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 Minneapolis, MN

Using and Recording LegalMeetings for In-House Trainings Equal Justice Conference 2008 Kathleen Brockel

Today Why and How to Use LegalMeetings for In-House Trainings Recording LegalMeetings Trainings

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? 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 saved our program time and money on face-to-face meetings. -Jackie Taylor, Georgia Legal Services Program

LegalMeetings Use in Legal Services 76 Programs have LegalMeetings Accounts with NTAP Number of meetings in 2007 – 3075 Number of attendees in

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 Administration Employee Mentoring

Easy to Use for In-House Trainings Quick start Change presenters Pass control of mouse and keypad Chat Show screen Change between documents or programs

Organizer 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 by clicking the Host a Meeting button. Access functions by right-clicking the GoToMeeting system tray icon.

Organizer/Presenter Control Panel

Recording in GoToMeeting 1. Soundcheck 2. Recording Settings in GoToMeeting 3. Recording Process 4. Finish Recording/Posting

You Need: A microphone Windows 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 doesnt, 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 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 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. Dont 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/Posting To Post to a Website use: WinSCP is an open source SFTP client for Windows. It provides a simple interface for transferring files between computers and servers.

More LegalMeetings LSNTAP.org Signup How-Tos Roundtables: More Cool Bells & Whistles When: Alternating Thursdays Time: 11 am Pacific | 2 pm Eastern Contact:

DOCUMENT ASSEMBLY Kate Bladow NPADO 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 Court Illinois Legal Aid Online Uncontested Divorce NYC Civil Court Housing Assistance Pine Tree Legal Aid Food Stamp Estimator

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 Systems Using Technology to Advance Your Mission ABA/ NLADA 2008 Equal Justice Conference Presenter: Kathleen Brockel, LSNTAP

CMS Innovation CMS are already deeply embedded in legal aid work processes, so it makes sense that programs are extending them to do even more. CMS are already deeply embedded in legal aid work processes, so it makes sense that programs are extending them to do even more. A look around the country shows that programs are customizing CMS to A look around the country shows that programs are customizing CMS to Handle general administrative needs Handle general administrative needs Improve the intake process Improve the intake process

Prairie State Legal Services: Kemps 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

Prairie State Legal Services: Kemps Grant Tracking Grantor Record View

Prairie State Legal Services: Kemps Grant Tracking Grant Detail (1)

Prairie State Legal Services: Kemps Grant Tracking Grant Detail (2)

Prairie State Legal Services: Kemps Grant Tracking Grant Detail (4)

Prairie State Legal Services: Kemps Grant Tracking Budget Tab

Legal Aid Services of Oregon – Legal ServerTimekeeping LASO has worked with developers to create an integrated timesheet module that replaced 2 timekeeping systems. Tracks LSC-required timekeeping Tracks LSC-required timekeeping Generates time and attendance time sheets Generates time and attendance time sheets Tracks employee benefit leave hours (sick, vacation, etc.). Tracks employee benefit leave hours (sick, vacation, etc.). Produces an overtime pay report for non- exempt employees who work more than 40 hours. Produces an overtime pay report for non- exempt employees who work more than 40 hours.

LASO Timekeeping Module

Intake The largest focus of CMS customization has been in intake. The largest focus of CMS customization has been in intake. Move intake online (to accommodate clients who are using the web) Move intake online (to accommodate clients who are using the web) Improve intake questions/advice Improve intake questions/advice Make intake easier for volunteers Make intake easier for volunteers Provide legal information first then offer intake if needed Provide legal information first then offer intake if needed

Intake Improving the existing intake process Improving the existing intake process Virginia Legal Aid Society (Kemps Prime) Virginia Legal Aid Society (Kemps Prime) Legal Assistance Resource Center of Connecticut (Legal Files) Legal Assistance Resource Center of Connecticut (Legal Files) Adding intake on the web Adding intake on the web Legal Services of Northern Michigan (Pika) Legal Services of Northern Michigan (Pika) Maine Volunteer Lawyers Project (Practice Manager) Maine Volunteer Lawyers Project (Practice Manager) Iowa Legal Aid and Legal Aid of Western Ohio (Pika) Iowa Legal Aid and Legal Aid of Western Ohio (Pika)

Virginia Legal Aid Society Speeds up intake interviews by adding intake questions and FAQs into Kemps Prime CMS Speeds up intake interviews by adding intake questions and FAQs into Kemps Prime CMS 800 questions in over 67 areas (employing National Index and LSC problem codes) 800 questions in over 67 areas (employing National Index and LSC problem codes) Over 800 FAQs with answers assigned to these codes Over 800 FAQs with answers assigned to these codes Programs can easily edit for their own states laws Programs can easily edit for their own states laws Available to all programs in the country using Kemps Prime version C and higher Available to all programs in the country using Kemps Prime version C and higher

Choose the Problem Type. A list of intake questions appears. Virginias Intake (1)

Choose National Index Codes. Virginias Intake (2)

Click on the Intake Questions. Virginias Intake (3)

Add the intake answers into the database Virginias Intake (4)

Advice prompts are offered with problem code and selected FAQ. Virginias Intake (5)

Legal Assistance Resource Center of Connecticut Intake through a central hotline Intake through a central hotline Hotline staff distributes cases electronically to programs based on geography and other criteria Hotline staff distributes cases electronically to programs based on geography and other criteria All information is transferred within Legal Files to the other site All information is transferred within Legal Files to the 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.

PTLAs Maine Volunteer Lawyers 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 PTLAs Web Based Intake Interview (1)

PTLAs Web Based Intake Interview (2)

PTLAs Web Based Intake Interview (3)

Iowa Legal Aid/ & Legal Aid of Western Ohio (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 A2J Intake Interview

CMS Innovations Contacts Virginia Legal Aid Society (Kemps) Kelly Shuptrine -. Prairie State Legal Services (Kemps) Gail Walsh - Legal Assistance Resource Center of Connecticut (Legal Files) Kathy Daniels IT Administrator Legal Aid Services of Oregon (Legal Server) Aleta Doerr - Pine Tree Legal Assistance (Practice Manager) Kathleen Caldwell, Kathleen Iowa Legal Aid (Pika) Eve Ricaurte

INNOVATIVE DELIVERY MODELS Ken Penokie Director and Reluctant CRP Legal Services of Northern Michigan

SPOTLIGHT ON REMOTE INTAKE Rachel Medina A2J Author Project Manager Center for Access to Justice and Technology

Spotlight on Remote Intake: Iowa & Ohio Projects

A2J Guided Interviews TM : Document assembly front-end and more

A2J Author: Document assembly front-end and more Document Assembly Petition for a Protection Order

Document Assembly

A2J Author: Document assembly front-end and more Website Guide Whats 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 (.anx File) XSL Transform Transformed Answer Files Imported Case File Answer File Data Now Available For ….conflicts check ….attorney review ….processing NATIONAL SERVER (NPADO) 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 Iowas Model The Mechanics of Web Intake

OHIO Web Intake

Activity Nationwide States 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 Author Arizona, 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 Projects Ventura 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 Projects Iowa Legal Aid Legal Aid of Western Ohio