Year: 2018

Corporate Counsel Best of 2019 Survey: A Great Opportunity for Onit Customers

It’s that time of year for the 4th annual Best of Corporate Counsel reader choice survey! Today is your chance to let your voice be heard: Who are the top law firms and legal service providers serving the nation’s legal industry? As a valued Onit customer, we wanted to pass along an opportunity to participate in Corporate Counsel’s Best of Corporate Counsel 2019 survey. We at Onit are hoping that you’ve been happy with our services, and if so, we encourage you to vote.

It’s time to recognize and celebrate your trusted business partners’ products, services and expertise in the 2019 Best of Corporate Counsel – a survey of the top solution providers servicing the legal industry. Whether it’s the best service, best product, best value – now is your opportunity to shower them with praise. Vote today!

Voting is open through 11:59 pm ET January 4, 2019. While voters do not need to cast their opinion in every category, we do encourage you to answer as many as possible! Finalists in each category will be determined by the popular vote, so we encourage you to forward this survey across your network — best of luck, and congratulations to all of our 2019 nominees!

There are a lot of categories in the survey, so here’s a shortcut to finding Onit. We’re in category #30, “Who offers the nation’s best matter management software?”

Click here to take the survey.

Onit’s Blog Post Highlights July – December 2018 (Oh What An Amazing Year)

A lot has happened in the world of Onit since July. We’ve selected some blogs spanning the past six months that may pique your interest and bring you up to date:

Product-related posts:

Award blog posts:

Company-related posts:

 

Enterprise Legal Management and Process Problems: Take Ultimate Ownership of Your Process Management

“Most people have a very strong sense of organizational ownership, but I think what people have to own is an innovation agenda.”

-Satya Nadella, CEO Microsoft

Have you been looking at your department’s process management in terms of data problems? Join the crowd – we’ve all be guilty of that. But 2019 is right around the corner and we should be ringing in the New Year by thinking in terms of process problems and a workflow-based approach. Traditional data-centric enterprise legal management (ELM) is a thing of the past and we need to move on. A solution-based approach to legal operations management by breaking up ELM into individual task-based solutions and processes is not some passing high-tech fad, but the way of the future – and challenges the older data-focused matter management model.

A system that allows its users to create and incorporate the discrete capabilities and components of a broader enterprise system “as they need them” is the way to go. Core matter management and e-billing functionality that can be augmented through a collection of solutions designed to address discrete operational activities allows users to scale the system in an appropriate manner consistent with operational goals.

Again, we should be looking at the elements of ELM as process problems instead of data problems. When we do this, we’re clearly taking more ownership in business process management, even though we may not immediately realize it. And in order for corporate legal to be a true corporate citizen, it needs to have a deeper stake in business processes.

Learn more about Onit’s enterprise legal management solution.

The Long Road to Business Process Automation and Apptitude Part I: Seeds are Planted

“Technology feeds on itself. Technology makes more technology possible.”

– Alvin Toffler, Future Shock, 1970

When we think of how business process automation (BPA) got its start, Ford’s assembly line comes to mind for many people. For others, the invention of the steam engine was a pivotal moment in BPA history. Though the assembly line of a century ago only loosely fits our modern, narrow definition of BPA, it was an impetus to push forward with the idea of automation. Needless to say, Onit’s Apptitude platform rests squarely on the shoulders of many centuries of advancements in automation.

There is evidence that by 250 BC the Egyptians were using a water clock called a clepsydra. Clepsydras had already been around for centuries before, but this one was different than older ones. This special water clock featured a simple but effective feedback control device, which is a critical component of automation. In earlier clepsydras, the outflow of water from the clay vessel wasn’t constant. The water flowed out faster when the vessel was full, and gradually slower when the water level was lower. Ctesibius came up with the idea of using a simple float regulator to control a constant rate of water flow, and at the same time ushered in a new era in automation history.

In later centuries, various other automatic controls were invented. In 50 BC we find that the Chinese were using water-powered trip hammers as a simple automated process. Around 20 AD Heron of Alexandria wrote about various types of automation that used feedback mechanisms. In the 17th century, automatic devices for controlling temperature were invented. Similar in principle to the more ancient clepsydra water-float clock, these devices controlled the temperature of incubators. Other thermostatic devices followed up through the 19th century, each with varying improvements over previous devices.

