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The Mechanicsand Management of
HotDocs Projects
Capstone Practice SystemsAlan SoudakoffMarc Lauritsen
With help from Sheila Fisher & Kate Bladow
February 13, 2007
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.
Our agenda today1st half hour
Introduction – history, concepts
Example of how NPADO works
Show & tell – creating and testing a template that will run on NPADO
Mechanics of loading and linking
Our agenda todayNext 40 minutes
-- choosing documents to automate-- choosing between rtf and pdf formats-- understanding the target audience-- working with substantive experts-- marking up documents-- testing templates-- revising templates-- staffing and outsourcing
Our agenda todayLast 20 minutes
More suggestions and resources for effective template projects
Questions and comments
Introduction
Basic concepts
The national server
Applications (users/uses)
Example
Quick review: Document Assembly
Sometimes called ... “Document automation” “Computer-aided drafting”
Think TurboTax
Typically found in ... Word processing applications Case management systems Fillable forms
Basic Concepts
Templates – model documents Variables – what’s different?
Facts, choices Calculations - numbers, dates,
texts “Logic” – what goes where?
Conditional/optional pieces Repeated sections
Interface - questions and guidance
Template + Answers = Document
Important differences
Templates | Answers | Documents
Interview | Assembly
RTF templates | PDF templates
Desktop HotDocs | Online HotDocs
“National Public ADO”
(Automated Documents Online)
The national ADO service
Templateproviders
AdvisorygroupPro Bono Net
LSC Lexis
Self-helpusers
Advocateusers
Statewide websitesCourts
Clients
A2J
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
Users
Self-helpers (unrepresented) Clients (partially or fully
represented) Legal services staff advocates Hotline staff Volunteers, pro bono counsel Law school clinics Other nonprofits
How it works . . .
An example
Alternate front ends
Native HotDocs – “out of the box”
I-CAN!
A2J
Show & tell
Choosing documents to automate Where’s 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
Selection processes
Show & tell sessions
Small group brainstorming
Candidate project write-ups
Review and ranking
Continued …
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 can’t be contracted or expanded
Dealing with overflow
Extra expense of PDF Advantage
Performance issues on Server
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
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
Predictable variation (at some level)
Continued …
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 ‘What’s In It
For Me?’
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
Continued …
Variable List to Accompany Markup
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
Revising templates
Don’t try to do everything in Phase I
Encourage and respond to feedback
Track needed changes Update templates on NPADO
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)
Managing yourself Don’t put it off Start small Keep at it Schedule time to do this Arrange for quick feedback Ask for help
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) {alan|bart|marc}@capstonepractice.com For donated copy of HotDocs Pro (2 per state),
check with your statewide website committee (and if they don’t know, [email protected]) or download a free 30-day copy from http://www.hotdocs.com
Questions?