Microsoft Infrastructure OptimizationCustomer Solution Case Study

Law Firm Improves Knowledge Management, Saves $79,000 a Year in Licenses

OverviewCountry or Region: United StatesIndustry: Professional services—Legal services

Customer ProfileOne of the oldest law firms in New York City, Kelley Drye has seven offices in the United States and Europe.

Business SituationKelley Drye wanted to get the most value out of its IT investments and boost attorney productivity by deploying an IT infrastructure that offers secure communication, collaboration, and search services.

SolutionIn June 2010, Kelley Drye renewed its Microsoft Enterprise Client Access License Suite and deployed the latest suite of interoperable business productivity and core technologies.

Benefits Reduced costs Extend value of IT investments Saves $79,000 annually in licensing

costs Better enterprise search increases

productivity

“The Enterprise CAL Suite ratified what I learned from experience: the value of every single product that Microsoft gives us is amplified by using them together, as an end-to-end productivity platform.”

Thomas Nohs, Director of Information Technology, Kelley Drye

Kelley Drye is an international law firm with a long history in litigation excellence. The company invests in technology as a strategic asset to drive efficiency, customer service, and client savings. To build on that heritage, Kelley Drye decided to work closely with Microsoft to unleash the value of the products it owned after signing a Microsoft Enterprise Client Access License (CAL) Suite agreement in 2007. It renewed its Enterprise CAL Suite agreement in 2010 and embarked on a complete upgrade to the latest Microsoft business productivity and core technologies available under the agreement. Now the firm can offer its attorneys an enterprise search solution and seamless digital communications, including online videoconferencing for its global offices, while saving US$79,000 in annual licensing costs.

SituationHeadquartered in New York, New York, Kelley Drye can trace its history back to 1836. Today, the firm has offices in Chicago, Illinois; Washington, D.C.; Stamford, Connecticut; Parsippany, New Jersey; and Brussels, Belgium, with an affiliate office in Mumbai, India. Kelley Drye differentiates itself through its expertise in commercial litigation, meeting the needs of US and international companies in a wide variety of legal specialties. These include advertising law, antitrust and trade regulation, bankruptcy and restructuring, tax, government relations, and white collar crime.

Kelley Drye attributes its continued success to the expertise and hard work of its attorneys and other professionals who work together to prevent problems for their clients and to minimize the impact of the issues that do occur. Kelley Drye also recognizes the role of technology in enabling the firm to showcase its talent and maintain its competitive advantage. To that end, Kelley Drye makes extensive investments in knowledge management, litigation support, and work-product retrieval technology to drive greater efficiency, service quality, and client savings.

“There is another reason for our success, and it has to do with economics,” says Thomas Nohs, Director of Information Technology at Kelley Drye. “We are successful because we spend our money wisely, and that applies to our IT budget as much as to other aspects of our operations.”

In 2007, Kelley Drye began evaluating how it acquired and managed its software asset portfolio. The firm had been licensing software from different vendors as needed and, as a result, had built up a sizeable collection of third-party products. This piecemeal approach to software acquisition, which solved immediate needs, has its drawbacks. It is not cost-effective to buy redundant software or pay for applications with overlapping capabilities, and it’s a drain on IT resources to ensure that heterogeneous systems work together. It is also difficult to administer a large number of licenses and vendor relationships.

Kelley Drye wanted to better align its IT investments with firm strategies to improve employee productivity, service delivery, and client experience. But with the company’s heterogeneous IT environment, Nohs found it a challenge to gain a global perspective on the value of the company’s IT investments, let alone an understanding of how well they supported Kelley Drye’s vision.

Better Communication and Collaboration ToolsThat vision included providing the best possible IT tools and technologies to boost employee productivity, while incurring minimum support and maintenance costs. “We wanted to enable seamless digital communications among our attorneys and other professionals who work together on client matters [distinct client cases] around the world,” says Nohs. “Instead of relying on phone calls, emails, and face-to-face meetings, we envisioned using online audio and videoconferencing and presence

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“Instead of just buying products when we needed them, we wanted to begin consolidating our software into a single, interoperable suite of products that worked together to help Kelley Drye achieve its vision."

Thomas Nohs, Director of Information Technology, Kelley Drye

awareness to enable digital communications across all our offices.”

Kelley Drye also wanted to provide attorneys with a rich set of collaboration tools to facilitate teamwork and optimize the firm’s wealth of experience and capabilities to better serve its clients.

