USING TECHNOLOGY TO ADVANCE YOUR MISSION: CHALLENGES AND OPPORTUNITES FOR THE UP TO DATE LEGAL AID LAW FIRM 2008 Equal Justice Conference May 7-9, 2008

USING TECHNOLOGY TO ADVANCE YOUR MISSION:

CHALLENGES AND OPPORTUNITES FOR THE UP TO DATE LEGAL AID

LAW FIRM

2008 Equal Justice ConferenceMay 7-9, 2008

Minneapolis, MN

Using and Recording LegalMeetings for Using and Recording LegalMeetings for In-House Trainings In-House Trainings

www.lsntap.org www.lsntap.org

Equal Justice Conference 2008Equal Justice Conference 2008Kathleen BrockelKathleen Brockel

TodayToday

Why and How to Use LegalMeetings for In-House Trainings

Recording LegalMeetings Trainings

Why LegalMeetings?Why LegalMeetings?

The Legal Aid Web Conferencing Project

Citrix GoToMeeting and GoToWebinar

2008 Excellence in Technology Award by Small Business Computing.com

Frost and Sullivan 2008 North American Web Conferencing Company of the Year Award

Why LegalMeetings?Why LegalMeetings?

LegalMeetings is financially supported by LSC through TIG Grant to Center for Arkansas Legal Services and NTAP

Cost to the general public - $100/mo

Cost to you: ◦LSC Funded Program $10 - $32/mo.◦Non LSC - $40/mo

““It It savedsaved our program our program time time and moneyand money on face-to-face on face-to-face

meetings.”meetings.”

-Jackie Taylor, Georgia Legal Services Program

LegalMeetings Use LegalMeetings Use in Legal Services in Legal Services

76 Programs have LegalMeetings Accounts with NTAP

Number of meetings in 2007 – 3075

Number of attendees in 2007 - 8951

LegalMeetings is used for:LegalMeetings is used for:

Employee Training Program Compliance Website Construction or Design Assisting Others with Technology Topics Planning in the Delivery of Client Services Program AdministrationEmployee Mentoring

Easy to Use for In-House TrainingsEasy to Use for In-House Trainings

Quick startChange presentersPass control of mouse and keypadChatShow screenChange between documents or programs

Organizer ApplicationOrganizer Application Enables Organizers to perform meeting functions – schedule, start, edit, etc. The application must be on the PC you are using to schedule or conduct meetings. Download anytime at www.gotomeeting.com by clicking the Host a Meeting button. Access functions by right-clicking the GoToMeeting system tray icon.

Organizer/Presenter Organizer/Presenter Control Panel Control Panel

Recording in Recording in GoToMeetingGoToMeeting

1. Soundcheck2. Recording Settings in GoToMeeting3. Recording Process4. Finish Recording/Posting

You Need:You Need:

A microphoneWindows Media Player

IMPORTANT: NEVER SKIP THE SOUNDCHECK! Microphones can die unexpectedly or system properties can change without you knowing.

1. Plug your microphone into your computer. A menu should appear listing "Microphone", "Line in", "No Action", etc. Select Microphone.

2. Go to Start Menu -> Control Panel -> Audio and Sound Devices

3. In Sound and Audio Properties, Select the “Voice” tab, then click on the button, “test hardware” near the bottom of the window.

4. Sound Hardware Test Wizard screen will appear. Select NEXT to begin the tool. It will load and bring you to a Microphone Test window. Talk into your Microphone. If the bar for “Recording” fills up as green or another color, then your microphone works. If it doesn’t, make sure everything is connected properly. Press NEXT. It will now playback the sound spoken into the recording a few moments ago. If this works, you are ready to go.

Soundcheck

Recording Settings in GoToMeeting Recording Settings in GoToMeeting

1. Have another organizer make you an organizer in GoToWebinar or GoToMeeting.

2. Select Tools from the top menu, then click Recording. This will reveal a new box for Recording.

3. Push the Settings Button. This will bring up the Audio settings for GoToWebinar/GoToMeeting. For Audio, make sure “Record Audio” is chosen. If not, select it. For Video, make sure “Convert to Windows Media Player File” is chosen. If not, choose it.

4. Push “OK” on the bottom of the window and save your settings.

Recording Process Recording Process

1. Press the Record Button. It should cause a red circle to appear inside the Record Button and the “Stop” button should now appear.

2. Don’t touch any of the recording options until the training/recording is finished.

3. When the GoToMeeting/GoToWebinar recording is finished, either wait for the Presenter to end the session or close the tool screen yourself. It will automatically stop the recording. It will then take a few minutes to finish making the file. For a 90 minute training, the time is approximately 45 minutes.

Finish Recording/PostingFinish Recording/Posting

To Post to a Website use:http://winscp.net/eng/index.php

WinSCP is an open source SFTP client for Windows. It provides a simple interface for transferring files between computers and servers.

