Meeting the Technology Need: How Texas Raised the Technology Bar Panelists: Jeff Edwards, Jeff...

Meeting the Technology Need:Meeting the Technology Need:How Texas Raised the Technology How Texas Raised the Technology

BarBarPanelists:Panelists:

Jeff Edwards, Jeff Edwards, Evans Edwards Evans Edwards

L.L.P.L.L.P.

Mark Hendrick, Mark Hendrick, Baker Botts L.L.P.Baker Botts L.L.P.

Nick Altizer, Nick Altizer, Lone Star Legal AidLone Star Legal Aid

January 21, 2008January 21, 2008

Texas Access to Justice Texas Access to Justice CommissionCommission

Created in 2001 by the Supreme Court of Texas to Created in 2001 by the Supreme Court of Texas to coordinate policies to expand the quality and coordinate policies to expand the quality and quantity of legal services available quantity of legal services available

Accomplishes goals by forming committees that Accomplishes goals by forming committees that focus on one aspect of legal services delivery, focus on one aspect of legal services delivery, such as technologysuch as technology

ATJ Technology CommitteeATJ Technology Committee

In 2004, TexasLawyersHelp website workgroup In 2004, TexasLawyersHelp website workgroup evolved into the ATJ Tech Committeeevolved into the ATJ Tech Committee

The addition of CITOs in 2006 led to the current The addition of CITOs in 2006 led to the current composition composition 6 CITOs, 4 legal services attorneys, 2 private 6 CITOs, 4 legal services attorneys, 2 private

attorneys, 1 TAJF representativeattorneys, 1 TAJF representative

Members are unavailable for consulting on Members are unavailable for consulting on individual agency technical problemsindividual agency technical problems

Committee is focused on developing policy Committee is focused on developing policy pertaining to technology as a tool to advance pertaining to technology as a tool to advance legal services deliverylegal services delivery

CITOS are keyCITOS are key

Ask volunteers who work at law firms to contact Ask volunteers who work at law firms to contact Managing Partners to ask if their chief information/ Managing Partners to ask if their chief information/ technology officer (CITO) can volunteer on the ATJ technology officer (CITO) can volunteer on the ATJ Technology CommitteeTechnology Committee

CITOs are in charge of their firm’s development CITOs are in charge of their firm’s development through the use of technology and they apply those through the use of technology and they apply those same principles to a legal services settingsame principles to a legal services setting

Survey members (use Survey Monkey) to find out Survey members (use Survey Monkey) to find out what services they provide and what technology what services they provide and what technology equipment already existsequipment already exists

Based on these survey responses, develop projects Based on these survey responses, develop projects and policies to accomplish goals that will improve the and policies to accomplish goals that will improve the efficiency and effectiveness of legal services delivery efficiency and effectiveness of legal services delivery

Mark HendrickMark HendrickBaker Botts L.L.P.Baker Botts L.L.P.

Meeting the Technology Need:Meeting the Technology Need:How Texas Raised the Technology BarHow Texas Raised the Technology Bar

Involvement of Private Firm CTOsInvolvement of Private Firm CTOs Original Committee MembersOriginal Committee Members

– only included 1 private firmonly included 1 private firm

Committee RevelationCommittee Revelation– much work that can and should be donemuch work that can and should be done– great technology needsgreat technology needs

Committee's Next Course of Action - expand Committee's Next Course of Action - expand to include private firm CTOs to add:to include private firm CTOs to add:– Advice / Perspective - as a complement to those with Advice / Perspective - as a complement to those with

non-profit experiencenon-profit experience– Expertise - Years of experience in legal technologyExpertise - Years of experience in legal technology– Time - Surveys / Baseline assessment / RFP / TrainingTime - Surveys / Baseline assessment / RFP / Training– Resources - Training / assistance to committee on other Resources - Training / assistance to committee on other

initiativesinitiatives

Involvement of Private Firm CTOsInvolvement of Private Firm CTOs

Private Firms InvolvedPrivate Firms Involved– Andrews KurthAndrews Kurth– Baker BottsBaker Botts– Bracewell & GiulianiBracewell & Giuliani– Fulbright & JaworskiFulbright & Jaworski– Vinson & ElkinsVinson & Elkins

Success due to a collective effort of Success due to a collective effort of the entire committeethe entire committee

