The Mechanics and Management of HotDocs Projects

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The Mechanicsand Management ofHotDocs Projects

• Capstone Practice Systems
• Alan Soudakoff
• Marc Lauritsen
• With help from Sheila Fisher Kate Bladow
• February 13, 2007

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The session

• An introduction to HotDocs projects
• involving online templates
• for use by self-helpers, clients, volunteers, or
  staff.
• Our emphasis will be on the management issues in
  such projects.

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Our agenda today
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Our agenda today
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Our agenda today
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Introduction

• Basic concepts
• The national server
• Applications (users/uses)
• Example

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Quick review Document Assembly

• Sometimes called ...
• Document automation
• Computer-aided drafting
• Think TurboTax
• Typically found in ...
• Word processing applications
• Case management systems
• Fillable forms

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Basic Concepts

• Templates model documents
• Variables whats different?
• Facts, choices
• Calculations - numbers, dates, texts
• Logic what goes where?
• Conditional/optional pieces
• Repeated sections
• Interface - questions and guidance

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Template Answers Document
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Important differences

• Templates Answers Documents
• Interview Assembly
• RTF templates PDF templates
• Desktop HotDocs Online HotDocs

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National Public ADO(Automated Documents Online)
LSC
Lexis
A2J
Templateproviders
Advisory group
Pro Bono Net
The national ADO service
Courts
Statewide websites
Self-help users
Advocate users
Clients
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Uses

• Document focus
• Word processable documents
• Graphical forms, PDFs
• Personalized instructions
• Interview focus
• Dynamic questionnaires
• Intelligent checklists
• Analytical advisors
• Eligibility assessment
• Hotline scripts for call center staff

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Users

• Self-helpers (unrepresented)
• Clients (partially or fully represented)
• Legal services staff advocates
• Hotline staff
• Volunteers, pro bono counsel
• Law school clinics
• Other nonprofits

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How it works . . .An example
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Alternate front ends

• Native HotDocs out of the box
• I-CAN!
• A2J

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Show tell
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Choosing documents to automate

• Wheres the need/opportunity?
• How much will the template help how many people
  how often?
• Advocate or pro se?
• One document or document set?
• Team characteristics experience, skills,
  enthusiasm
• Best to start small
• Degree of existing systemization (models,
  checklists) or automation
• Depth of needed programming

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Selection processes

• Show tell sessions
• Small group brainstorming
• Candidate project write-ups
• Review and ranking

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Continued
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Choosing between rtf and pdf formats

• RTF pros
• Easier to author
• Editable results
• Shorter results
• RTF cons
• Editable results
• Harder to handle graphical elements
• Harder to maintain fidelity to court forms
• User may lack Microsoft Word

• PDF pros
• Fixed format
• Appearance fidelity
• PDF cons
• Authoring can be more complex
• Result cant be contracted or expanded
• Dealing with overflow
• Extra expense of PDF Advantage
• Performance issues on Server

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Understanding your audience

• Possible audiences
• Client or self-helper
• Staff advocate
• Volunteer advocate
• Literacy and language issues
• Computing skills
• Access
• Addressing two audiences in one template

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Action plans

• Discuss and document key issues before starting,
  e.g.
• Purposes
• Scope Features
• Document to prevent scope creep
• Save some features/docs for Phase II
• People and roles
• Schedule

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Predictable variation (at some level)
Continued
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Working with substantive experts

• Involve them early
• Expect delays
• Expert tasks
• mark-up docs
• clarify logic
• draft prompts
• test, test, test
• create guidance
• Clarify expectations and deadlines
• Help them understand Whats In It For Me?

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Marking up documents

• A tool for clarifying and communicating
  requirements
• Remember, markup is a means to an end, not an end
  in itself
• Best practices
• Educate those doing the markup on how it will be
  used
• Set simple, clear standards
• Provide example markup
• Expect imperfect compliance
• Accept legacy markup
• Redline samples to surface variations
• Use spreadsheet for variables
• Iterate with prototypes

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Continued
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Variable List to Accompany Markup
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Testing templates

• Testing components as you go
• Testing parts of a template
• Testing a whole template
• Testing in online emulation
• Testing on NPADO
• Create different answer files for all key
  permutations of answers
• Involve other people as beta testers!
• Ask beta testers to save and share answer files
  with you
• Ask beta testers to be as specific as possible in
  describing problems

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Revising templates

• Dont try to do everything in Phase I
• Encourage and respond to feedback
• Track needed changes
• Update templates on NPADO

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Staffing and outsourcing

• In house approaches
• Need for dedicated time
• Choosing the right people
• Contractors
• Using HotDocs certified consultants
• Consider using for ad hoc issues
• Need for project manager
• Students
• Private bar resources (technical and substantive)

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Managing yourself

• Dont put it off
• Start small
• Keep at it
• Schedule time to do this
• Arrange for quick feedback
• Ask for help

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Links contact info

• http//npado.org/faq
• http//www.lsntap.org/techlibrary (then click on
  document assembly)
• http//www.hotdocs.com (excellent tutorials and
  knowledgebase)
• alanbartmarc_at_capstonepractice.com
• For donated copy of HotDocs Pro (2 per state),
  check with your statewide website committee (and
  if they dont know, rstaudt_at_kentlaw.edu) or
  download a free 30-day copy from
  http//www.hotdocs.com

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Questions?