The steam engine not only helped propel the assembly line, but also deserves a prominent place in automation history. In the 18th century, a mechanical governor was invented to automatically control the speed of the steam engine. Perhaps the most important automatic control device of the period, the idea for the steam engine governor came from a most unlikely source. A century before, the centrifugal governor was being used to control the gap between the upper and lower millstones. When grinding grains it was necessary to carefully monitor the gap in order to achieve consistency in the final ground product.

In part II of this blog series we’ll discuss some later efforts in the drive toward modern business process automation.

WIE RECHTSABTEILUNGEN KANZLEIEN WÄHREND DES ONBOARDINGS HELFEN 

Ein Schlüsselfaktor für den Gesamterfolg eines e-Billing-Projekts im Rechtswesen ist es, die Kanzleien so effizient und reibungslos wie möglich an Bord zu holen. 

Obwohl die Legal e-Billing Anbieter inzwischen über beträchtliche Erfahrung bei der Unterstützung von Rechtsabteilungen während der Einführung verfügen, wird weniger Wert auf die Herausforderungen und Fragen gelegt, mit denen Anwaltskanzleien konfrontiert sind. Während die technischen Aspekte der Legal e-Billing Lösung gut dokumentiert sein mögen, sind es oft die nicht-technischen Aspekte, die Anwaltskanzleien die größten Probleme bereiten, und diese werden übersehen. 

Zu diesen Herausforderungen und aufkommenden Fragestellungen können gehören: Wie sollte die Anwaltskanzlei organisiert sein, um die elektronische Rechnungsstellung einzuführen – sollte sie zentralisiert werden oder nicht? Welche zusätzlichen Prozesse muss die Kanzlei einführen, um sicherzustellen, dass die Rechnungsdaten korrekt sind? Welche zusätzlichen Ressourcen und IT-Systemänderungen sind erforderlich, um die Anforderungen von Legal e-Billing zu erfüllen? 

Die meisten Anwaltskanzleien sind zwar in der Lage, diese Hauptprobleme entweder selbst oder mit Hilfe externer Beratung zu lösen, doch gibt es auch Detailaspekte, die für Ihr Projekt einzigartig sein können. Wenn Sie mit dem Onboarding beginnen, können Sie davon ausgehen, dass Sie von Ihrer Kanzlei eine Liste von Fragen erhalten, die diese spezifischen Bereiche abdecken. Zu diesen Fragen gehören: 

  • Welchen Umfang hat die Implementierung, d. h. welche Kanzleien, welche Ihrer Standorte und welche Arten von Rechtsangelegenheiten sind davon betroffen? 
  • Werden Sie UTBMS-Codes benötigen, d. h. welche Aufgaben-/Tätigkeits-/Ausgabencodes sind obligatorisch? 
  • Welches sind die anerkannten Klassifizierungen der Timekeeper? 
  • Welche LEDES-Dateiformate werden akzeptiert oder wie können Anwaltskanzleien sonst noch Rechnungsdaten einreichen? 
  • Müssen Informationen über laufende Arbeiten (WIP) eingereicht werden? 
  • Gibt es besondere Anforderungen an die Rechnungsstellung und wie sollen Festhonorare abgerechnet werden? 
  • Wie werden die Kanzleien in neue Rechtsangelegenheiten eingewiesen? 
  • Wie werden die Abrechnungssätze verwaltet und validiert? 
  • Wie sehen die Zahlungsverfahren für gültige Rechnungen aus? 
  • Welche Validierungsregeln gelten, z. B. welche Auslagen werden abgelehnt und welche Arten von Zeitnehmern können nicht berechnet werden? 

Es ist hilfreich, proaktiv zu sein und diese Fragen schon zu Beginn des Projekts zu bedenken. Außerdem müssen Sie ein Dokument mit Abrechnungsrichtlinien (Billing Guidelines) bereitstellen, das Regeln und Verfahren enthält, die von den Kanzleien zu befolgen sind. (Weitere Informationen und praktische Beispiele für Billing Guidelines finden Sie in unserem kostenlosen Leitfaden). 

