Pro Bono Net & NTAP PresentPro Bono Net & NTAP Present The Power of XML for Poverty LawThe Power of XML for Poverty Law

September 28, 2007September 28, 2007www.lsntap.orgwww.lsntap.org

PresentersPresenters

Gabrielle HammondGabrielle Hammond, NTAP, NTAP Matthew BurnettMatthew Burnett, Pro Bono Net, Pro Bono Net Gwen DanielsGwen Daniels, Illinois Legal Aid Online, Illinois Legal Aid Online Kelly ShuptrineKelly Shuptrine, Virginia Legal Aid Society, Virginia Legal Aid Society

With thanks toWith thanks to:: Rona Roberts & Brenda CombsRona Roberts & Brenda Combs, Legal Aid Network of , Legal Aid Network of

KentuckyKentucky Mike MonahanMike Monahan, Georgia Legal Services, Georgia Legal Services Hugh CalkinsHugh Calkins, Pine Tree Legal Assistance, Pine Tree Legal Assistance

Overview of Session - 1Overview of Session - 1

The Power of XML in Poverty Law?The Power of XML in Poverty Law? What is It and Why do We Care?What is It and Why do We Care?

XML in ActionXML in Action Statewide Website & Case Management System Statewide Website & Case Management System

(Kentucky & Georgia)(Kentucky & Georgia) Case Management Systems with Another (Michigan)Case Management Systems with Another (Michigan) Statewide Website and Hotline / Intake (Maine & Statewide Website and Hotline / Intake (Maine &

Virginia) Virginia) Statewide Website Document Sharing with AnotherStatewide Website Document Sharing with Another

Overview of Session - 2Overview of Session - 2

The National Subject Matter IndexThe National Subject Matter Index (What (What it is and Why it is Important)it is and Why it is Important)

National Subject Matter Index National Subject Matter Index UPDATER TOOLUPDATER TOOL

Power of XMLPower of XML

Gabrielle Hammond, NTAPGabrielle Hammond, NTAP

Do You Know How Do You Know How Electricity Works?Electricity Works?

(You don’t need to understand electricity to use it. XML is similar.)

Power of XML? XML is a cross-platform, software

and hardware independent tool for transmitting information.

Why XML for Poverty Law?Why XML for Poverty Law?

Legal aid programs have Legal aid programs have many systemsmany systems to to capture datacapture data -- intake systems, case -- intake systems, case management systems, document libraries on management systems, document libraries on websites, GIS mapping data, and other websites, GIS mapping data, and other components of statewide websites.components of statewide websites.

XML is the XML is the unifying languageunifying language that allows that allows these these multiple systems to integratemultiple systems to integrate and and communicate.communicate.

Now, what is XML?Now, what is XML?

Extensible Markup LanguageExtensible Markup Language (XML) is a (XML) is a tool that tool that describes datadescribes data in a document. Example: a page in a document. Example: a page of addresses on a website that used XML might of addresses on a website that used XML might have tags that identify each piece of an address:have tags that identify each piece of an address:

<resident>John Smith</resident><streetnumber>555</streetnumber><street>Appian

Way</street><aptnumber>Apt 1</aptnumber><city>Centreville</city><state>VA</state><zip>20120</zip>

XML documents XML documents can be read by manycan be read by many types of types of applications, including web sites and databases. applications, including web sites and databases. Another application will know that streetnumber Another application will know that streetnumber means streetnumber not just a piece of text.means streetnumber not just a piece of text.

XML in ActionXML in Action

Examples in Poverty LawExamples in Poverty Law

Kentucky & GeorgiaKentucky & Georgia

Statewide Website + Case Management SystemsStatewide Website + Case Management Systems

Kentucky -- ThenKentucky -- Then

Statewide Website + Case Management System Statewide Website + Case Management System

Open Source Advocate Website has a document Open Source Advocate Website has a document library by legal type library by legal type

Kemps Case Management System has all the Kemps Case Management System has all the information about a client in one systeminformation about a client in one system

Advocate working on housing client case creates Advocate working on housing client case creates counterclaim that belongs in the website library. counterclaim that belongs in the website library. She has to manually exit the Kemps system, She has to manually exit the Kemps system, open the website, log in, and upload the file in open the website, log in, and upload the file in the appropriate housing section.the appropriate housing section.

The Kentucky ProblemThe Kentucky Problem

Over-worked advocates report they do not use Over-worked advocates report they do not use the state’s online document libraries.the state’s online document libraries.

Vicious cycle: Infrequent use means it’s hard to remember Vicious cycle: Infrequent use means it’s hard to remember the process/user name/password -- which then leads to the process/user name/password -- which then leads to infrequent use.infrequent use.

Result of not searching: Advocates practice without the Result of not searching: Advocates practice without the benefit of peers’ on-point experience.benefit of peers’ on-point experience.

