P; Contacts -Ohl . View. Chem I ulna*: Rebecca Lynn Jones ;SalUlation: IMs. Jones •`1 Class;, Defendant TiUe I Genets 1 Notes; Misc.; 1 Contacts 1 Matters ! Detai: 111 E ast Winifred Street Anytown, Iowa 55511 Previous �`Addres"s . kPrevious f Marling . Status: ;Active J (12/18/21)O3 1 Phone Number Type'^. (555) 333.4444 Ma rjones@wnn. corn E •ma THOIV1SON 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 gives you access to everything related to any case from a single location. As in Contacts, Matters 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 type specific information. These can be created and customized by your administrative users, giving your organization the power to be self sufficient in responding to the ever -changing requests of your different practice areas. .1e . Matte r,ID;1Pro1W0-0O3 Deco,: kountyCcunl. ' Jones pent Soft Jones, Rebecca Lynn General 1 Naes'1^Mrse. 1 Co,'acts ( ltatters l Events 1 lawny :Citation; 1 :Arrest Information y DIA ide Ceuneel I Vich mWttnen j Oisposrtanal l Class: Defendant �omPanY- Full name: IM r. Rebecca Lynn Jones Notes: ..:l :Cfar, :P Being i Delendanl:j ;Area of law; ICtreinel Delense `c •l Type:ITheft _,•I Opened:13/17)200+ J StatudOpen r•• 3/1J/2004 ..4 J Phone,- 1555t 333 4444. Address; 101 West Wvwlred Sheet Anttoevri lows 55511 -Cieiit.Conesp. ndenee. . lee woo .:G r- . Addressee r LC 'f 8C Events Assigned Type 1 Initials 1 Ptolessional Percent :_^ILL, ► DetenseAllor...JAI .JonathanJochem 100.0000;:,i 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 single event: set a date for a trial, and events for all required filings, responses, deadlines, and reminders are generated, according to your rules. Other features include document assembly, drag -and -drop document association, and Legalex Rules. DocsOpen 12 THOMSON 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 particular practice area so that individual practice areas see only those event types and document types that are applicable to their practice area. G. �a 2/6/2003: Version 1000799.2: Letter to client re: deposition schedule 2/6/2003: Email message Isom client 2/6,2003: Letter from dent se: evailablty for deposit's; L 2/6/2003: Complaint lied 2/3/2003: Trial date l ..� 1/8/2003: Response Due 12/4/2002 Final Contract Image 11/12/2002: telephone call with Krislie. 9/13/2002: Complaint filed i• 8/14/2002: Emai from Kristie litb 7/25/2002: Engagement Letter Kt 7/25/2032: new doc.pdt 7/25/2002: New Yak Flutes 7/24/2002: C ere Leta 7/Y412002: Sample document.doc Efifl 7/23/2002:IRS Form 147C.doc 2/6/20031211 Letter Iran client re: avaiability fa deposition 13 THOMSON 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. jMatier fD j Cbent.Sorl Re�srnder%I t 8002 0it1 'Larksp i Polymers 17/7/2OOZ j Q2-D03 ."' Schaltd, Ynstie ___ I;90C12:002 , Schaftei Xrrste 1„50ti2- 06 ` =1'Schalfa. Knshe j(gG102A06 _ ISchaffer;.'Kadhe :t963000) ;`ISchaltel:Ksrspe -a 7rrlats * ;I Notes r a. i .Renewal Mohce: , .UA3 r L/D Sq rer+ ova an ai to ierngve ar'c )� r,; t� io tef/iOve art a .fA l .. i lD to remq a agar 14 THOMSON ELITE Files Files is used to track the physical location and the status of the paper files associated with your matters. In files, you can set up a top -most file for the matter and then set up sub -files to represent the other parts of the file (such as folders for pleadings and correspondence). Hand-held scanners can be used to note the locations of files. This data can be imported from the hand-held scanner into-P-roLaw. 90t B-001 ........_ ... Schafter. Kristie I rr. ('VIS ELITE Transactions Transactions provides time entry functionality. Although government entities or legal assistant programs do not need to track time in the same manner as private law firms, the capability to track time is often required for resource allocation and tracking productivity. ProLaw provides this functionality to a number of governmental clients. Mattel 10 Client Swi Matter t)e cnptron , ljgtssiS i o es�rona `4` Component Tz 4/10/2003 _1D18•002 Schaller. Kristie R. 1 Thompson vs. Kra...; BSB ( Brook Boehmler : T ?A102 "90000 Ext ".aino`i Research issue regarding confidentiality. 