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IP Data Management in an Integrated Multi-OfficePractice Management System: The Marks & ClerkSolution
21st–22nd October 2009
Dr John CollinsMarks & Clerk90 Long AcreLondon WC2E 9RA
T +44 (0)20 7420 0047E [email protected]
System Requirements - Principles
Why choose systems?
Legacy/proven systems vs new/upgraded systems
Meet work flow requirements
User experience and desire to get user behavior to follow work flow
System integration is a good time to look at processes
System Requirements - Practicalities
Size of organization and number of sites
Practice requirements•Documents/files•Records•Accounts•Work flow toolsIntegration issues•Level of integration•Direction of flow of information• Integration capabilities of systems–how much bespoke design
required
Marks & Clerk’s Approach
Defined our requirements based on a complete business process review
The One-Firm Project was a complete redesign of the method of servicedelivery within Marks & Clerk in the UK based on best practices learntover the years
Defined the processes as well as the technology and the roles requiredto deliver the processes
The technology is needed to assist in encouraging behavior to follow theprocesses
9 offices
450 people
4 regions: ScotlandNorth, Midlands, South
Glasgow
CheltenhamCambridge
London
LeedsManchester
Oxford
Birmingham
Edinburgh
Marks & Clerk’s One-Firm Project
Project started in Summer of 2005•125 people involved in workshops over 6 months to define best
practices•Building the technology started Spring/Summer 2006
Pilot delivered in Birmingham Spring 2008
The Midland Region rolled-out Autumn of 2008
The Southern Region rolled-out Spring 2009
The Northern Region rolled-out Summer 2009
The Scottish Region to be rolled-out November 2009
One-Firm Technology
Based on 3 key components:
•Records–CPA Global Inprotech
•Documents - Worksite document management system
•Finance–Coda Dream
One Inprotech server in each of the 4 regional centers and replicated overa fast network –a single Inprotech database
Worksite and Dream hosted in London and Birmingham for redundancy
CPA Global Inprotech
•Docketing and due date calculations
•Reminders
•Automatic letters and forms
•Time recordal
• Invoicing–including ebilling
Coda Dream
•Receives invoice data from Inprotech
•Sends disbursement data for cases to Inprotech eg associatesinvoices, search firm invoices, translation firm invoices
•Manages accounts and payments
One-Firm Technology
Portal
Data Warehouse
Inprotech
Worksite
Workspace updatesand Documents
Finance data
WordMacros
ToolsCoda
Dream
eFilingTool
Inprotech Integration withWorkSite
Auto generation of workspacesAuto generation of workspaces matching case type when a case isopened in Inprotech (Workspace Manager from Docsauto).
Eg when a patent case is created in Inprotech•Case workspace created
Official correspondenceClient correspondencePatent Specification
•Case Family workspace created if first case in familyPrior art when a name is created in Inprotech
•Name workspace createdFinancial correspondenceGeneral correspondence
Inprotech Integration withWorkSite
Letters and forms•Files saved into a file space by Inprotech•An import job is run using a tool (iImport from Phoenix) –monitors
directory, reads metadata and determines which workspace and folderto save document in
Invoices•Files saved into a file space by Inprotech using invoice numbers as
file names•Renaming tool watches for files and uses the invoice number to look
up data in Inprotech. Determines which name workspace and folderusing data from Inprotech
Auto export of documents into Workspaces
Inprotech Integration withWorkSite
Documents can be created in two ways:•Using functionality in Worksite–right click in the chosen workspace
and folder and document inherits meta data• In Word start a new document–macros run to ask user to choose the
type of document and to enter the IRN
The created document will be saved in the correct workspace based onthe data
Word Macros
Inprotech Integration withCoda Dream
The financial interface disbursements from Coda Dream into WIP inInprotech
Data on invoices generated in Inprotech are pushed out to Coda Dream
eBilling
XML engine for translation of billing data to XML
LEDES standard UTBMS codes
It matters how you set up your WIP codes–a consistency of approach isneeded for ease of mapping WIP codes
eFiling
New module
IP offices changing their interface eg EPO’s recent new gateway
Working with CPASS on Inprotech interface to IPO (EPO, UK IPO, OHIM)
The Marks & Clerk Portal
View of information to carry out a rolee.g. fee earner, secretary, formalities
Focused about work flow
Reinforces/encourages desired behavior
Enables majority of Fee Earner tasks to be performed without the need toopen Inprotech, Dream or the DMS
Data for the portal is cached in a data warehouse with regular look-ups toDream, Worksite and Inprotech (every 2 minutes for some data)–warehousing takes the load off the systems
Workplace View
Name View
Case View
Work flow tools
My Portal
Work flow tools
Performance
Summary
Careful planning needed for successful integration
An iterative approach should be avoided
Understand the requirements–don’t overreach
Realistic project planning reduces the pain
Dr John CollinsMarks & Clerk LLP90 Long Acre LondonWC2E 9RA
T +44 (0)20 7420 0047F +44 (0)20 7836 3339E [email protected]
Q & A