I’ve been thinking about my last post on integrations, and thought it might be useful to delve a little further.  So:

Initiative # 6.5:  More Integrations!

I don’t think there’s any argument on the usefulness of thoughtful data ownership models, or of establishing enterprise systems of authority. But what kinds of integrations?  Following is my list of the Top 5 Data Integration Spec’s for IP Management systems:

(Please note, some items here are generalized; firm processes and system can vary greatly, and will affect the implementation methodology of the following integrations.)

1.       Client creation

a.       System of Authority: Accounting System

b.      Data Ownership:  All clients should be opened first in the accounting system.  Client numbers are assigned in the accounting system. Client billing contact and client address entered and maintained in the accounting system.

c.       Methodology:  When a new client is opened (on insert), copy client name, number and  contact information to IPM system’s Clients or Parties tables, with Party Type = Client (variations depending on system). In this manner, clients may only assigned to matters in the IPM if they are opened first in the Accounting System.

2.       Matter creation – for FIRST IP Matter in a Family

a.       System of Authority: Accounting System

b.      Data Ownership:  All matters should be opened first in the accounting system.  First matter number is assigned in the accounting system.

c.       Methodology:  When a new matter (the first in a matter family) is opened (on insert), copy matter name, number, filing type, country  and responsible attorney to IPM system’s Matter tables (variations depending on system). In this manner, matters may only be opened in the IPM if they are opened first in the Accounting System and ensures they have gone through the conflicts process.

3.       Matter creation – for subsequent IP Matters in a Family

a.       System of Authority: IP Management System

b.      Data Ownership:  All matters opened subsequent to the first matter in a family must be opened in the IPM system.  This is because the IPM system’s workflow is critical to the propagation of matter family, related matter and priority information. 

c.       Methodology:  When new matters are created by the IPM system (on insert), copy matter name, number, filing type, country and responsible attorney to Accounting System’s Matter tables (variations depending on system). Matter numbers must be synchronized with the Accounting system – either by the IPM owning the numbering or by polling the accounting system for the next available numbers (variations depending on matter numbering schema).

4.       Timekeepers/Attorneys

a.       System of Authority: Accounting System

b.      Data Ownership:  Timekeeper/attorney assignments are critical to the Time and Billing function and should be assigned and maintained in the Accounting system, . 

c.       Methodology:  Originating and Billing Attorneys are typically assigned for all new Clients; no need to propagate these to the IPM system.  Billing, Responsible and Working (Handling) Attorneys are typically assigned for all new Matters; these should be copied to the IPM system on the first Matter opened (see #2 above).  The Accounting System integration (which owns these data elements) should synchronize attorney assignments on all IPM matters on a regular basis (nightly).

5.       Matter Bibliographic Information

a.       System of Authority: IP Management System

b.      Data Ownership:  Matter bibliographic information is established and maintained in the IP Management System. It should be copied to the Accounting System for informational and billing purposes. Typical data elements include:  title, client ref no,  serial number, patent number, IP Status and Inventor.

c.       Methodology:  Daily synchronization. Each field, based on date modified = today, should be copied to the Accounting System’s matter information tables (typically UDF’s for IP-specific information) on a nightly basis.

Of course, variations abound in these integrations, depending on firm-specific processes, systems and configurations.  However, the above five integrations, in whatever form they are implemented, are critical components of responsible and efficient data management processes.