Riverview Law 2016. The Instruction & Triage and the In-house Virtual Assistants

The Instruction & Triage and the In-house Virtual Assistants

Virtual Assistants The key questions Page Topic 3 Executive summary 4 What problems do these Assistants solve? 5-6 How do the Assistants solve these problems? 7 How easy are the Assistants to take live? 8 What will my legal team need to do differently? 9 How secure are the Assistants? 10 How much do the Assistants cost? 11-20 Appendix 1 Screenshots 21-23 Appendix 2 The Riverview Law Virtual Assistant Product and Services Ladder 2

Instruction & Triage / In-house Assistants Executive Summary Many In-house legal teams are looking for an easy way to capture accurate activity data which will help them ensure that the right work is done by the right people, in the right place and at the right price, whether the work is undertaken internally or externally The barriers to deploying such tools include cost, time, technical complexity, and adoption by lawyers and other legal team members To address these challenges Riverview Law has productised its proven instruction and case management processes, which it uses to deliver managed legal services to global corporations, into two Virtual Assistants Instruction & Triage and In-house Assistant: Cost: The Instruction & Triage Assistant is free for up to eight legal team members so that in-house functions can test the power of these tools. The Inhouse Assistant costs a fixed price of 1,400 / US$2,100 pa for up to 10 legal team members. A nominal annual charge is made for business users to aid wide deployment Time: The Foundation level Assistants can go-live in one working day and the Professional version within one working week. Data capture and all reporting is automated Technology: The technology is proven, secure, and intuitive and easy to use Legal Team Adoption: Post deployment legal team members manage cases in the same way that they currently do 3

Instruction & Triage / In-house Assistants What problems do these Assistants solve? Instruction & Triage Assistant I need to manage the work coming into the function and triage it to the right person. I need to know what type of work is being handled, where it has come from (individual and business unit), what its risk profile is and how long it has taken. I need accurate data so that I can plan and make sure that the right work is done by the right people, at the right price whether this work is undertaken in-house or by a third party. In-house Assistant In addition to managing and triaging instructions coming into the function (this Assistant has all the functionality of the Instruction and Triage Assistant). I also need a case management tool, document management and version control capability, more granular case status and enhanced reporting. I also want, in the Professional version, to tailor the tool to my way of working and brand it to my organisation. 4

Pre-configured workflows, software and dashboards How do the Assistants solve these problems? They solve these problems by taking the proven Riverview Law operating model and core workflow and productising them in these Assistants At its core the pre-configured Foundation workflow reflects a simple and effective operating model: (i) Case opening: by the business and/or the legal team depending upon deployment; (ii) Instruction management: to ensure complete instructions; (iii) Triage: so that the work is handled by the right team/person; (iv) Case management: with all case notes and documents in one place; (iv) Case Status: how long was the matter with legal, the business or with a third party; and (v) Case closing: so that the elapsed time of matters, by worktype is captured This model is underpinned by auto-generated dashboards that are easy to interpret 5 Business User Submits Instruction Instruction and Triage and In-house Assistants Core Workflow Model Triage to Legal Team Member (Legal Case Opening) Case Management Legal Case Closing Dashboards Legal Team Member Captures Instruction The instruction wizard can be deployed to the business or can be managed by legal A legal team leader or administrator can allocate a case to a team member Case notes, document management, re-assign case to other team member, case status... Reason for close (matter completed ), elapsed case time...

Pre-configured workflows, software and dashboards How do the Assistants solve these problems? In the Foundation versions it is the combination of intuitive software, automated data capture and easy to read dashboards (Overview, Team Leader and Team Member), plus the ability in the Professional version to tailor the Assistant to your organisation, that helps us help you solve these problems (see Appendix 1) 6

Five steps to Go-Live How easy are these Assistants to take live? Once you have decided to purchase a Virtual Assistant our Customer Service Centre will support you as you roll-out the tool to your legal team and, if desired, your business users. The Foundation Level Assistants can be live within one working day of completing the Configuration Form. Typically the Professional Level Assistants can be live in one working week. There are five straight-forward steps to taking your Assistant live: Step 1 Account set-up Step 2 User set-up Step 3 Assistant Configuration Step 4 User communciations Step 5 Go-live Call our Customer Service Centre and we will set-up your company account for the Assistant you wish to buy Once your account is setup we will send you an easy to complete Configuration Form which asks you for (i) your legal / business users, (ii) your business units / departments or however else you are organised and (iii) where you want the Assistant hosted (UK / USA). We will also send you a detailed User Guide On receipt of the Configuration Form we will tailor the Assistant to your business units and set-up your User profiles When we have configured and tested your Assistant we will advise you accordingly and provide you with a standard set of email communications that you can tailor and send to your Users. These communications advise Users that they will soon be provided with access to the Assistant, why it has been put in place and how they can make the most of it When you have advised our Customer Service Centre that all your Users have been contacted we will take the Assistant live and all Users will receive an automated go-live email and link to the Assistant. For security purposes all Users will need to change their temporary password the first time they access the Assistant 7