Um sicherzustellen, dass das Projekt diese Fragen angeht und die Frustration der Anwaltskanzleien beseitigt, stellt Onit für die Legal Spend Management-Lösung BusyLamp eBilling.Space für jedes Projekt einen Speziallisten zur Seite. Bryan King hat mehr als 15 Jahre Erfahrung mit dem Onboarding von Legal e-Billing, zunächst bei Clifford Chance. Er arbeitet auch indirekt für die Rechtsabteilung, indem er alle Anwaltskanzleien beim Onboarding und der Implementierung unterstützt und eine zentrale Verbindungsstelle zwischen dem Anbieter, den Anwaltskanzleien und der Rechtsabteilung bildet. Viele Anwaltskanzleien sind inzwischen mit der elektronischen Rechnungsstellung vertraut, aber die weniger erfahrenen Kanzleien begrüßen die Möglichkeit, von einem Experten unterstützt zu werden, der die Herausforderungen kennt, mit denen die Kanzleien häufig konfrontiert sind. 

Die beiden folgenden Zitate zeigen, wie wertvoll dies für die Unternehmen ist. Das erste Zitat stammt von einem e-Billing Manager eines großen internationalen Unternehmens, das zweite vom Finanzdirektor eines kleineren regionalen britischen Unternehmens. 

„Ich bin seit etwa zehn Jahren in verschiedenen großen britischen Anwaltskanzleien mit der elektronischen Rechnungsstellung befasst. Mit der Weiterentwicklung wachsen auch die Herausforderungen. Die Kunden haben oft sehr unterschiedliche Ansätze und Anforderungen. Entscheidend für die erfolgreiche Einführung von e-Billing ist zweifelsohne ein effektiver Einführungsprozess. Ich bin fest davon überzeugt, dass die Ernennung von Bryan King zum Leiter von BusyLamp eine ausgezeichnete Geschäftsentscheidung war. Mit seinen Kenntnissen über Anwaltskanzleien und seinem Fachwissen konnte er eine wichtige und wertvolle Rolle spielen, indem er sowohl den Kunden als auch BusyLamp bei Fragen der Anwaltskanzleien unterstützte und bestätigte, wenn diese Kanzleien sachdienliche Fragen gestellt oder wichtige Anmerkungen gemacht hatten. Dies führt zu einem effektiveren Onboarding-Prozess, der sich auf die wichtigsten Problembereiche konzentriert, die in der Vergangenheit bis nach der Implementierung übersehen wurden, was sich in der Regel in einem Rückstau von abgelehnten eBills manifestiert.“ 

„Dies ist das erste Mal, dass wir jemanden wie Bryan für einen E-Billing-Anbieter arbeiten sehen. Normalerweise schickt uns der Anbieter ein Schreiben, in dem er uns mitteilt, dass ein Kunde elektronische Rechnungen benötigt, und wir werden damit allein gelassen (…) es ist also sehr nützlich, jemanden zu haben, der unsere Fragen beantwortet und unsere Bedenken und Probleme versteht.“ 

  • Jede e-Billing-Implementierung profitiert von einem klaren Regelwerk, das die Arbeitspraktiken und Erwartungen in Bezug auf die Kundenabrechnungsfunktion dokumentiert. Ihr e-Billing-Anbieter wird Sie beraten, was Sie aufnehmen sollten. Laden Sie diesen praktischen Leitfaden mit einigen Beispielen herunter. Wenn Sie diese klaren Regeln aufstellen, sind Ihre Unternehmen bereit und in der Lage, die Lösung zu nutzen und erfolgreich e-Billing anzubieten.  
  • Stellen Sie jemanden ein (oder wählen Sie einen Anbieter aus, der jemanden zur Verfügung stellt), der die Probleme von Anwaltskanzleien versteht und mit ihnen während des Onboarding-Prozesses zusammenarbeitet. 
  • Arbeiten Sie mit Ihrem Legal e-Billing Anbieter zusammen, um den Fragenkatalog, den Sie von Ihren Anwaltskanzleien erhalten werden, zu beantworten. Seien Sie darüber hinaus darauf vorbereitet, mit dem Projektmanager der Anwaltskanzlei zusammenzuarbeiten, um weitere Fragen zu beantworten, die während des Prozesses auftauchen können. 
  • Vergewissern Sie sich, dass Sie eine Lösung gewählt haben, bei der auch die Erfahrung der Anwaltskanzlei im Vordergrund steht. Sei es bei der Schnittstelle, bei der Schulung, beim Onboarding und durch den Einsatz modernster Technologie zur Verringerung des Verwaltungsaufwands für externe Anwälte. 