16 THONISON ELITE Journals Journals is used to enter checks and other general ledger entries to track time entry and cost transactions. Account Debit t 18000.000 1Cost sAdvanced 1,500 00 Account No 10000 000� t 8 ank of America o oo Credit Payee Company. Payee Contact Maller1D 0t0 000 if; ankkof America 0 001 D ebilz 19,762.?9 Credits: 9,762:79 total: 1).001•C+raper. Fisher. Collins 5.:.1 Mr: Mark'Draper Jr. 1 500 00t Draper._Fisher C°15 is; S j MrLMark Draper Ji 2,300.00; Sharpelnvesti ator; IMr James Sharpe _ _^__._,_____,_ir: an hold: 0.00.. Approved: 000 j o.0o Accounts :I 'Account N.o.• Account tine .Description 10000 000 ;Bank of America ? Fees for Ftesearch Debit I Credit 0.00 1,500.001 records found. 17 THOMSON ELITE Ledger Ledger is used to display all the statements and payments for matters. You can also view and/or reprint statements from the Ledger window, unbill statements, view the detail on a statement or payment, and produce billing and payment history reports. t»Ledger _ _ 1:::nX File... Edit View : Help Find l Query search for Search by:"• 11 J'IArea otLaw 1 Client Sort Date Closing Oat- Stmn No Type Total Balance Fees Hard Costs Soft.Costs ‘ti ► Larkspur Pdy_mets 10/31 /2001:1-0/31 /2001 ' 2 Statement 1,959 50i 0,001 1 859 50 100.00 O OOt .: Larkspur Pot mers _ 1/3/200 2 Cash receipt 7 959 50" : 1 859 501 • 100.00 t:arksp&a Polymers 12/31/2001 12/31 /2001 8! Statement 56 25: 0 00 • 55.251 ' . ...coo -0 00 1j141'" Larkspur Polymers 1/3/2002 1 0 Cash receipt i 56 25 " 56 25t 4 00 . '...Obi : . Amber Wave Syste 10/31 /2001:1073172t>Oj 6 : Statement ` 1 012 50 0 00 " i In2 50t' .0001 .0 00 ,• Ambei Wave Syste 1/9/2002 "„ , ,_ �_6, Cash receipt 1 012 50 1 012 50 . 0.00...... Larkspur Polymers 112/31 /2001:12/31 /2001 9; Slatemenl 450 00 0.00— — 450.001 D 00� Larkspuu Polymers 1/17/2002 SiGash receipt 45000 450 001 0.001. :000. A 00" •. .0.430T. - ' Larkspur Polymers 10/31 /2001 10/31 /2001 i 1 Statement: 3 086 25. 0 00 . . 3.086.25.i 0.00 .0 00 L_larkspu Polymer . i I /3012001. 11 Cash receipt 3 000 00;,_ _ _ ;_;v3 000 00 0 00 0 00 s.:: .000 " A 1 0.00 4/R:j . " 140.63 8ileckI 25,71740 Paid:J 25.576 77 W01" `J• 'L !. 18 THOMSON ELITE Reports 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. ProLaw also has a report queue that allows specific reports to be added to a queue for use by specific users. The ProLaw agent takes the queue functionality one step further by allowing a-ddit-ional 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 • TH©MSON ELITE ProLaw will assist the CSU OFFICE OF GENERAL COUNSEL to develop the required reporting for matter management as well as statistical reporting. Matters Listing All RCOIdf Client Larkspur Polymers SekamotO, au:amen LerksPur P clymers Schafer, Kristie Schafer, Kristie LerksPur P oymers Advanced Logic Sm ythe, John Sm y1he, John Schafer, Krisiie Schafer, Kristie Matter Description aten PoyBondo" Diadem Mr Allen se, Scheirer Allen se. Schafer —APPEAL LEVEL@ t Aspiicd ion ix P d Ut Claim Claim Against Claim Against Clain for Schafer Claims Copyright Legal Oci niors fAdsice Patera 8 Trademark Civil Rights Chit Right Patent Ptomes! ion (U.S.) other Subrogetion Cieims other Lend U setE mi ram eital 10o1-COS 7001.007 1001.034 1018.032 PE NOING000000OS 1001-C1 0 131 9334-0O2 9331-001 8302-1D9 901 &011 20 TFIQMScMJ ELITE Specific Features Docketing ProLaw's calendaring functionality incorporates Legalex Rules, the oldest rules -based docketing system in the country. These court rules sets are maintained and updated by our in-house legal 