More LegalMeetings InfoMore LegalMeetings Info@ LSNTAP.org@ LSNTAP.org

SignupHow-To’sRoundtables: More Cool Bells & Whistles

◦When: Alternating Thursdays◦Time: 11 am Pacific | 2 pm Eastern

◦Contact: [email protected]

DOCUMENT ASSEMBLY

Kate BladowNPADO Project Coordinator

Pro Bono Net

How Document Assembly Works

Advocates or self-represented litigants answer questions during an interview.

A personalized document is created from the answers.

The answers can be saved and reused.

Example

Idaho Notice for Repairs

Other Examples

Idaho Legal Services/Idaho Supreme Courthttp://idaholegalaid.org/Home/PublicWeb/SelfHelpTemp

Illinois Legal Aid Online Uncontested Divorcehttps://npado.org/template_answers?template_id=template.2007-07-10.3874609332

NYC Civil Court Housing Assistancehttp://www.nycourts.gov/courts/nyc/housing/interactive.shtml

Pine Tree Legal Aid Food Stamp Estimatorhttp://www.ptla.org/ptlasite/cool/cliented/estimator.htm

Benefits of Document Assembly

My staff is easier to

supervise.

My staff is

happier.

Less time is spent on

paperwork.

My program serves more

clients.

My program provides better

services.

Who Is Doing What?

Assist self-represented litigants. (California, Idaho, Montana, New York)

Make legal aid staff more effective and efficient. (Georgia)

Support pro bono attorneys. (Illinois)

Innovation in Case Management Innovation in Case Management Systems Systems

Using Technology to Advance Your MissionUsing Technology to Advance Your MissionABA/ NLADA 2008 Equal Justice ConferenceABA/ NLADA 2008 Equal Justice Conference

Presenter: Kathleen Brockel, LSNTAPPresenter: Kathleen Brockel, LSNTAP

www.lsntap.orgwww.lsntap.org

CMS InnovationCMS Innovation

CMS are already deeply embedded in legal aid CMS are already deeply embedded in legal aid work processes, so it makes sense that work processes, so it makes sense that programs are extending them to do even more. programs are extending them to do even more.

A look around the country shows that programs A look around the country shows that programs are customizing CMS to are customizing CMS to Handle general administrative needs Handle general administrative needs Improve the intake processImprove the intake process

Prairie State Legal Services: Prairie State Legal Services: Kemps Grant TrackingKemps Grant Tracking

PSLS uses the Grant Tracking portion of the Kemps system to track and prepare grants. System tracks:

Overall views of all grantors Individual grants with details


Grantor Record View


Grant Detail (1)


Grant Detail (2)


Grant Detail (4)


Budget Tab

Legal Aid Services of Oregon – Legal Aid Services of Oregon – Legal ServerTimekeepingLegal ServerTimekeeping

LASO has worked with developers to create an integrated timesheet module that replaced 2 timekeeping systems.

Tracks LSC-required timekeepingTracks LSC-required timekeeping Generates time and attendance time sheetsGenerates time and attendance time sheets Tracks employee benefit leave hours (sick, Tracks employee benefit leave hours (sick,

vacation, etc.). vacation, etc.). Produces an overtime pay report for non-Produces an overtime pay report for non-

exempt employees who work more than 40 exempt employees who work more than 40 hours.hours.

LASO Timekeeping ModuleLASO Timekeeping Module

IntakeIntake

The largest focus of CMS customization has The largest focus of CMS customization has been in intake. been in intake.

Move intake online (to accommodate Move intake online (to accommodate clients who are using the web)clients who are using the web)

Improve intake questions/adviceImprove intake questions/advice Make intake easier for volunteersMake intake easier for volunteers Provide legal information first then offer Provide legal information first then offer

intake if neededintake if needed

IntakeIntake

Improving the existing intake processImproving the existing intake process Virginia Legal Aid Society (Kemps Prime)Virginia Legal Aid Society (Kemps Prime) Legal Assistance Resource Center of Connecticut Legal Assistance Resource Center of Connecticut

(Legal Files)(Legal Files)

Adding intake on the webAdding intake on the web Legal Services of Northern Michigan (Pika)Legal Services of Northern Michigan (Pika) Maine Volunteer Lawyers Project (Practice Maine Volunteer Lawyers Project (Practice

Manager)Manager) Iowa Legal Aid and Legal Aid of Western Ohio Iowa Legal Aid and Legal Aid of Western Ohio

(Pika)(Pika)

Virginia Legal Aid SocietyVirginia Legal Aid Society

Speeds up intake interviews by adding intake Speeds up intake interviews by adding intake questions and FAQs into Kemps Prime CMSquestions and FAQs into Kemps Prime CMS

800 questions in over 67 areas (employing 800 questions in over 67 areas (employing National Index and LSC problem codes)National Index and LSC problem codes)

Over 800 FAQ’s with answers assigned to Over 800 FAQ’s with answers assigned to these codesthese codes

Programs can easily edit for their own state’s Programs can easily edit for their own state’s lawslaws

Available to all programs in the country using Available to all programs in the country using Kemps Prime version C and higherKemps Prime version C and higher

Choose the Problem Type. A list of intake questions appears.

Virginia’s Intake (1)Virginia’s Intake (1)

Choose National Index Codes.


Click on the Intake Questions.