Die elektronische Rechnungsstellung bietet Ihnen und Ihren Anwaltskanzleien großartige Möglichkeiten, gemeinsam an einem nicht-juristischen Projekt und mit einer Reihe gemeinsamer Ziele zu arbeiten. Das Ziel sollte darin bestehen, Rechnungsfehler zu reduzieren, die Qualität der Rechnungsdaten zu verbessern und die Entscheidungsprozesse zu optimieren. Die Einführung von E-Billing-Software ist auch eine Chance für eine effektivere und effizientere Zusammenarbeit mit Ihren externen Anwälten in einer Win-Win-Partnerschaft

How Can Legal Departments Add Value to Law Firms During Onboarding?

Getting your law firms onboarded as efficiently and painlessly as possible is a key factor in the overall success of a legal e-billing project.

Although e-billing vendors now have considerable experience in supporting legal departments through the implementation, there needs to be more emphasis placed on the problems and issues law firms face. While the technical aspects of the e-billing solution may be well documented, it is often the overlooked non-technical issues that cause law firms the most significant problems.

These issues can include: How should the law firm be organized to implement e-billing – should it be a centralized function or not? What additional processes must the firm implement to ensure that billing data is accurate and timely? What additional resources and IT system changes will be needed to meet the requirements of e-billing?

While most law firms can overcome these major issues, either on their own or with some external consultancy, there are detailed aspects that can be unique to your project. When you start onboarding, you can expect to receive a list of questions from your firm that cover these specific areas. These questions include:

  • What is the scope of the implementation, i.e., which law firm offices, which of your entities, and what matter types are in scope?
  • Will you require UTBMS codes, i.e., which Task/Activity/Expense codes are mandatory?
  • What are the recognized timekeeper classifications?
  • Which LEDES file formats are accepted, or how else can law firms submit billing data?
  • Do you require Work in Progress (WIP) information to be submitted?
  • Are there any special billing requirements, and how should fixed fee work be billed?
  • How will the firms be instructed on new matters?
  • How are charging rates managed and validated?
  • What are the payment processes for valid invoices?
  • What validation rules apply, e.g., what expenses will you reject, and which timekeeper types cannot get a charge?
  • It helps to be proactive and think about these questions from the start of the project.

You must also provide a Billing Guidelines document containing rules and processes for the firms to follow. We recommend a dedicated law firm success resource to help ensure the project addresses these questions and removes frustration for firms.

Onit’s European legal spend management solution BusyLamp eBilling.Space provides this for every project in the form of Bryan King, who has over 15 years of e-billing onboarding experience, initially at Clifford Chance. While indirectly working for the legal department, this person assists all law firms with onboarding and implementation and provides a single liaison point between vendors, firms, and the legal department. Many law firms are familiar with e-billing now. Still, those less experienced firms welcome the opportunity to have the assistance of an individual who understands the issues often faced by the law firm.

These two quotes show how valuable this is for firms; the first is from the e-billing Manager of a large international City firm, and the second is from the Finance Director of a smaller regional UK firm.

“I have been involved with e-billing for around ten years at various major UK law firms. As it evolves, the challenges are increasing. Clients often have dramatically different approaches and requirements. What is undoubtedly critical to the successful implementation of e-billing is an effective onboarding process. I firmly believe that BusyLamp appointing Bryan King as a lead was an excellent business decision. With his law firm insight and expertise, he has been able to play a vital role of considerable value by assisting both the client and BusyLamp with law firm questions and confirming when those firms have raised pertinent questions or made observations of merit. This drives a more effective onboarding process which focusses on key areas of challenge which historically have been overlooked until post-implementation, which typically manifest in a backlog of rejected e-bills.”

“This is the first time that we have seen someone like Bryan working for an e-billing vendor. Usually, the vendor sends us a letter about a client requiring Billing, and we are left to get on with it (…) so useful having someone to answer our questions and who understands our concerns and issues.”

HOW CAN LEGAL DEPARTMENTS HELP THEIR FIRMS WITH E-BILLING?