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 who dd nothing more than watch for, review and finally codify rule changes; you can't get any closer to the source than we now are. The updating itself, or coding into the database, will continue to be done by our Legalex team. As the rules change updates are provided electronically to our clients, who have the right to decide whether they want to accept the update or not. Specific new integration with West includes giving ProLaw end users a hot key to go directly from an authority cite in the rules set to 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 need in a timely manner. If there are rules sets your organization needs and we do not have, we will work with you to deterinine a reasonable mutually agreed upon time by which we will write the rules set. If there is an occasion where the organization wants to write the rules themselves to incorporate them into their ProLaw database, the ProLaw and Legalex support teams will support the organization in this endeavor. 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 appropriate security access. Docket events of any kind can be scheduled with rules and complex data calculations, and each individual event can have specific customization in various areas such as items to create when this event is completed, specific professionals to assign to the event, number and frequency of reminders, etc. In addition to the court rules defined in Legalex, each client can create their own set of "house" rules that cover tasks and procedures that the client (either as a organizational wide or by practice area) wishes to see followed for various types of events. ProLaw integrates with Outlook by sending a -mails containing contents of various fields, reports, and documents within the system. ProLaw contacts may be sent to organizational wide public contacts in Exchange as well as individuals' personal contact folders. Docketed items may be sent to Outlook as either appointments to personal calendars or as e-mails. Reminders/ticklers may also be sent as e-mails. 21 THC3MSON 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 court, or on the road; they will also purchase additional Portal licenses for their clients, so their clients (with the appropriate security rights) can visit the Portal and see the latest information on their cases. The Portal delivers information to the user's browser using straight HTML. Security for the Portal can be applied to the item -level. Authorized 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. isearti Agdttss ] http://bcalhost/prolawrbo+n asp &Search Web` PROLAW SOT T 'N .A a e Welcome to the ProLaw Portal! Please login: Login Initials: Password: 1 (C) 2004 Elite, aThomson business. "PROLAW SOFTWARE", "PROLAW', "PROLAW PORTAL". "FRONT OFFICE, BACK OFFICE, ONE OFFICE", "LEG.ALE:t , "LEGALEX RULES" and " EGALEX SOL" are trademarks of or exclusisely licensed to Elite. Version. 22 -1-1-101VISCDN ELITE FavOrteS 164. * 'Search: FaVOrireS".:.0 http://iocahost./prolaw:Idef auk. asp , „. PRO AW $ 0 1 V' A Contacts Files Logout Matters Documents Docket Time Entry Notes Contacts Find people, phone numbers, e- mail addresses and relationships Matters Find case information, event history, related contacts, and financial inquiry Docket View deadlines by professional or matter Documents Search Documents Notes Search Notes Files Find physical files and related matters Tipe Entry Enter and review your time 23 It117421§V;V:11 1, th I THOMSON ELITE .. t Ve ' favorites Tools Ne Back ..; ,� u .. } Search favorites.. t A. rolaw/contactsresurcs asp'Search+For=&Search+BY LastName.