User Support & Project Management Peer Groups Present: Business Analysts in Law Firms

1. User Support & Project Management Peer Groups Present:Business Analysts in Law Firms Kathrine CainSnr. Business Intelligence Analyst at Winston & Strawn LLP Sharon MasseyApplications and DB Manager at Perkins Coie LLP Honora WadeBusiness Analyst at Perkins Coie LLP

2. Agenda • Project Management Evolution in Law Firms • Project Manager  Business Analyst Connections • Business Analyst Role within Law Firms • Tools of the BA Trade • Path to Success as a BA

3. PM Evolution in Law Firms • Growth within organizations in the legal vertical: • 98% reported practicing project management 2008– up 15% since 2006 • 51% have dedicated PMs on staff • 41% include a formal Project Management Office/Team • Project Management Impact: • Effectively manage expectations • Increase efficiency of resource allocation • Align projects more closely with business goals • Reduce errors and user issues • Project-related tasks often performed by Trainers: • 60% reported being responsible for new application testing • 32% of respondents worked on configuring applications • 30% reported assisting with defining work flows and business processes

4. PM Evolution in Law Firms • Common roles within project management teams: • Project Manager (90%) • PMO / Team Manager or Supervisor (55%) • Project Coordinator / Admin Support (42%) • Business Analyst (20%) • Definition of a BUSINESS ANALYST: A business analyst works as a liaison among stakeholders in order to elicit, analyze, communicate and validate requirements for changes to business processes, policies and information systems

5. Project Managers  Business AnalystsDisconnected = Disaster

6. Project Managers  Business AnalystsConnected = Success Project Manager Business Analyst Initiation • Gather requirements • Translate needs into requirements Planning • Assign resources and deliverables • Define technical specifications • Manage schedules, tasks and communications Execution • Advocate on behalf of business during development process Closing • Document final product and lessons learned • Confirm deliverables met business needs and identify what’s next…

7. Project Managers  Business AnalystsConnected = Success Project Manager Business Analyst • Gather requirementsReceive initial request from Sponsor to publish pitch materials on intranet • Translate needs into requirementsReplace spreadsheets with web-based tracking and publishing tool Initiation • Assign resources and deliverablesSecure developer and define schedule • Define technical specificationsDocument work flow and specific data to be captured and managed Planning Execution • Manage schedules, tasks and communicationsCoordinate status meetings and keep all team members well informed • Advocate on behalf of business during development processWork with developers to refine solution as business needs become more clear • Document final product and lessons learnedDeliver closing documentation • Confirm deliverables met business needs and identify what’s next…Circle back with business Closing

8. Business Analyst Role in Law Firms • Tools of the "change trade" • Focus on problem identification and resolution • Balance act between: • AS IS and TO BE • Process Control and Liaison Communication & Process Control Project Manager Stakeholders Business Analyst Subject Matter Experts/ Process Owners Translation, Liaison, Validation

9. Business Analyst Role in Law Firms Adapting to the Law Firm Environment: • Streamlined Processes vs Sustainability • Key challenge: Addressing variability in the practice of law without sacrificing overall process improvements • Level of Detail required for Change • Key challenge: Defining the AS IS and DESIRED STATE required for change when the critical success factor for most users is maximizing billable hours • Assessing your Audiences Appetite for Change • Key challenge: Recognizing and balancing the differences between long time partners with established work patterns and younger lawyers who grew up with and expect a higher level of connectivity and automation • Partnering with Project Managers & Business Owners • Key challenge: Both disciplines are likely new to a firm, or the project management piece does not exist. With a project manager the BA fills both roles.

10. Business Analyst Role in Law Firms The Biggest Leap…Scope Flexibility • In law firms, there is a much greater necessity for some flexibility in scope. • However, changes must be conscious and deliberate. The BA can be an important element in successfully accomplishing that. Centralized or Distributed Resources • If centralized, how do you ensure they really know their customers and workflow? • If distributed, how do you ensure consistent methodology across all BA/PMs? • The difference between day-to-day operations and analyzing for long-term change

11. Business Analyst Role in Law Firms Value Added by BAs…Understanding the Problem to be Solved • What is the business need? • Business Requirements ="WHAT" and "WHY" • Only then . . . solution assessment • Technical Specifications = "HOW" • Functional expectations = "HOW" • Process and change impacts • Requirements Need Clear Objectives • S Specific • M Measurable • A Attainable • R Realistic • T Time-framed

12. Tools of the BA Trade • Characteristics of Excellent Requirements: • Complete • Correct • Unambiguous • Verifiable • Necessary • Feasible • Prioritized

13. Tools of the BA Trade • Examining the Business Need • Entity Relationship Diagram • Use Case Diagram and/or Description • Workflow/Process Map • ANSI flowchart • Swim Lane • Assessing Solution Options • Scoring Matrix • Proof of Concept • Delivering Results • Test Scripts • Pilot planning • Advocacy for business stakeholders

14. Tools of the BA Trade Example: ANSI Diagram

15. Process Flow – GLA - 105 Monthly G / L Account Reconciliations · Different Accountants are responsible for specific accounts · Designated G / L accounts are reconciled monthly , quarterly , & annually t Investigate Non - n CMS Check Assigned Update G / L Review Excel a cleared Items t G / L Detail G / L Accounts in Entries Reconciliation Spreadsheet for n YES Verify Entries and contact u Report CMS & Request a OK ? Excel Old ( non - o Responsible Spreadsheet cleared ) items G / L Detail Report c Party c A L / NO G See GLA - 106 Investigate & Manual Journal Make Journal Entry Procedure Entry y t r a P e Take Closure l b Action on Non - i cleared Item ( s ) s n o p s e R END Tools of the BA Trade • Example: Swim Lane Process Map • Resource: Flowchart Shape Guide (http://www.rff.com/flowchart_shapes.htm)

16. Tools of the BA Trade • Scoring Matrix: Criteria Evaluation

17. Tools of the BA Trad • Scoring Matrix: Vendor Score Sheets

18. Tools of the BA Trade • Scoring Matrix: Comparison Worksheet

19. Path to Success as a BA • Variety of Backgrounds: • Training / User Support Manager • SQL Database Manager • Financial Analyst • “Traditional” Business Analyst

20. Path to Success as a BA Professional Business Analyst Certification: • Benefits to the firm: • Consistent analysis and clear project requirements • Understanding of and advocacy for the business/stakeholder in the project • Clear deliverables documenting the decision process • Benefits to the individual: • Formalizing certain skill sets (e.g., defining requirements) • Classes were a mix of people from various industries – exposure to processes outside the legal vertical • Professional development is a *good* thing • Certification Resources • International Institute of Business Analysis (www.theiiba.org) • B2T Training (www.b2ttraining.com)

21. Thank you. Kathrine Cainkecain@winston.com Sharon Masseysharonmassey@perkinscoie.com Honora Wadehwade@perkinscoie.com