Every e-billing implementation will benefit from a clear set of rules documenting working practices and expectations around the client billing function. Your e-billing vendor will advise you on what to include. Download this handy guide for some examples. Providing these clear rules will mean your firms will be ready and able to use the solution and provide successful e-billing.

  • Go above and beyond ‘help desk’ level support for your firms by appointing someone (or selecting a vendor who provides someone) who understands law firm issues and works collaboratively with them through their onboarding process.
  • Work with your vendor to answer a list of questions in anticipation of receiving them from your firms and be prepared to work with the law firm success manager to answer further queries as they arise.
  • Make sure you have selected a solution that prioritizes the law firm experience in the interface through training and onboarding and using the latest technology to reduce the administrative burden for outside counsel.

E-billing offers great opportunities for you and your law firms to work collaboratively on a non-legal project with common goals. The aim should be to reduce billing errors, enhance the quality of billing information and improve decision-making processes. Implementing e-billing software is also a chance to work more effectively and efficiently with your outside counsel in a win-win partnership.

Request a demo of BusyLamp eBilling.Space today.

Bodhala Named Legal Technology “One to Watch” by Financial Times

An acknowledgment of Bodhala’s status as an industry leader driving change in the Legal Spend category for the Fortune 500.  

NEW YORK (November 19, 2018) – Bodhala, a groundbreaking legal technology platform created by lawyers to transform the half-a-trillion dollar global legal industry, has been recognized as a Financial Times ‘One to Watch’ in Legal Technology for 2019.  This was presented by the Financial Times and RSG Consulting at the 2018 FT/RSG Intelligent Business Forum. It honors Bodhala’s recent achievements and future opportunity in revolutionizing how companies analyze, interpret, and optimize legal spend using AI and machine learning. The award also recognizes the increasing number of companies who see Bodhala as the center of their entire legal technology stack.

Bodhala’s mission is to deliver groundbreaking legal solutions to empower teams to analyze, interpret and optimize outside counsel spend, trailblazing a new era of legal market intelligence with real transparency, real accountability, and real control. Its technology platform analyzes over $12 billion in invoices covering over 30 million billed line-items across 5,000 law firms. These analytics provide companies with a comprehensive understanding of market targets on rates, staffing, and billing precision for the client’s matters, so clients are not just price-takers of firm decisions.  Bodhala empowers its clients with the tools and insights necessary to take the ambiguity out of their legal spend decisions.

Bodhala’s CEO, Raj Goyle, attended the event and remarked: “It is a great honor for the entire Bodhala team. Being FT’s “One To Watch” is a recognition of our hard work developing an innovative platform that provides a comprehensive understanding of companies’ legal spend, enabling them to justify their costs with objective data.  With legal departments being asked to do more with less, Bodhala provides transparency around legal spend and empowers business leaders to make strategic decisions and justify those decisions with confidence.”

This recognition comes on the heels of rapid growth and successful company performance for Bodhala. After a seed round drawn from alumni of Microsoft, Facebook, Google, and Amazon, the company is on track to grow over 3X this year and again next year.  Working with industry-leading companies across the Fortune 500, the platform has saved clients billions of dollars in three short years.

Bodhala is among good company for Legal Technologies One To Watch including IBM Watson Legal, LawGeex, DataNovo and Nivaura.  Organized by the Financial Times, the event was hosted at DocuSign headquarters in San Francisco on Wednesday, November 14, 2018. Speakers included senior representatives from AB InBev, Nestle, PayPal, Shell, VMware, GlaxoSmithKline, as well as Kira, Exigent, Apttus, KPMG and iManage.