Integrated Defense to Protect Sensitive Client Information The firm’s principal antivirus solution did not interoperate well with its Microsoft Exchange Server 2003 messaging and collaboration software. “We began thinking about the benefits of a more integrated defense system against malicious initiatives across a number of fronts, including Exchange, SharePoint Server, and our web servers,” says Nohs.

Fragmented Knowledge Repositories Make Search Difficult Nohs describes documents as the firm’s “lifeblood.” As repositories of the firm’s intellectual capital, the value of the company’s documents can only be realized by finding and using their content. The same argument can be made for data stored in the firm’s line-of-business applications. Kelley Drye faced a real challenge in providing its attorneys and other professional staff the tools they needed to search and access corporate documents and data stored in line-of-business applications, file shares, and email inboxes and archives.

Employees were frustrated with having to learn different search tools, which performed with varying degrees of success. During the course of a regular business day, attorneys may have to look for

information in ADERANT, the firm’s time and billing system; LegalKEY, a records management solution from Open Text; and RealPractice practice optimization software. The search tool for the firm’s Open Text document management system, containing 60 million documents, returned different results for the same keyword.

“For those attorneys that spend a lot of time drafting documents, their productivity depends on how quickly they can perform research and find the information they need,” says Guy Wiggins, Director of Practice Management at Kelley Drye. “We wanted a single search tool that would connect to all of our line-of-business applications and expose the information uniformly.” The ideal search engine would also be capable of serving content to employees according to the firm’s security protocols, which are designed to avoid conflicts of interest between client matters within the firm.

Also, Kelley Drye wanted to deploy a knowledge management and enterprise search solution to reduce attorneys’ reliance on the Microsoft Office Outlook 2007 messaging and collaboration client for content storage.

Vision for a Consolidated Technology PlatformKelley Drye had a clear vision for the technology tools its attorneys needed to maximize productivity and job satisfaction. These tools had to facilitate the communication, collaboration, document and knowledge management, and search activities that are integral aspects of attorneys’ daily work. To better protect its attorneys’ information and improve data

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access, Kelley Drye needed an end-to-end security solution that would interoperate with its existing technology. And for a firm that prides itself on prudent fiscal management, Kelley Drye needed a cost-effective way to acquire and manage these technology solutions.

“Instead of just buying products when we needed them, we wanted to begin consolidating our software into a single, interoperable suite of products that worked together to help Kelley Drye achieve its vision,” says Nohs. “Part of this process involved learning more about the software we already owned and how to maximize its value to the firm.”SolutionKelley Drye had entered into a Microsoft Enterprise Client Access License (CAL) Suite agreement in 2007. The Enterprise CAL Suite contains the latest Microsoft business productivity and core technologies under one license. These products provided Kelley Drye with interoperable collaboration, security, communication, and desktop management capabilities. However, over the last three years, the firm’s 33-person IT department had so many other projects underway that Kelley Drye had to prioritize efforts on areas that delivered maximum value to the firm and its clients.

“We are a very big SharePoint Server shop, so we were motivated to buy the Enterprise CAL Suite in 2007 to upgrade to Microsoft Office SharePoint Server 2007 and continue to build on our intranet and extranet client sites,” says Nohs. “However, at the time, we did not explore fully the security technologies within the Enterprise CAL Suite. Yet the economic advantage of the licensing suite was still clear to us: we saved

more than US$37,000 over acquiring all of the software licenses individually.”

Realize More ValueIn 2009, Nohs began working closely with the firm’s Microsoft account manager to gain a better understanding of how Kelley Drye could realize more value from the software it had already licensed with the Enterprise CAL Suite agreement, which was due for renewal in June 2010. It was the account manager’s suggestion that the firm send 10 attorneys from its New York and Washington, D.C., offices to the Microsoft Technology Center in New York to experience firsthand the real-time collaboration capabilities of Microsoft Office SharePoint Server 2010 and Microsoft Lync Server 2010 working with Microsoft Outlook 2010.

“When the attorneys saw how they could do real-time collaboration on the same document, they loved it,” says Nohs. “The Enterprise CAL Suite ratified what I learned from experience: the value of every single product that Microsoft gives us is amplified by using them together, as an end-to-end productivity platform. The technology and infrastructure had caught up to the point where I could put everything together to help Kelley Drye achieve its goals.”

