Law Department of the Year Nominees #ILTACON

2016_ILTACON_logoSession Description: And the nominees are…Hewlett Packard Enterprise, Prudential Financial, Inc. and RBC. Watch as the short list of nominees for ILTA’s 2016 Distinguished Peer Award for Innovative Law Department of the Year present their innovations. Attendees at this session will vote for their favorite, and the winner will be announced on Tuesday evening at the Awards Dinner.

Speakers:

  • Robert Bell, Assistant General Counsel and Legal Knowledge Officer at Royal Bank of Canada
  • Molly Perry, Chief Operating Officer, Office of the General Counsel at Hewlett-Packard
  • George Chiu (IT) and Brian Burlew (Legal Operations)

[These are my notes from the International Legal Technology Association’s 2016 Conference. I’m publishing them as soon as possible after the end of a session, so they may contain the occasional typographical or grammatical error. Please excuse those. To the extent I’ve made any editorial comments, I’ve shown those in brackets.]

NOTES:

  • Royal Bank of Canada (RBC)
    • RBC is the largest bank and the largest company in Canada.
    • Their CEO is a former programmer — he speaks digital.
    • Their General Counsel Group has several sub-groups, two of which are:
      • Their eDiscovery team has significantly improved turn-around on discovery work and savings.
      • Their external counsel group has meaningfully improved their monitoring and measurement of external counsel, leading to significant savings.
    • RBC Connect
      • RBC Connect is their social enterprise network, powered by Jive
        • early adopters of this social tool have experienced a dramatic reduction of email traffic
      • In April 2016, they logged 50.4K monthly users. This represents 2/3 of all potential users in the company.
      • The General Counsel Group has a vibrant presence on RBC Connect
        • they provide private and open communities so they can collaborate with their internal business clients
        • they provide  for a wide range of
      • They have a new role of “knowledge anchor” each of whom is a legal subject matter expert who works to promote key team knowledge and post it in relevant places (including their knowledge hubs).
      • They have a knowledge and meeting hub:
        • The knowledge hub contains key resources that may be hard to find in the DMS
          • Substantive Law Primers
          • Materials from preferred external law firms
        • The Meeting Hub stores meeting agenda and resources in a single place for each group that holds meetings
      • They use the search tools in RBC Connect to see the materials that their business clients use on a daily basis. This allows them to develop and enhance strategic relationships with their business partners.
      • They also create communities that involve both members of the legal department and the various business groups they serve
  • Hewlett Packard Enterprise. They are focused on bringing legal work in-house because they have been able to generate substantial savings by doing so
    • Strategic Framework
      • Smart Solutions
        • MitraTech TeamConnect for matter management
          • Outside counsel have access to this
        • SalesForce for IP sales management
        • Project management for M&A transactions
        • Dealflow — extends their project management tool to other uses
        • they use HPE predictive analysis and coding in their discovery work
        • they use the HPE records tool and have created significant cost savings by digitizing ahead of schedule
        • Business clients have self-service access to create confidentiality agreements
      • Inside Game — tools & processes that help their team most efficient and effective so they can bring more of the work inside the legal department.
      • Game Changers
      • Talent Factory
    • They had a massive challenge when they had to use their resources to help manage an enormous corporate separation. This involved separating assets and allocating people
    • Their Innovation: Time reporting made simple — used by more than 650 professionals worldwide
      • During the corporate separation, they monitored their internal time reports. These data revealed that they were spending too much time on low-value contracts. Consequently, they implemented an internal time recording tool and protocol to continue creating and gathering time data.
      • They use business intelligence tool that shows external spend data, internal time data, and internal pro bono hours. The connections between internal time and external spend have been a “goldmine” of useful information.
        • Managers can generate the reports the need on a self-service basis
    • Contracting Metrics:
      • They handle virtually all their contracting in-house.
      • They are able to track  internal time spent on contract type, value and geography.
      • They now can see if their time is spent on the most important tasks. They have used these data to reduce time and expense
      • Managers have dashboards and can generate reports on a self-service basis
    • The Litigation “Inside Game”
      • They can correlate internal time to the time spent by external counsel. This helps them see where their use of external counsel is efficient and where they should increase staffing internally.
  • Prudential Financial.
    • They have a “solid and flexible platform” = MitraTech TeamConnect. It supports
      • Matter management
      • Spend management
      • Integration
      • Collaboration
    • It was originally intended for matter management and e-billing. Since then, they have built suites for several compliance groups. In addition, several operations groups are using TeamConnect’s workflow tools.
    • TeamConnect required very little staffing. They do some configuring (and a little customizing, as necessary). Both IT and the Legal Operations Group work together to support TeamConnect.
    • Internal and External Partnership
      • Internal
      • External
        • Mitratech — leader in Enterprise Legal Management (ELM)
    • Their Innovation: a very close and dynamic working relationship between legal operations and legal IT.
    • Any innovative technology is only as good as the people who design it and the people who use it.
    • Their work has been speedy and extremely cost-effective.
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