Use of Surveys to Determine NeedUse of Surveys to Determine Need

GoalsGoals– Assess current technology status for all Texas Assess current technology status for all Texas

agenciesagencies– Formulate a baseline technology Formulate a baseline technology

recommendationrecommendation– Compare agency surveys with the baseline Compare agency surveys with the baseline – Assess purchase requirements needed to Assess purchase requirements needed to

achieve baseline complianceachieve baseline compliance– Request financial supportRequest financial support

Use of Surveys to Determine NeedUse of Surveys to Determine Need

Initial communication to the agency leadersInitial communication to the agency leaders Survey Monkey - tool used for the surveySurvey Monkey - tool used for the survey Compiled survey results into a databaseCompiled survey results into a database Compared to baseline technology requirementsCompared to baseline technology requirements Developed estimated budget for equipment, Developed estimated budget for equipment,

software and servicessoftware and services Presented grant request to TAJF for $800,000Presented grant request to TAJF for $800,000 Issued competitive bids to 6 vendorsIssued competitive bids to 6 vendors Resulted in an actual purchase of under $700,000Resulted in an actual purchase of under $700,000

User Education ProgramUser Education Program

Offered training to all agency staff across Offered training to all agency staff across TexasTexas

20072007– 5 private firms collaborated including 12 training 5 private firms collaborated including 12 training

managers / staff to offer 22 live and online classes in 4 managers / staff to offer 22 live and online classes in 4 cities using private firm facilities (Austin, Dallas, cities using private firm facilities (Austin, Dallas, Houston, San Antonio)Houston, San Antonio)

– Received rights to use Kaplan's KNET training materials Received rights to use Kaplan's KNET training materials (posted on TexasLawyersHelp.Org in Library portion)(posted on TexasLawyersHelp.Org in Library portion)

– Word 1 - 138 courses completed / 71 no showsWord 1 - 138 courses completed / 71 no shows– Word 2 - 143 completed / 99 no showsWord 2 - 143 completed / 99 no shows

User Education ProgramUser Education Program 20082008

– 5 private firms collaborated including 12 training 5 private firms collaborated including 12 training managers / staff to offer 14 live and online classes in 6 managers / staff to offer 14 live and online classes in 6 cities (Austin, Dallas, El Paso, Houston, Lubbock, and San cities (Austin, Dallas, El Paso, Houston, Lubbock, and San Antonio)Antonio)

– Partnered with UniversitySite to handle online registration Partnered with UniversitySite to handle online registration and added UTEP and Texas Tech University's School of Law and added UTEP and Texas Tech University's School of Law for training facilitiesfor training facilities

– Word 1 (Basics) - 71 completed / 18 no shows / 4 standbyWord 1 (Basics) - 71 completed / 18 no shows / 4 standby– Word 2 (Intermediate) - 70 completed / 24 no shows / 7 Word 2 (Intermediate) - 70 completed / 24 no shows / 7

standbystandby– Excel 1 (Basics) - 94 completed / 21 no shows / 9 standbyExcel 1 (Basics) - 94 completed / 21 no shows / 9 standby– Excel 2 (Managing Worksheets) - 103 completed / 13 no Excel 2 (Managing Worksheets) - 103 completed / 13 no

shows / 17 SBshows / 17 SB

20092009– Private firms will continue the program. No current Private firms will continue the program. No current

expansion plans to other Texas citiesexpansion plans to other Texas cities

2008 Access to Justice Summer Training Series

Word

Excel 1Learn how to:• Explore the Excel workspace• Enter text and numbers • Insert/delete columns and rows • Basic cell formatting• Print and preview a spreadsheet • Create Headers and Footers • Formula and Function overview

ExcelWord 1Learn how to:• Create documents from templates • Create a legal pleading• Open, save and view documents • Select text and graphics• Move, copy and format text • Find and replace text • Spell check • Print and use page setup options • Use AutoText

Excel 2Learn how to:• Manage worksheets • Freeze panes • Hide columns and rows of data• Work with cell ranges • Excel's list management functions • Use formulas and functions • Copy Excel data into Word

Word 2Learn How to: • Work with Headers and Footers• Insert page numbers • Work with Section Breaks• Use Word styles to format text • Use outline numbering• Create a Table of Contents• Insert and format Word tables • Create envelopes and labels• Create cross references• Perform a mail merge

Andrews KurthDallas - 1717 Main Street, Suite 3700 Dallas, TX 75201 San Antonio - Pyramid Building, 601 N.W. Loop 410, Suite 375 & 380