Add the intake answers into the database


Advice prompts are offered with problem code and selected FAQ.


Legal Assistance Resource Legal Assistance Resource Center of ConnecticutCenter of Connecticut

Intake through a central hotlineIntake through a central hotline Hotline staff distributes cases electronically to Hotline staff distributes cases electronically to

programs based on geography and other criteriaprograms based on geography and other criteria All informationAll information is transferred within Legal Files to is transferred within Legal Files to

the other sitethe other site Cases can be transferred in bulk. Cases can be transferred in bulk. System is Legal Files via an Enterprise

configuration, which is a single database segmented by office or site.

PTLA’s Maine Volunteer PTLA’s Maine Volunteer Lawyers ProjectLawyers Project

The project has built an easy-to-use web-based interview system volunteers. (The CMS was too complex for volunteers to use)

This basic interview can be directly imported into the VLP's case management software, Practice Manager.

The Intake Form Seen By Volunteer Lawyers

PTLA’s Web Based Intake PTLA’s Web Based Intake Interview (1)Interview (1)



Iowa Legal Aid/ & Iowa Legal Aid/ & Legal Aid of Western Ohio Legal Aid of Western Ohio

(Pika)(Pika) Eve Ricaurte of Iowa Legal Aid, used A2J to build

a web-based on-line intake system interface for PIKA

Pilot project launched by Iowa Legal Aid to ease hotline load by

directing people to online resources or other organizations where appropriate

allowing potential clients to complete an application online from remote sites

Now being replicated by Legal Aid of Western Ohio

Iowa Legal Aid (Pika)Iowa Legal Aid (Pika)

Iowa A2J Intake InterviewIowa A2J Intake Interview

CMS Innovations Contacts

Virginia Legal Aid Society (Kemps)

Kelly Shuptrine -. [email protected]

Prairie State Legal Services (Kemps)

Gail Walsh - [email protected]

Legal Assistance Resource

Center of Connecticut (Legal Files)

Kathy Daniels IT Administrator [email protected]

Legal Aid Services of Oregon (Legal Server)

Aleta Doerr - [email protected]

Pine Tree Legal Assistance (Practice Manager)

Kathleen Caldwell, Kathleen [email protected]

Iowa Legal Aid (Pika) Eve Ricaurte

INNOVATIVE DELIVERY MODELS

Ken PenokieDirector and Reluctant CRPLegal Services of Northern

Michigan

SPOTLIGHT ON REMOTE INTAKE

Rachel MedinaA2J Author Project Manager

Center for Access to Justice and Technology

Spotlight on Remote Intake: Iowa & Ohio Projects

A2J Guided InterviewsTM: Document assembly front-end and

more

A2J Author: Document assembly front-end and more Document Assembly

Petition for a Protection Order

Petition for a Protection Order

Document Assembly

A2J Author: Document assembly front-end and more Website Guide

What’s the next step?

Where do I go?Who do I need to

contact?

Iowa Legal Aid:Pilot Remote Intake Project

A2J Author: Document assembly front-end and more Case Management System Data Collection

A2J Guided Interview(.a2j files)

Interview Answers

(.anxFile)

XSLTransform

Transformed Answer Files

Imported Case File

Answer File Data Now

Available For

….conflicts check

….attorney review

….processing

“N

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VER

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AD

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IOWA SERVER

OHIO TIG 2007 Grant:A Closer Look at the Mechanics

for Web Intake

OHIO 2007 TIG FOR WEB INTAKE Overview of the Grant Project

Building on Iowa’s Model

The Mechanics of Web Intake

OHIO Web Intake

OHIO Web Intake

OHIO Web Intake

OHIO Web Intake

OHIO Web Intake

Activity NationwideStates with

A2J Author Guided Interviews (according to recent NPADO server

statistics)

Alabama, Arkansas, California, Idaho, Illinois, Kentucky,

Maryland, Massachusetts, Minnesota, Mississippi, Montana,

Nebraska, New York, Ohio, Pennsylvania, Texas, U.S. Virgin Islands, Vermont, Washington,

Ontario (Canada)

Other Active Registered Users

of A2J AuthorArizona, Connecticut,

Washington, D.C., Florida, Georgia, Iowa, Kansas, Louisiana, Maine, Missouri, North Carolina,

North Dakota, Nevada, New Mexico, Oklahoma, Oregon,

Virginia, West Virginia, Wyoming

Chicago-Kent College of Law / Student Editorial

Board ProjectsVentura County, California

(various interviews in process)

Illinois Legal Aid Online(multiple interviews, either live or in

development)

Document Assembly and E-Filing System Projects

U.S. District Courts, Eastern Missouri

Manatee County Clerk of the Circuit Court, Florida

(pilot project for the state of Florida)

Clerk of Kane County, Illinois

Intake Interview/Case Management Database

ProjectsIowa Legal Aid

Legal Aid of Western Ohio

Documents

USING TECHNOLOGY TO ADVANCE YOUR MISSION: CHALLENGES AND OPPORTUNITES FOR THE UP TO DATE LEGAL AID LAW FIRM 2008 Equal Justice Conference May 7-9, 2008