Result of not adding docs: Advocates miss out on the Result of not adding docs: Advocates miss out on the opportunity to advance other’s work and leave a legacy of opportunity to advance other’s work and leave a legacy of practice improvement.practice improvement.

The Kentucky SolutionThe Kentucky Solution

Make it both easy and worthwhile to use the Make it both easy and worthwhile to use the online advocate libraryonline advocate library

““Bridge” directly from Kemps Prime CMS into the Bridge” directly from Kemps Prime CMS into the advocate library -- no need to open a browser or advocate library -- no need to open a browser or remember a password. This required modifications to remember a password. This required modifications to both Kemps Prime and the OST template - but not big both Kemps Prime and the OST template - but not big changes. (We built on others’ work, particularly Illinois.)changes. (We built on others’ work, particularly Illinois.)

Streamline both search and submit functions,Streamline both search and submit functions, As an adjunct, add substantially to the library so As an adjunct, add substantially to the library so

advocates find useful info when they search.advocates find useful info when they search.

Kentucky -- NowKentucky -- Now

Statewide Website + Case Management System Statewide Website + Case Management System

Advocate working on housing client creates a housing Advocate working on housing client creates a housing counterclaim that belongs in the document library. From counterclaim that belongs in the document library. From Kemps, she clicks a button to load that document in the Kemps, she clicks a button to load that document in the appropriate section of the website library.appropriate section of the website library.

Advocate working on a housing client needs to review Advocate working on a housing client needs to review documents created in the website library. From Kemps, documents created in the website library. From Kemps, she clicks a button to view the housing section of the she clicks a button to view the housing section of the document library.document library.

Kentucky’s CMS ScreenshotKentucky’s CMS Screenshot

Add a document via Document Tracking.

View the library via KY Website Docs.

Kentucky’s CMS ScreenshotKentucky’s CMS Screenshot

Add Document to the Statewide Website Through Doc Tracking

Georgia Legal Services Georgia Legal Services

Pro Bono Net Statewide WebsitePro Bono Net Statewide Website Legal Server is their Case Management Legal Server is their Case Management

SystemSystem NeedNeed: Integrate the documents between : Integrate the documents between

both for advocates -- both for advocates -- and do it and do it automaticallyautomatically

Pro Bono Net/Legal Server Pro Bono Net/Legal Server Integration GeorgiaIntegration Georgia

Advocate posts housing document to Advocate posts housing document to Advocate Library.Advocate Library.

The next day, another advocate searches The next day, another advocate searches the Legal Server Case Management the Legal Server Case Management System and finds that document. System and finds that document.

How?How?

Automatic Scripts in GeorgiaAutomatic Scripts in Georgia

A script runs nightly that A script runs nightly that fetches fetches GeorgiaAdvocates.org’s GeorgiaAdvocates.org’s library resources using library resources using Pro Bono Net’s API.Pro Bono Net’s API.

As the script runs, the As the script runs, the problem codes that are problem codes that are associated with associated with resources are displayed resources are displayed within an administration within an administration tool in Legal Server.tool in Legal Server.

Pro Bono Net/Legal Server Case Pro Bono Net/Legal Server Case Management Integration Project (GA)Management Integration Project (GA)

Admins can then map Admins can then map the resource problem the resource problem code to the Legal Server code to the Legal Server problem codes (LSC problem codes (LSC code).code).

Once the associations Once the associations are made, resources will are made, resources will show up in a case's show up in a case's Document section Document section based on the case’s based on the case’s problem code problem code association.association.

Clicking on the Clicking on the "Documents" link for a "Documents" link for a case in Legal Server will case in Legal Server will take the user to a list of take the user to a list of GeorgiaAdvocates.org’s GeorgiaAdvocates.org’s library resources for that library resources for that topic.topic.

Legal Server Shows the Documents from the Website

XML Helps GeorgiaXML Helps Georgia

Increase exposure and access to Increase exposure and access to quality legal quality legal information information

Improve Improve information sharinginformation sharing between programs between programs and among advocatesand among advocates

Immediate substantive supportImmediate substantive support for pro bono for pro bono attorneysattorneys

Resources can be Resources can be posted and updated in one posted and updated in one placeplace, but distributed and kept up-to-date in , but distributed and kept up-to-date in multiple locationsmultiple locations

MichiganMichigan

Case Management + Case ManagementCase Management + Case Management

Michigan: Case ManagementMichigan: Case Management

The problemThe problem: One legal aid organization refers to : One legal aid organization refers to another partner organization. another partner organization. Both use PikaBoth use Pika Case Case Management System, Management System, but the data needs to still be re-but the data needs to still be re-entered manually.entered manually.

The solutionThe solution: Allows different Pika CMS's in the state : Allows different Pika CMS's in the state to transfer cases electronically between themselves. to transfer cases electronically between themselves.