San Antonio, TX 78216 Baker BottsAustin - 1500 San Jacinto Center, 98 San Jacinto Boulevard Austin, TX 78701-4078 Bracewell GiulianiAustin - 111 Congress Avenue, Suite 2300 Austin, TX 78701-4061Dallas - 1445 Ross Avenue, Suite 3800 Dallas, TX 75202-2711 Fulbright & JaworskiDallas - 2200 Ross Avenue, Suite 2800, Dallas, TX 75201-2784Houston - 1301 McKinney - 36th floor, Houston, TX 77010

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Vinson & ElkinsHouston - 1001 Fannin (First City Tower), Suite 2500 Houston Texas 77002Texas Tech Law School - Computer LabLubbock - 1802 Hartford Lubbock, Texas 79409 University of Texas at El Paso – Kelly HallEl Paso - 425 Kelly Hall, 2nd Floor Computer Lab, El Paso, TX 79968-0703

2008 Access to Justice Summer Training Series

Excel 1 & 2•Austin

•June 26th - Baker Botts•Excel 1: 9:00am – 12:30pm•Excel 2: 1:30pm – 5:00pm

•July 18th – Bracewell Giuliani•Excel 1: 9:00am – 12:30pm•Excel 2: 1:30pm – 5:00pm

•Aug 14th - Baker Botts•Excel 1: 9:00am – 12:30pm•Excel 2: 1:30pm – 5:00pm

•Dallas•May 30th – Fulbright & Jaworski

•Excel 1: 9:00am – 12:30pm•Excel 2: 1:30pm – 5:00pm

•June 26th – Bracewell Giuliani•Excel 1: 9:00am – 12:30pm•Excel 2: 1:30pm – 5:00pm

•Aug 21st – Bracewell Giuliani•Excel 1: 9:00am – 12:30pm•Excel 2: 1:30pm – 5:00pm

•El Paso•July 10th - UTEP (Kelly Hall, 2nd Fl)


•Houston•May 22nd - Vinson & Elkins


•June 20th - Vinson & Elkins•Excel 1: 9:00am – 12:30pm•Excel 2: 1:30pm – 5:00pm

•July 24th - Vinson & Elkins•Excel 1: 9:00am – 12:30pm•Excel 2: 1:30pm – 5:00pm

•Lubbock•August 7th – Texas Tech Law School


San Antonio•May 29th – Andrews Kurth


•July 17th – Andrews Kurth•Excel 1: 9:00am – 12:30pm•Excel 2: 1:30pm – 5:00pm

Aug 22nd – Andrews Kurth•Excel 1: 9:00am – 12:30pm•Excel 2: 1:30pm – 5:00pm

Word 1 & 2•Austin•May 22nd - Baker Botts

•Word 1: 9:00am – 12:30pm•Word 2: 1:30pm – 5:00pm

•July 17th – Baker Botts•Word 1: 9:00am – 12:30pm•Word 2: 1:30pm – 5:00pm

•Dallas•May 29th – Bracewell Giuliani


•July 24th - Andrews Kurth•Word 1: 9:00am – 12:30pm•Word 2: 1:30pm – 5:00pm

•El Paso•Aug 14th – UTEP (Kelly Hall, 2nd Fl)


•Houston•June 19th – Fulbright & Jaworski


•Aug 21st – Fulbright & Jaworski•Word 1: 9:00am – 12:30pm•Word 2: 1:30pm – 5:00pm

•Lubbock•June 12th – Texas Tech Law School


San Antonio•June 19th – Andrews Kurth


•Aug 21st – Andrews Kurth•Word 1: 9:00am – 12:30pm•Word 2: 1:30pm – 5:00pm

Register for training at teajf.universitysite.comNeed Help? Call Erica - 512-320-0099, ext. 103

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Login: your work email address

Password: atj2008

User Education ProgramUser Education Program

Post mortem resultsPost mortem results– Not all agencies use Microsoft Word (Word Not all agencies use Microsoft Word (Word

Perfect used in some agencies)Perfect used in some agencies)– Extremely positive reviewsExtremely positive reviews

Note second round Word class attendance after high Note second round Word class attendance after high numbers of no shows in 2007numbers of no shows in 2007

– Great support by the agencies - definitely a Great support by the agencies - definitely a needneed