°5eal ' htt i,�IhosU�' �_:• .. , 4vtl� Opbo!'s ► dress 3 P ....._ -- Poblocked .... { Search Web •� p AW Matters Documents Docket Time Ent Notes Contact Results ''Searif+. Total 99 records found. lane Doe Mr. M A on ld Ronald ` tiLf0SLkragi Mr S. DraDPr tAark 0ri .r -Oho �,tEx�ensto ... Opposing Party (303) 296-1999 Senator GAL Representative GAL Attorney Advocate Plaintiff (704) 490-0501 Petitioner Attorney (615) 665-8975 DS5 Social Worker (505) 888-1901 Relative Spouse Juvenile Attorney for Respondent Mother Agency Attorney (615) 554-8541 Opposing Part/ (612) 340-1900 Attorney for Respondent Father Senator Client (804) 594-1000 Client (804) 594-1000 Judge Judge Neutral Party (801) 555-4428 24 Main Main Main Main Main Main Main Main Main THOMSON ELITE Fie 0 Back Favorites • Help Search Favorites Address. j http:!/beat�ostiprolav /contactEdit.as�r?Search+For dr&Search=By-LastName&Searc Go,glr I Search Web . 5ti 1 $ A blocked 'Q klork. , Options Contacts Files Logout PRO AW Natters Documents o ' ' 'S` `` fi " Docket Time Entry Notes Co fl to cts Notes Misc. Related Contacts Related Matters Company: JDra er, Fisher CAilues,:5mrth ar.d Assoc Full name: Salutation: Title: �Mr "Mark Draper dr jMr :Draper . Class: Address Phone Number Ext. rt tartness _� Type Hedng? 16ar3c 3 Lieti em ! 1.0 i5) 599-VO R k415} 99F = ,3raper +shef:.COm ! Main? r r Intranet;,:,; 25 MDes`1Dtton 0 8 Claims 0 00 Schaffer v. Jones QZ12 Schaffer v. Smith 0 Ng : 03 Personnel Case 202- 04 Personnel Case 1110.2L...4.50 Personnel 24.2k.9.06 Schaffer v. }onson 9.00 -002 Meetings gpp -0p8 Personnel 9.0-001 Personnel Case 2310 The Big Proceeedingll 0. 2 State vs. Schaffer g L91 State v's• Schaffer 0.0 Na- State vs. Schaffer 00 08.3 Wal _ cite Partnership 03� p�001 Schaffer Matter 4030-00 State vs. Schaffer 03� 0_U06 Schaffer vs. County TH©MSON ELITE Schaffer, Kristie Schaffer, Kristie Schaffer, Knstie Schaffer, Knstie Schaffer, Kristie Schaffer, Kristie Schaffer, Kristie Meetings Schaffer, Kristie Schaffer, Kristie Schaffer, •Kristie Schaffer, Kristie • Schaffer, Kristie Schaffer, Knstie Schaffer, Knstie Schaffer, Knstie Schaffer, Knstie Schaffer, Kristie Land Use/Enviromental Land y Use/ErniromentalHourl Open Civil Rights Hourly Open Administrative Personnel Closed Litigation Personnel Open (General) Administrative Hearings Closed Appellate Division Hourly Open Administrative Internal Litigation Hourly Open (General) Open Administrative Hearings _ P Criminal Open 26 Litigation (General) Litigation (General) Litigation (General) Arbitration Inspections Litigation (General) Litigation (General) Pending Meetings Open Hourly Open Hourly Open Hourly Pending Union Open Other Open General Open Hourly Open ♦ ,� :l r>rai•�ntranPt r '• TH©MSCJN ELITE ylar ;fdvorlces Ioxs , Ceb hapifbcatro'LiGrdhm/matterEdtGeneralasF?millers=KWATM .63TECCMA0.\aEd=IKVemOn?r =T .�'C•' SarcriWeb ':7 ': O t*Xted C COnl3r_i'S files 10900i Matters Documents Docket Time Entr' Wo ec Matters Notes Related ContacSS Related Matters Docket Documents Event Notes !:vents Files Client Contacts: (Company: ppMM fd Maom: iris r+rs�soWnu s 0Fiarb #0 axeX ?—. (W°tlarae. I Gent General Matter Information: PAent: Phone: btensi=n: 27 THOMSON ELITE i.l'71r^tc1Pra.: Tom_: - ,irX TT f t:to. wnr Favorites look _. rdp +i `. p p. as ... v.) BaCk.- - Search Favanter 1QareitC http t/�aeostli rotm/eventsresiit.asp%SearCh&Jf on=5earcht.MatterD:9n3o-0o10.WICOI VAiun C2kndar-Vievgdnanerc= tATW 3YECGt� •� (p .. _ • eti Search Web ' . 66 0 docked E iflOp6ors j • ... _. _. Contacts Files Flatters Documents pocket Time Entry Notes Docket Results December 2004 Fled i 6 .7 18 2 i1O 111 !Complaint cQPV' due to Status Report Due tComolaint i Respondent ;filed Complaint copy due to 1 Complaint r +fit due to Compiaintant Complaint Respondent filed CompWrnt copy due to iComptaintant 114 i15 16 17 _118 Candamt cooz.due to. base Recammenda0on .... dt 28 TH01\1501\1 ELITE . • tt_ . - • • • • . Back Y., 4y,SCh nles e . " , me'rzs.i 14:J na0:liocaNno59:19toLowtOoc.onentresuk.asphldflef •10.8Cteate0.8yoftnrea,01,Lay.o&Clent*Sottn&DOcuenent.nteneberotalnejano&PrdesItaftlakii*,'::-! tr5,6icli Web ••••• 0 bandied E PROLAW r, • , Contacts Flu tAx__'eut Matters pocyments Docket Time Entr, Notes Document Results j Total 243 records found. Mc flo. Metter ID ails Ybon Os:O.:and .100140 sto e0000091 tZ= Check•eie 1000411 CID- 1003411.001 Ye& SICCLIERI 100117o SLO 20040091 810081Itak..