The Baselines and Beyond!

1. The Baselines and Beyond! Glenn Rawdon, Legal Services Corporation Joyce Raby, Consultant 2009 TIG Conference, January 21, 2009

2. Welcome to TIG 2009! 9th Annual TIG Conference

3. Documenting the Justice Gap in America2005 LSC Study • Only half of those who get so far as to seek help from an LSC-funded provider will actually receive assistance. • State legal needs studies reveal that conservatively less than one in five—20 percent—of those requiring civil legal assistance actually receive it. • Nationally, on the average, every legal aid attorney (including those funded by all sources) serves 6,861 people. In comparison, there is one private attorney providing personal services for every 525 people in the general population.

4. Supply and Demand Conundrum • Forecasters project that the current recession will be as bad as or worse than any downturn since the 1930s. • This could increase the size of the client eligible population by over 10 million people from 2007 to 2009 alone. • Will intensify the range of legal problems clients face including: • foreclosures and evictions • bankruptcies and consumer scams • domestic violence and other family issues • demands for government benefits • Conversely, resources for legal services programs are declining because of many factores including decreased IOLTA funding, state deficits, and diminished charitable giving.

5. Why the baselines?Let's answer a question with a question.What is your largest single budget item?

6. LSC Baselines - An Overview Program Capacity -     Planning - tech planning should be fully integrated into overall         program planning     Budgeting - adequate funds should be budgeted for:         ongoing maintenance and upgrades         necessary personnel         technology training     Personnel - sufficient capacity to:         maintain equipment, networks, and software

7. LSC Baselines - An Overview Mgmt of Client and Case Data -     Case Mgmt System -         capture and retain appropriate client and case data         screen for eligibility         immediate conflict check         share client and case data among program offices         securely/ethically transfer data to other providers         generate meaningful reports         assign funding sources to cases         easily customized by program

8. LSC Baselines - An Overview Production and Supervision of Legal Work     Case Management System -         digital case notes         generate meaningful reports         case notes/reports available in real time to all program             offices         remote access to cms     Calendaring -         calendar/tickler function         program-wide calendaring system     Document Production -         use word processors, spreadsheets, presentation software         train staff in use of software

9. LSC Baselines - An OverviewProduction and Supervision of Legal Work - Continued Document Production - continued         staff should be able to work jointly on projects         document assembly         create pdfs and convert to editable files         electronic filing when/where required Online Legal Research -         use online tools for legal research         access to statewide materials         receive updates on new cases and laws Supervision -         collect data to support supervision         as necessary, remote access to case files for review

10. LSC Baselines - An OverviewProduction and Supervision of Legal Work - Continued     Timekeeping -         automated timekeeping Records Management     Electronic Records -         file/retain/dispose of all electronic records         policies in place to govern access to electronic records         records management must be compliant with LSC and              other legal requirements Knowledge Management     Pleadings/Brief Banks -         store/retrieve sample documents         electronic access to forms and procedures

11. LSC Baselines - An Overview Knowledge Management - continued     Pleadings/Brief Banks         program-wide contacts management system         electronic access to practice guides Intake and Telephonic Advice     Telephone Systems         adequate lines to handle volume         call routing by language, legal area, geography         serve speaking/hearing disabled persons         review wait times, dropped calls         automated call back         provide recorded info to callers

12. LSC Baselines - An Overview Intake and Telephonic Advice - continued     Electronic Desk Manual         intake worker guide     Case Management System         real time data entry into CMS Direct Assistance to Low Income Persons     Web-based legal information and self help support         statewide website with:             current program information             current community legal education/pro se materials             serves LEP persons             Section 508 compliant

13. LSC Baselines - An Overview Direct Assistance to Low Income Persons - continued     Community Legal Education         community legal education presentations use technology Support for Use of Private Attorney     Support Program PAI         use technology to recruit volunteers         securely/ethically transmit client data to volunteers         CMS tracks PAI legal work, fiscal allocation, and             timekeeping     Direct Support for Volunteer Attorneys         electronic pleadings and brief banks for volunteers         use technology to provide training to volunteers

14. LSC Baselines - An Overview Security     Firewalls, Antivirus, Anti-Spam, Anti-Spyware         OS and antivirus software will be current         backup/recovery systems compliant with grant assurances         policies and procedures to protect data from loss or             unauthorized intrusion         disaster recovery plan         Internet use policies         data retention/deletion policies         if external IM, use encryption

15. LSC Baselines - An Overview Training     Training and Technology         program-wide assessment of training needs         provide training and support to all staff         obtain technology training for IT staff         use technology to deliver training     Use of Technology to Deliver Training         use technology to deliver training on legal, substantive             and administrative skills

16. LSC Baselines - An Overview Communications     Email, Listervs, other technology based communications         everyone should have and use email         use of email policy         listservs as needed         awareness of blogs, wikis, and other collaborative tools     Intranet         provide staff ability to develop and use blogs, wikis              or other collaborative tools via an Intranet

17. LSC Baselines - An Overview Administration     Accounting         general ledger, payables, receivables, fixed assets         payroll         client trust accounts         budgeting/expenditure reporting         generate all needed internal/external reports     Human Resources         personnel records         maintain confidentiality of personnel data         advertise/accept applications electronically         generate all needed personnel reports

18. LSC Baselines - An Overview Administration - continued     Grant Maintenance         track grants             grant requirements/restrictions/deliverables             track expenditures and activities             manage reimbursables             indirect cost calculations             expenditures against the budget             generate all needed reports and deadlines         maintain contact information

19. LSC Baselines - An Overview Administration - continued     Fundraising and Resource Development         donor lists and information         generate letters, reports, and all needed documentation         ability to accept online donations

20. Baselines - Your Questions Answered 1) Softball or Volleyball? 2) is the Baseline 90 feet like in Baseball or 60 feet like in SoftBall? 3) what is the width of the Baseline?

21. No, Really.....

22. Future Tech - 2009 Access Mobile / Remote

23. Future Tech - 2009 Cloud Computing Social Networking

24. Joyce's Predictions - 2009 Market Consolidation - will anyone ever buy Yahoo?  oh wait, do we care?   Centralized vrs Decentralized - the old "automatic vrs stick shift" debate (or PC vrs Mac) Broadband in search of new customers - will rural folks finally get access? Return to Basics - planning, budgeting, personnel, security, data analysis Going Green - not to save the planet, but to save money

25. Joyce's Predictions - 2020 New Interfaces - touch screen and voice recognition Custom devices - phone and mp3 or phone and tv? Facebook/MySpace morphs with Second Life Ubiquitous Broadband? Geography/Data/Mobile integration - Google 411

26. Announcements Changes to Sessions Presenters Dinner Reception Webcasts/Speakers Handouts