Nick AltizerNick AltizerLone Star Legal AidLone Star Legal Aid


Technology Allocation ProjectTechnology Allocation Project 37 Agencies37 Agencies 3 Needs Surveys3 Needs Surveys RFP Submissions to 5 VendorsRFP Submissions to 5 Vendors Purchase, Distribution and License Transfer of:Purchase, Distribution and License Transfer of:

81 Workgroup, Color and Portable Printers81 Workgroup, Color and Portable Printers 29 Network Scanners and Associated 29 Network Scanners and Associated

SoftwareSoftware 305 Laptop and Desktop Computers305 Laptop and Desktop Computers

2 Operating Systems2 Operating Systems 2 Versions of Microsoft Office2 Versions of Microsoft Office Anti Virus and Portability SoftwareAnti Virus and Portability Software

Total Project Cost - Total Project Cost - $684,798.05$684,798.05 Savings realized was over $210,000Savings realized was over $210,000

Doing your Homework & Making a Doing your Homework & Making a Shopping ListShopping List

Reconciling Needs to BudgetReconciling Needs to Budget The Need DeterminedThe Need Determined The Budget DeterminedThe Budget Determined The Need is so Great and the Budget is, well, a BudgetThe Need is so Great and the Budget is, well, a Budget

Determine the TimelinesDetermine the Timelines Be Realistic; this is a complex project with a lot of playersBe Realistic; this is a complex project with a lot of players Consider how timing will impact recipientsConsider how timing will impact recipients Use your vendors to help you with establishing the Use your vendors to help you with establishing the

vendor-side lead requirements, especially if the RFP will vendor-side lead requirements, especially if the RFP will include imaging and staginginclude imaging and staging

Determining what should go “In the Box”Determining what should go “In the Box” Consider Grantee Preparedness and CapabilitiesConsider Grantee Preparedness and Capabilities Turn-Key System or Just the Big Pieces?Turn-Key System or Just the Big Pieces? Do it All!Do it All!

Picking Your Store Picking Your Store A Three letter Word: RFPA Three letter Word: RFP

Get someone creative and experienced in RFPs to Get someone creative and experienced in RFPs to write the first draftwrite the first draft

Addendums are your friendAddendums are your friend Create a subcommittee to refine the RFPCreate a subcommittee to refine the RFP Give yourself the ability to request a proposal be Give yourself the ability to request a proposal be

redone even after the deadline in the event of a redone even after the deadline in the event of a material error in the original proposalmaterial error in the original proposal

Have the Committee review the RFP prior to Have the Committee review the RFP prior to publicationpublication

Make sure to clearly state in the RFP who should be Make sure to clearly state in the RFP who should be contacted for questionscontacted for questions

I really don’t have to mention that the important I really don’t have to mention that the important dates and deadlines need to be emphasizeddates and deadlines need to be emphasized

Picking Your StorePicking Your Store Trolling for VendorsTrolling for Vendors

All CTOs and CIOs on the committee should All CTOs and CIOs on the committee should have vendors that they use regularly and in have vendors that they use regularly and in which they have confidencewhich they have confidence Not all vendors, regardless of professionalism, will Not all vendors, regardless of professionalism, will

have the capabilities of providing the services that have the capabilities of providing the services that may be requiredmay be required

Don’t eliminate a vendor because you know for a fact Don’t eliminate a vendor because you know for a fact that they will not be able to supply a specific item or that they will not be able to supply a specific item or twotwo

Our experience was that vendors with solid and Our experience was that vendors with solid and established relationships with at least one of established relationships with at least one of the volunteer law firms or legal services firms the volunteer law firms or legal services firms were more highly motivated than those without were more highly motivated than those without

Call them with a heads-up as to what is coming Call them with a heads-up as to what is coming and establish communications earlyand establish communications early

Picking your StorePicking your Store Hey Earl! I got me one!Hey Earl! I got me one!