• ,'Lo 9418.001 b.:ft atecks19 .104815 9‘11111-003 Y:= 121911:sts8 9030-002 Ile& SZOOLOOI SQl CO- 10041-00) left' Lelia SLO 2004002 bra Cl2t45:218 AD= co- e03049.00e Dew Studiemil 1.4492471 P1-140341-D01 Kan S;htd.".2: 100096r 024-0/ Li& rbereout 120111.1 SID 20040091 Y.- P.ali.:21E )000.2S 034 -02 111,2001 yi.... Check you: lauji 034.02 II t2 0 Ot !am satdatt 1009f2 o34.02 1) l/20131 4410064 r 0002-030 9.11200i 12:5006 PM yay Chech-ou, igl 6031-00I 12126)2001 my ;.-ieri-ou, 10 3009-Ont I/ 2S12001 LES Mos-Oot 112S:2002 ,Le ZIaL918 .1.91 7009•001 1e13/ 2001 Yft LAtdatie 4 6032.001 1120/2002 tigg r.hech•our 1E2 6030-01 I:11/2001 It :04:ei OW 1020-001 1t21/2001/5502 lag Hotta AD•10 Letter AD-10 Letter CID Letter CIO Letter AiD•Order AO -Order Intake Summary Sheet Watt Summary Sheet Intake Summar, Sheet /make Summary Sheet Make Sunman Sheet Intake Summary Sheet Review Summery Renew Summery AD-10 Letter AD-I0 Letter Letter to Comploinred Letter to Complainant Leder to Complainant Letter to Complainant Conference Notes Conference holes AO -Order AD -Order Word Deorneni Internal Summary Word Document labour Relations Board Summary Word Document Employee Support Forrn License License Legal Opinion Request Legal Calmon Request Attached 000.1,11401 Bill image 58 2971 mooned Document Link to sill SDI Anached Document link to Sill 5B2971 Legal Opinion Response legal Opinion Response Legal Opinion Legal Opinion Request for Medical Records • 29 THOMSON ELITE Pmotaw Portal: Etleltts Tree-NcaCott II11F11 etEgtl01TT Dee ''-FrR � ysnr . FOVosetes, � T00b': LU' 0-_.. -_ � � t�� .. ,'•d '>p _ :: Search Fayette C : L7 . r,�lam'C 0,41412$ Dhnp i/lacartost Proe. events re y as0?slo to r&nmrte✓s )ON4TNAC)YECGFWDO C!tittzl` • .......�.�' �.0, sear. Web ©O4 isocked t'.:'!'itAic7.._ PROLAW g Matters Contacts Files LM7ou!. flatters Docurents Docket Time Entry Notes erAPerecOtets=tnxFvn rCompetMDockels=tncSvi n •Q General Notes Related Contacts Related Matters Docket Documents Event Notes Files Matter ID: 90)0-001 Client Sort: Scharff,. snit O'esoiptun: Schaffer Metter 0 g ®a })i (i0) _ :wnd, 4440 Dav0e+i1 pl it/1272002: Opening Memo �-y 9 St 1222007'. Men Minim CMdesl O 12a6/1002: Meeting to dacoos the CM. 1i42007: Telephone call with Kmlie 6R7:7003: Legal Research gi 477,2003: Telephone GM with elnstit. 212g:700e' LNm 1r162004- Picture d .muck is 0 12t11200-1: Complaint fled 6D 42.7-7004Ietler.4 a 12fl2OS4: Lener O 0 1L&7004: Cmmplebt 61ed .i7 litoifitda* -1-1-14oneiscriv ELITE PlIOLDW Part*: Tose Entry Resists -Kam* IntenattErynoiry Baet %Ifth a‘'. es L Asictreis tipiok/Iviti7)eEntrylkl.asp'startpate=1217:2004FanclOateZf?fAJoNwWcF7CJliS (.;ut-sle. j Search Web Eopboriv _ . . . . - PRoLkw contacts Files 1.0auto mattsi s Documents Docket Time Efltr.. lgoteS Time Entry Search Results Prottnit Tool of 2,o...dlr./ma Start Date: tad Date: 112;7/2099 11131.2in2004 1.',29o4 0 1J SLO 10040091 Murphy Nearing 1 1 7 I1i7r21104 139 )AI SLID 20440991 Murphy Imonnop I 7 3I 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 grobal 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 THOIIVISON 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. First is a FIND search. FIND allows the user to search across one field at a time using a drop down list of the most common fields. The second type of search is a QUERY. A query can build be used to create complex searches across any number of fields, including all fields in the database. Wildcards can be used in both types of