Building up to the Enterprise CAL Suite renewal, Kelley Drye worked closely with Microsoft and Dell, a Microsoft Gold Certified Partner, to put together the cost and pricing analysis. “By the time we finished, I understood every piece of the Enterprise CAL Suite. If you understand the licensing, you definitely understand the products and the benefits,” says Nohs. “This time around, we were focused more on the

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“We will be saving approximately $79,000 annually in third-party licenses and replacing those products with Microsoft solutions that interoperate better with our infrastructure.”

Thomas Nohs, Director of Information Technology, Kelley Drye

security aspect and how we could benefit by deploying Microsoft Forefront Protection Suite, and the plan is, by next year, to be implementing all of the products.”

In addition to the Forefront Protection Suite, the Enterprise CAL Suite includes the Windows Server 2008 R2 Enterprise operating system, SharePoint Server 2010 Enterprise, Microsoft Exchange Server 2010 Enterprise, Microsoft Lync Server 2010, Microsoft System Center Configuration Manager 2007, and Microsoft System Center Client Management Suite. Also, because Kelley Drye renewed its Enterprise Agreement three months ahead of time, it saved $529,000 over three years.

“Compared to buying back the licenses in three years, we saved more than $42,000 with the Enterprise CAL Suite,” says Nohs. “Once again, we found that the Enterprise CAL Suite is the most cost-effective way to acquire an interoperable platform that answers all our needs from a single vendor.”

Take Steps Toward a VisionKelley Drye is planning on deploying Microsoft Forefront Protection 2010 for Exchange Server when it upgrades to Exchange Server 2010 in 2012 and for Microsoft Forefront Protection 2010 for SharePoint when it fully deploys SharePoint 2010, also in 2012.

Since renewing its Enterprise CAL Suite agreement, Kelley Drye has begun an eagerly anticipated enterprise search solution that takes advantage of Microsoft FAST Search Server 2010 for SharePoint to provide a single, powerful, and scalable

search tool for key line-of-business applications. Working with Microsoft Gold Certified Partner BA Insight, Kelley Drye is running a pilot project that showcases the deep, faceted navigational capabilities of FAST Search Server 2010 and the ability to perform conceptual searching of similar documents using the Find Similar feature.

“The proof of concept is about integrating FAST with Open Text, ADERANT, LegalKEY, and RealPractice,” says Wiggins. “Law firms are lucky in that most of what we do revolves around a client matter number, and that number is consistent across our major line-of-business applications, including our time and billing system and our records management system. The problem is linking them all together under one search solution.

“FAST and BA Insight are helping us do that. We are working with BA Insight to include its search engine optimization solution called Longitude. Longitude has SharePoint connectors that not only have the ability to search, say, Open Text, but also to connect to ADERANT and RealPractice to expose additional results you normally wouldn’t find in a document management system, such as industry codes and the billing attorney. And using the Longitude Document Preview feature, attorneys can efficiently preview documents returned in a search, and even search inside the documents within the previews.”

Kelley Drye plans on rolling out its enterprise search solution when it is fully deployed on SharePoint 2010. Right now, the firm is busy evaluating how and when it will deploy Microsoft System Center

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Configuration Manager 2007 R2 and Microsoft System Center Client Management Suite. The company is eager to take advantage of all the latest desktop infrastructure management products it has within the Enterprise CAL Suite. “We are doing a complete back-end ‘forklift’ upgrade,” says Nohs. “Last week, we upgraded to Windows Server 2008 R2 and the next step is to implement the System Center products. It’s a phased approach.”

The firm is also upgrading its desktop to run the Windows 7 Professional operating system and Microsoft Office 2010. “We want to offer the real-time collaboration that comes with the interoperation between Lync Server 2010 and Microsoft Outlook, tied back to our Cisco Gateway, for videoconferencing in all our offices. We are testing this in the IT department and have plans to roll it out to the firm next year,” adds Nohs. “The great thing is, with the Enterprise CAL Suite, we have the technology in place to put our plans in action and get where we want to go.”

BenefitsBy renewing its Enterprise CAL Suite agreement, Kelley Drye has ensured that it has all the core business productivity and desktop infrastructure management tools to drive productivity while reducing costs. With better search capabilities and a secure collaboration infrastructure for attorneys to work together more productively, Kelley Drye is only just beginning to take advantage of the products within the Enterprise CAL Suite.