This is a two-way streetThis is a two-way street Make sure that everyone knows that this is a cooperative ventureMake sure that everyone knows that this is a cooperative venture Be prepared to spend some time answering questions and providing Be prepared to spend some time answering questions and providing

guidanceguidance Regardless of how carefully you worded the RFP, the details will need Regardless of how carefully you worded the RFP, the details will need

to be worked out verbally along the way. This is especially true when to be worked out verbally along the way. This is especially true when you request imaging or staging servicesyou request imaging or staging services

If it appears that a vendor is getting it wrong, correct them If it appears that a vendor is getting it wrong, correct them Irreconcilable DifferencesIrreconcilable Differences

In the Ballpark, in the Neighborhood, or in SpaceIn the Ballpark, in the Neighborhood, or in Space The Devil is in the detailsThe Devil is in the details Reconciliation – The Most Important ThingReconciliation – The Most Important Thing

Make your decision and get busyMake your decision and get busy Finalize Payment Terms and make sure everyone is in agreement on Finalize Payment Terms and make sure everyone is in agreement on

timelines and expectationstimelines and expectations Work out a time and date to get with the vendor’s engineers and set Work out a time and date to get with the vendor’s engineers and set

up any images that are necessaryup any images that are necessary Relax but work with the vendor closely to make sure progress is Relax but work with the vendor closely to make sure progress is

being made. Stay involvedbeing made. Stay involved KEEP EVERYTHING FRIENDLY!KEEP EVERYTHING FRIENDLY!

Parts is PartsParts is Parts Computers and Printers and Licenses, Oh My!Computers and Printers and Licenses, Oh My!

Software Licensing ConcernsSoftware Licensing Concerns Thoroughly research agreements if Volume Licensing. Thoroughly research agreements if Volume Licensing.

It helps to have a licensing specialist available with It helps to have a licensing specialist available with your chosen vendor(s)your chosen vendor(s)

Prepare Grantees by providing them with an Prepare Grantees by providing them with an inventory of software they are to receive and the inventory of software they are to receive and the licenses for which they are responsiblelicenses for which they are responsible

Product InventoryProduct Inventory If the hardware and software ownership will transfer If the hardware and software ownership will transfer

to the grantee, ensure that this point is made clear to to the grantee, ensure that this point is made clear to all parties prior to the delivery (and transfer)all parties prior to the delivery (and transfer)

Make it incumbent upon the grantee to provide a list Make it incumbent upon the grantee to provide a list of equipment and software to the grantor upon of equipment and software to the grantor upon deliverydelivery

Parts is PartsParts is Parts

The Best Laid Plans of Mice and MenThe Best Laid Plans of Mice and Men

There WILL be problemsThere WILL be problems Equipment misidentificationEquipment misidentification Lagging and Split ShipmentsLagging and Split Shipments Incorrect ShipmentsIncorrect Shipments

Whom do I call for supportWhom do I call for support Let the Grantees know who to call for what Let the Grantees know who to call for what

questionsquestions Clearly outline support responsibilities to Clearly outline support responsibilities to

granteesgrantees

What they saidWhat they said

I just wanted to thank you both on behalf of everyone here at the Project for all I just wanted to thank you both on behalf of everyone here at the Project for all of our new computer equipment. It really does feel like Christmas around here! of our new computer equipment. It really does feel like Christmas around here! Everyone is very excited. I wish you both a very happy holiday season.Everyone is very excited. I wish you both a very happy holiday season.

Andrea of Texas Advocacy ProjectAndrea of Texas Advocacy Project

Texas Civil Rights ProjectTexas Civil Rights Project

Jeff EdwardsJeff EdwardsEvans Edwards L.L.P.Evans Edwards L.L.P.


TAJF’s participation on this TAJF’s participation on this committee is essentialcommittee is essential

Texas Access to Justice Foundation (TAJF) is Texas Access to Justice Foundation (TAJF) is the leading funder of legal aid in Texasthe leading funder of legal aid in Texas

TAJF representative is a member of the ATJ TAJF representative is a member of the ATJ Technology Committee Technology Committee

TAJF can incorporate recommendations into TAJF can incorporate recommendations into their grant conditionstheir grant conditions

Current and future Current and future ATJ technology projectsATJ technology projects

Continuation of software training seriesContinuation of software training series

Checklists of recommended procedures Checklists of recommended procedures (business continuity plans, case management (business continuity plans, case management systems, video conferencing)systems, video conferencing)

Pilot help desk projectPilot help desk project

The ATJ Technology Committee The ATJ Technology Committee has learned:has learned:

Focus on the services the programs Focus on the services the programs provide, the communities these agencies provide, the communities these agencies serve, and the accessibility of technology serve, and the accessibility of technology for both clients and programsfor both clients and programs

Mandating a specific product / vendor for Mandating a specific product / vendor for all providers is difficult, but providing all providers is difficult, but providing recommendations is helpfulrecommendations is helpful

QuestionsQuestions

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