searches. In QUERY, ProLaw offers tools to facilitate searching. First ProLaw will store the last 10 searches run by the individual user. Fred' Queiy Recent alters that:.:. jMafle: Type is system board and opened last year Matter T.ype,,,issystemboaid and opened last year are open defendant insurance company is farmers and settlement amount is seater tha Matter Type is system board and opened 2002 Matter Type is system board Matter IO begins with 1 and corporate O.records four) . IArea of La 33 TIHOMSON 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. Fib Query . j Recent Matters that... Et Operators ....orb ap l and begins with between contains don't have ends with equal greater than greater than or equa have less than less. than or equal Li 34 THORtlSON ELITE ProLaw also offers a QUERY LIBRARY. The Query Library allows users to store and retrieve queries that are used often. This again facilitates the process of searching by allowing a user to access either a personal stored query or a globally stored query at the push of a button. Fde<. €dt Viery. Help Find Query 1 Recent I. Matters that.... 'Matter Type is system board and opened 2002 Mattel ID ` ' Matter Description (Fist line) ►,1026.036 Draper, Fuher • System Board issues :. QueryDescripfiin IobeI?Ifluery Area df Law Sam* LIME Query ___._ r .w IME Irlfo contains neurologic and status is o._ j ! • Insurance Settle... i r I are opencompa ny is f... l Legal kid r Case Houtz are greater than 20 Closing Cod._; Marks r I Marks drive to work contains starbucks l er I i_Product Liability Name of product contains ba _..----�y.._._..._...._...._.-.--' • Scott over 90 r ! are open and responsible is sin total a/r is o... iNif. 1 Syslern 6oaid Sim..; _ l Matter Type is system board and opened 2... jar s f'tecordfound. 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 or restrict on-line access across sub -system boundaries. ProLaw relies on MS SQL Server security to restrict access to database information. The ProLaw Portal uses SSL. 35 THCM50N ELITE 4.2 — Technical Specifications ProLaw Software is not in the business of selling hardware. As such, we can only provide you with our minimum and recommended hardware requirements for an implementation of your size and 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 ProLaw Software, it will need to provide ProLaw with pcAnywhere dial -in capabilities at its expense for the purpose of ProLaw's fulfillment of its warranty and maintenance obligations. 36 -THOMSON E LITE System Requirements for Version 9 Workstation Minimum iRecommended Formal user running Windows NT/2000IXP 400 with 96MB or higher Power user running Windows • !PIN 600 with 128MB or higher NT/2000/XP : ! Database Server PIII 733 or higher with 192MB or higher PIII 866 or higher with 256MB or higher ... I !Pill 600 or higher Windows 5 users : INT/2000/XP Workstation with 1384MB (512MB for SQL Server) ' ! PIII 600 or higher Windows 10 users 1 NT/2000/XP Server with 512MB and SCSI hard drive 15 users 25 users 1Single or Dual PIII 600 or higher !Windows NT/2000 Server with 1512MB or higher and Ultra/Wide ISCSI hard drive inual PIII 600 or higher Windows ! INT/2000 Server with 512MB or !higher Ultra/Wide SCSI RAID 50 users [Dual PIII 733 or higher Windows 1 NT/2000 Server with 768MB or !higher Ultra/Wide SCSI RAID Windows NT/2000 Server with 'Recommended PII1 866 or higher Windows NT/2000/XP Workstation with 512MB1 or higher P111 866 or higher Windows NT/2000/XP Server with 512MB or higher (768MB for SQL Server) and 1 SCSI hard drive Single or Dual PIII 866 or higher I 1 784MB or higher and Ultra/Wide SCSI1 RAID Dual PIII 866 or higher Windows NT/2000 Server with 1 GB or higher 1 Ultra/Wide SCSI RAID Dual PIII lGhz or higher Windows NT/2000 Server with 1.5 GB or higher Ultra160 SCSI RAID. MS SQL Server Each additional 50 Add I CPU and 512 