Minimising Change What will my legal team need to do differently? These Assistants can be deployed to business users and the legal team, or just within legal To ease adoption and implementation, some customers start by deploying to the legal team first and then extending to the business a few weeks or months later For legal team members the Assistants are flexible to allow you to minimise any changes at your end so that you still receive all the benefit of the management information and dashboards: (a) Deployed to business users If the Assistants are deployed so that business users complete the initial instruction form then the changes for legal are: (i) all instructions are received in a consistent form; (ii) the matter will need allocating to a team member (either by a legal team leader or a legal administrator); and (iii) to capture the duration of each matter the legal team member allocated the case will need to close the case. (b) Deployed to legal team members only (i) in addition to the above a legal team member will have to capture the instructions using the simple drop down and text fields in the tool We know from our own experience that these simple disciplines are easily adapted to by legal teams when they see insight and data provided by the dashboards 8

Data and IT Security How secure are the Assistants? You do not need to install any software on your Users desktop, tablet or mobile for them to be able to access the Assistant - Users can simply access the Assistant from the link provided to them by the Customer Service Centre The Foundation and Professional level Assistants are cloud based and can run on Internet Explorer, Chrome, Firefox and Safari browsers The Riverview Law Virtual Assistants powered by Kim are hosted in ISO / IEC 27001 certified data centres ISO 27001 is the only auditable international standard for information security management systems. This internationally recognised standard provides assurance that we maintain the highest levels of security for our customers information assets The application runs under SSL to encrypt data in motion We maintain and administer physical and technical safeguards for the confidentiality and integrity of your data Your data is securely stored within the Kim (Microsoft SQL) databases Your data can be stored in the UK or US as required The Enterprise version of these Assistants can be deployed in a cloud or on-premise configuration 9

Data and IT Security How much do the Assistants cost? Instruction and Triage Assistant To allow legal departments to test the value and effectiveness of this tool, the Instruction and Triage Assistant is free for up to eight legal team users. Should you require more than eight users please contact us and we will discuss the best approach with you In-house Assistant Foundation Level Users Total Cost Per Annum Equivalent Cost Per User Per Annum For up to 10 Users 1,400 / US$2,100 140 / US$210 Whether you have 2 or 10 Users the price is 1,400 or US$2,100 pa. We will also agree a nominal annual charge for business users Professional Level Additional users Cost Per Annum Per Cost Per Additional User Per Month Additional User 11-50 Users 120 / US$175 10.00 / US$14.58 51+ Bespoke pricing Upgrade options Branding your Assistant to your organisation Tailoring the workflow to your business process Adding templates for auto-generated documents Adding / Tailoring the dashboards Integrating the Assistant with your existing systems (APIs) Price 1,000 / US$1,500 From 15,000 / US$22,500 From 15,000 / US$22,500 From 25,000 / US$37,500 From 20,000 / US$30,000 10

Appendix 1 Virtual Assistant Screenshots

Virtual Assistants Screenshots 12

Overview Dashboard 18

Team Leader 19

Team Member 20

Appendix 2 The Riverview Law Virtual Assistant Product & Services Ladder

Virtual Assistants From Process to Smart Assistants Weak AI / Computational Argumentation Smart Assistants Tertiary (Meaning) Data Layer Process & Advisory Process improvement Solutions Proxies By Legal Topic Assisting the delivery of advice and guidance in all areas. Embedding the organisations approach to risk and commerciality Advisory Assistants Secondary (Knowledge / Intelligence) Data Layer Process Assistants Primary (Knowledge) Data Layer By Process Instruction management Selfservice Triage Case Opening - Case management - Document Creation Version Control Case closing - Workflow - Data & analytics Configuration not coding 22

Riverview Law Virtual Assistants April 2016 Applicable to all organisations Pre-configured Live in one day Cloud Foundation Virtual Assistants Enterprise application Proof-of-concept Delivered in 4 weeks Demonstrates art-of-the-possible Enterprise Prototyping Consultancy Powered by Kim Professional Virtual Assistants Applicable to all organisations Menu of configurable items Live in one week Cloud Enterprise In-house Solutions Enterprise application Tailored to organisation Structured implementation programme Cloud or On-premise 23

The Instruction & Triage and the In-house Virtual Assistants