The technical howThe technical how: Use the Legal Services XML Case : Use the Legal Services XML Case Management Schema and standard Web services so Management Schema and standard Web services so that it will be able to communicate with other case that it will be able to communicate with other case management systems that also use the schema.management systems that also use the schema.

Michigan Case TransferMichigan Case Transfer

Michigan's CaseQMichigan's CaseQ

Michigan CaseQMichigan CaseQ

MaineMaine

Online Intake + Case ManagementOnline Intake + Case Management

Pine Tree:Pine Tree:Online Intake to CMSOnline Intake to CMS

ProblemProblem: Volunteers at the Maine Volunteer : Volunteers at the Maine Volunteer Lawyers Project do telephone intake using paper Lawyers Project do telephone intake using paper forms because the forms because the CMS is too complex for them CMS is too complex for them to useto use. Staff attorneys re-type data from the . Staff attorneys re-type data from the paper forms into the CMSpaper forms into the CMS

SolutionSolution: A web-based intake form that is : A web-based intake form that is simpler to use. When the form is submitted, it simpler to use. When the form is submitted, it creates a file that can be imported into the CMS creates a file that can be imported into the CMS with with no retypingno retyping, freeing up staff attorneys’ time. , freeing up staff attorneys’ time.

The Intake Form Seen By Volunteer Lawyers

Document SharingDocument SharingBetween Websites Between Websites

Coming Soon…Coming Soon…

Statewide Website + Statewide Website + Statewide Website Statewide Website

ProblemProblem: Advocates have briefs or documents : Advocates have briefs or documents that may be useful to others across the country that may be useful to others across the country -- beyond their state.-- beyond their state.

SolutionSolution: Pro Bono Net, NTAP, ILAO, and : Pro Bono Net, NTAP, ILAO, and Kaivo are developing solutions that will enable Kaivo are developing solutions that will enable Pro Bono Net websites to easily exchange Pro Bono Net websites to easily exchange documents with Kaivo’s Open Source Zope documents with Kaivo’s Open Source Zope Websites. And, Kaivo is building functionality to Websites. And, Kaivo is building functionality to allow all OST Sites to share docs with each allow all OST Sites to share docs with each other. other. In Development…Coming SoonIn Development…Coming Soon

OST Advocate Site:OST Advocate Site:Add to National LibraryAdd to National Library

Advocate Site:Advocate Site:Search National LibrarySearch National Library

National Subject National Subject Matter Index ToolMatter Index Tool

Gwen Daniels, ILAOGwen Daniels, ILAO

National Subject Matter IndexNational Subject Matter Index

A taxonomy of legal aid substantive topics, A taxonomy of legal aid substantive topics, based in part on LSC’s problem codesbased in part on LSC’s problem codes

Widely used on statewide websites to Widely used on statewide websites to categorize legal content categorize legal content

Why Use the NSMI?Why Use the NSMI?

Makes it possible to share documents Makes it possible to share documents across web sites because each site uses across web sites because each site uses the same vocabularythe same vocabulary

Makes it possible to link between case Makes it possible to link between case management systems and statewide web management systems and statewide web sites based on a topicsites based on a topic

NSMI Index ToolNSMI Index Tool

The ProblemThe Problem: Each content coordinator may : Each content coordinator may add codes for their content areas -- beyond the add codes for their content areas -- beyond the National Subject Matter Index. When this National Subject Matter Index. When this happens, the Index no longer has the same happens, the Index no longer has the same fields, from which to share content with other fields, from which to share content with other websites. websites.

Content coordinators couldn’t get new codes Content coordinators couldn’t get new codes when they needed them and often their changes when they needed them and often their changes weren’t included in scheduled updates to the weren’t included in scheduled updates to the indexindex

NSMI Index ToolNSMI Index Tool

The SolutionThe Solution: A web application that : A web application that allows content coordinators to request a allows content coordinators to request a code and have a new code assigned within code and have a new code assigned within a week.a week.

http://www.lsntap.org/index_updater_tool

Virginia Legal Aid SocietyVirginia Legal Aid Society

Kelly Shuptrine, VLASHotline + Case Management

Using the NSMI

Virginia: Kemps IntegrationVirginia: Kemps Integration Goal: incorporate intake questions and FAQ’s into

the Kemps Prime case management system.

800 Intake Questions in over 67 areas Of the 67 legal areas, 42 are assigned to National

Index Codes and 25 to LSC Problem Codes Over 800 FAQ’s with answers also assigned to these

codes Easy for programs to edit for their own state’s laws Available to all programs in the country using Kemps

Prime version C and higher

Choose the Problem Type. A list of Questions appear to answer for intake.

Advice prompts are offered as a part of the problem code and selected FAQ. These scripts can be added to the CMS with a click.

Additional ResourcesAdditional Resources

www.lsntap.org/techlibrarywww.lsntap.org/techlibrary | click XML | click XML