MB users i 'Network I 110 Base-T 100 Base-T 37 THOMSC)tV ELITE ProLaw Portal IIS Server 10 users 20 users Minimum PII 233 or higher Windows NT/2000/XP with 96MB Recommended PIII 650 or higher Windows NT/2000/XP with 192MB PII 233 Windows NT/2000 Workstation with 128MB 50 users 100 users 200 users Each additional 200 users 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 Dual PII 400 Windows NT/2000 Server with 512MB and Ultra/Wide SCSI RAID Add an additional 600Mhz of processing power and 256MB PIII 650 or higher Windows NT/2000 Server with 192MB and SCSI harddri ve Single or Dual PIII 650 or higher Windows NT/2000 Server with 384MB or higher and Ultra/Wide SCSI harddrive Dual PIII 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 U1tra2/Wide SCSI RAID Add an additional 800Mhz of processing power and 512MB; upgrade to Ultra/160 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. No user login is required on the dedicated NT/2000 database server; therefore, you do not need to purchase additional user licenses based on the number of ProLaw users. The Microsoft Windows NT Common Questions page states that a "Windows NT Server Client Access License is not required when it is operating solely as a platform for a server application." When using Microsoft SQL Server 7 or 2000, the default configuration of 38 ELITE 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 Server in small firms. Please contact your ProLaw Client Services team at 888/777-6529 or support@prolaw.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 industry. Prior to assigning the team, and for the full length of any service contract, our potential clients are also assigned two sales personnel to answer any questions • 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 Planning 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 of the other activities in the plan. It also includes project administration tasks such as project status reports and weekly meetings with the CSU OFFICE OF GENERAL COUNSEL project manager. 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 THOMSON ELITE The updated Project Management Plan will be formally presented to CSU OFFICE OF GENERAL COUNSEL and the project team as a method to review and collaborate on finalization of the plan. 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 Requirements Analysis and Workflow Design 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 important to collect the relevant CSU OFFICE OF GENERAL COUNSEL document types (Pleadings, Motions, Memoranda, etc.) 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 described documentation, analysis, and evaluation of the current business process workflow for CSU OFFICE OF GENERAL COUNSEL will be sufficient to design and configure the ProLaw software for the OFFICE OF GENERAL COUNSEL. However, if further business process reengineering (BPR) analysis and design is desired by CSU OFFICE OF GENERAL COUNSEL and/or deemed advantageous to the OFFICE OF GENERAL COUNSEL, we will prepare a cost estimate for this work for CSU OFFICE OF GENERAL COUNSEL review and approval. 41 THOMSOIV 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 Testing of Baseline Environment This activity includes the upfront installation, testing, and certification of the baseline ProLaw package software on the targeted CSU OFFICE OF GENERAL COUNSEL server at the start of the project. The base ProLaw software will be installed on the targeted server in the CSU OFFICE OF GENERAL COUNSEL environment. We will work in conjunction with IT staff as required. The software will be tested and certified to be installed correctly and performing satisfactorily in the 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 Import / Export 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. One of the reasons we convert from reports is because it enables us to convert from just about any system. We will ask you to run reports from 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 T!