Reduced Costs Extend Value of IT Investments

When Kelley Drye has fully deployed the Forefront Protection Suite, it will be able to retire three third-party security products. For the IT department, this is a double bonus: IT gets a multipronged defense system that covers companywide security needs, while saving the time required to manage disparate products.

“We will be saving approximately $79,000 annually in third-party licenses and replacing those products with Microsoft solutions that interoperate better with our infrastructure,” says Nohs. “The estimated total licensing cost of displaced products per user is around $114, which is greater than the cost per user of renewing our Enterprise CAL Suite agreement. So we were paying more per user to license only four products than we are for the 12 within the Enterprise CAL.”

Better Enterprise Search Increases ProductivityKelley Drye is excited about the productivity-enhancing potential of its enterprise search solution. For the first time, attorneys will be able to use a single solution to search for information across all SharePoint sites and five line-of-business applications containing 3,500 gigabytes of content. Using FAST Search Server 2010 for SharePoint enhanced with BA Insight Longitude search-optimizing technologies, Kelley Drye attorneys will experience a paradigm shift in their ability to find and use valuable corporate and legal information.With the solution, search also becomes a navigational tool for attorneys to link directly to SharePoint pages with relevant content. After performing a search, it is possible to look up a specific client matter

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directly from the search interface by clicking on a link that takes the attorney directly to the SharePoint site with a synopsis of that client matter. “I have been waiting years to see these kinds of results,” says Wiggins. “The enterprise search solution we are building with Microsoft and BA Insight is a truly next-generation platform that blows away everything that I’ve seen from a search perspective inside the enterprise.”

And Nohs is confident that when the enterprise search solution is rolled out, attorneys will begin to store their documents in SharePoint sites, rather than in their email inboxes, because the data will be easily searchable.

By consolidating its IT infrastructure on a suite of Microsoft products, Kelley Drye is realizing a greater value out of its IT investments. “If you asked me about the value of Microsoft products, I would say emphatically yes, they have great value across the board when deployed as an end-to-end platform,” says Nohs. “At Kelley

Drye, we are doing just that. It’s the beginning of a whole new era in productivity for the firm.”

Microsoft Infrastructure OptimizationWith infrastructure optimization, you can build a secure, well-managed, and dynamic core IT infrastructure that can reduce overall IT costs, make better use of resources, and become a strategic asset for the business. The Infrastructure Optimization model—with basic, standardized, rationalized, and dynamic levels—was developed by Microsoft using industry best practices and Microsoft’s own experiences with enterprise customers. The Infrastructure Optimization model provides a maturity framework that is flexible and easily used as a benchmark for technical capability and business value.

For more information about Microsoft infrastructure optimization, go to:www.microsoft.com/io

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For More InformationFor more information about Microsoft products and services, call the Microsoft Sales Information Center at (800) 426-9400. In Canada, call the Microsoft Canada Information Centre at (877) 568-2495. Customers in the United States and Canada who are deaf or hard-of-hearing can reach Microsoft text telephone (TTY/TDD) services at (800) 892-5234. Outside the 50 United States and Canada, please contact your local Microsoft subsidiary. To access information using the World Wide Web, go to:www.microsoft.com

For more information about BA Insight products and services, call (914) 220-8395 or visit the website at: www.ba-insight.net

For more information about Dell products and services, call (800) 999-3355 or visit the website at:www.dell.com

For more information about Kelley Drye products and services, call (212) 808-7800 or visit the website at: www.kelleydrye.com

This case study is for informational purposes only. MICROSOFT MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY.

Document published January 2012

Software and Services Microsoft Enterprise Client Access

License Suite− Windows Server 2008 R2 Enterprise− Microsoft Exchange Server 2010

Enterprise− Microsoft FAST Search Server 2010

for SharePoint− Microsoft Forefront Protection Suite− Microsoft Forefront Protection 2010

for Exchange− Microsoft Forefront Protection 2010

for SharePoint− Microsoft Lync Server 2010− Microsoft SharePoint Server 2010

Enterprise CAL− Microsoft System Center Client

Management Suite

− Microsoft System Center Operations Manager 2007 R2

− Microsoft System Center Configuration Manager 2007 R2

Microsoft Office− Microsoft Office Professional 2010− Microsoft Office SharePoint Server 2007

Enterprise− Microsoft Outlook 2010

Hardware Dell R710, R610, R910 servers Dell OptiPlex 980 PCs Dell Latitude E4200 and E4310 laptop

Partners BA Insight Dell