About Financial Times

The Financial Times is one of the world’s leading business news organizations, recognized internationally for its authority, integrity, and accuracy. In 2016 the FT passed a significant milestone in its digital transformation as digital and services revenues overtook print revenues for the first time. The FT has a combined paid print and digital circulation of more than 910,000 and makes 60% of revenues from its journalism.  For more information visit FT.com

About RSG Consulting

RSG Consulting is a research and strategy consultancy, founded in 2001. It specializes in working for professional service firms, with a special focus on ranking and assessing lawyers that dates back to the early 90s. RSG carries out commissioned and independent research on topics that include innovation, the development and future of the profession and emerging legal markets. It helps law firms and legal departments differentiate themselves, through innovation, brand or strategy projects.  For more information visit rsgconsulting.com

Onit Secures Ranking on Deloitte’s Technology Fast 500 to Ring in the Holiday Season

Onit is excited to announce that we ranked number 264 on the 2018 Deloitte Technology Fast 500,  a ranking of the 500 fastest growing technology, media, telecommunications, life sciences and energy tech companies in North America. Onit grew an astounding 327% percent during this ranking period. Onit’s CEO Eric M. Elfman attributes this remarkable revenue growth to the company’s never-ending quest for excellence, amazing employees, and a strong desire to help customers reach their goals of efficiency and productivity.

Deloitte’s Technology Fast 500 provides a ranking of the fastest growing technology, media, telecommunications, life sciences and energy tech companies — both public and private — in North America. Technology Fast 500 award winners are selected based on percentage fiscal year revenue growth from 2014 to 2017. These companies are innovators who have converted their disruptive ideas into products, services and experiences that can captivate new customers and drive remarkable growth.

In order to be eligible for Technology Fast 500 recognition, companies must own proprietary intellectual property or technology that is sold to customers in products that contribute to a majority of the company’s operating revenues. Companies must have base-year operating revenues of at least $50,000 USD, and current-year operating revenues of at least $5 million USD. Additionally, companies must be in business for a minimum of four years and be headquartered within North America.

See the complete Tech 500 ranking list.

Does a Legal Hold Automatically Ensure Preservation of Data?

“It’s supposed to be automatic, but actually you have to press this button.”

– John Brunner, Stand on Zanzibar (1968)

 

A legal hold, or legal hold notice, is simply that –  a notification to a company or individual that material or data regarding an active or be anticipated legal proceeding shouldn’t be destroyed. However, it doesn’t guarantee that the material will be preserved. Actual preservation is the responsibility of the notified organization’s leadership and employees involved.

Federal Rules of Civil Procedure 37(e) states that when, “electronically stored information that should have been preserved in the anticipation or conduct of litigation is lost because a party failed to take reasonable steps to preserve it, and it cannot be restored or replaced through additional discovery,” the court may take certain actions.

Usually drafted in the form of an email or paper letter, legal holds are not to taken lightly. Even though the legal hold is “just a notification” doesn’t make it any less crucial in the process of keeping a company safe from costly and time-consuming litigation. Fortunately we now have software to help with the notification process.

The best legal hold solutions help corporate legal departments notify custodians of their duty to preserve information in a timely manner and guarantee compliance with this duty. Highly intuitive, easily mastered “process” platforms allow team members to gain real-time access to the status of collection requests, know when actions were issued, which tasks are in progress and which legal actions require immediate attention. The tool should also create comprehensive dashboard views, so teams can see when a custodian leaves an organization, so they can enable email archiving or suspend the destruction of data.

A powerful legal hold solution offers a quick and highly cost-effective way to supercharge your automated business processes, as well as your bottom line. Reduce the ever-present risk of costly court cases, and let the software shoulder the burden of notification. The rest is up to you.

To learn more about Onit’s legal hold solution, download this white paper.

Onit Ranks #11 on Houston Chronicle’s 2018 Top Workplaces!

Onit is thrilled to announce that we rank #11 on the Houston Chronicle’s Top Workplaces for 2018! We’re even more excited about this achievement since 253 companies with about 139,000 employees participated in the survey, and about 81,000 workers responded.

The Houston Chronicle’s annual Top Work Places ranking showcases regional companies who are the very best at maintaining a desirable working environment. The Houston Chronicle has recognized 150 companies and organizations in Houston as Top Workplaces for 2018. These companies have been recognized based solely on surveys about the workplace completed by their employees.

Top Workplaces is about the companies that manage to overcome these obstacles. It is a celebration of companies that are constantly seeking new ways to keep their employees empowered and engaged. The Houston Chronicle teamed up with Energage to conduct the rankings, which were based on surveys from 80,698 Houston-area employees.

As Houston Chronicle business editor Al Lewis puts it, “Making the Top Workplaces list, at any rank, shows a company cares exceptionally about its people. Congratulations to all the winners.”

See our press release.

See the Top Workplace rankings.