-1cDMSON ELITE want, you would be able to open it in a word processor or text editor and it would look exactly 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 rims on a different platform such as a WANG or IBM System 36, you'll have the additional challenge of getting the ASCII files to a PC platform. Producing reports from your system and to a 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 us for conversion will be converted into ProLaw. Also, your organization's data will not improve during the conversion process. As a matter of fact, the 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 into 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. Develop Data 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 supposing 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 Necessary 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. pecifv, 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 required 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 for accuracy and for correct representation of information. Specifically, CSU OFFICE OF GENERAL COUNSEL will be checking that information that has a particular meaning in the source system retains that same meaning in the new ProLaw application. CSU OFFICE OF 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 system. Project Quick Reference Guides will also be developed to use during the training and to be taken away by the students. 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. Training Approach 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). Types of Training_ The technical actual training requirements may vary based upon the current skills of the technical 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 organization's. 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 opportunity to see the entire scope of ProLaw that will assist these key staff members in deciding how to implement the software in your office(s). These courses can also be taught on -site. 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. Technical Support Staff 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 —represent each individual practice area and are users who will help the other users as the software rolls out. In addition, these will be the first users to have rights to design reports and document forms after the initial system design is complete. End -User 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 Training AIso, 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 class sitting at their own desk without the travel expenses involved with traveling to Albuquerque or having a ProLaw trainer come on -site. Some of the classes offered 47 THOMSON ELITE 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 THOMSOM ELITE • 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 days 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 Planningand 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 OF 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 Iimitation, 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 THQMSQN ELITE No other warranties are given beyond those set forth in this Agreement. This warranty is in lieu 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 Iost 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. Support 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 include 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 Takenj/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 Groups 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. o 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 THOMSON 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 ouf—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