4-page Case Study
Posted: 4/21/2014
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Zhong Lun Law Firm Microsoft Services helps Zhong Lun Law Firm to establish stable and secure portal to drive and sustain rapid business growth

Customer Background

Zhong Lun Law Firm has an extensive customer base, including Fortune 500 large multinational companies and large state-owned enterprises and growth businesses with good track record. Their customers include local and foreign traditional manufacturing companies and service-oriented enterprises, such as well-known investment banks, insurance companies, private equity, real estate, communications, information technology and tourism enterprises. It also provides Chinese legal services to government agencies, international organizations, foreign embassies (consulates), and chambers of commerce.

Business Situation

With the constant improvement of the legal system and increasing publicity in promoting legal knowledge, not only do more and more people realize the important role of the law, but people's demand for legal services is also increasing. As a result, the business data that Zhong Lun Law Firm receives also increased. In particular, it highlighted several problems with its intranet portal system:

  • Decentralized management of system documents which lack integrity and security for effective knowledge management.

  • Defects in the existing business systems, making it difficult to deal with a large number of business needs and business changes.

  • Documents produced during a project could not be matched to the project and were unavailable for classified document management, and thus increased chances for making errors.

  • The lack of unified style, architecture planning and design in the intranet portal, made it difficult to align with the company's overall brand.

  • A lack of a personal online office platform meant that office staff had to rely on traditional ways of working, reducing efficiency.

  • Limited tools for assistance, feedback and assessment in enterprise business and administration process management as well as lack of regulation.

  • Incomplete data backup and disaster recovery mechanism, thus making them vulnerable to risk and loss of data in unexpected situations.

Customer Needs

By engaging Microsoft Services Premier Support, the enterprise sought to resolve the issues in their intranet portal system, increase the number of portal functions while enhancing overall performance so that users can work efficiently and have a great experience when using and browsing the portal:

Functional

  • Store all the documents in the document library server in a consistent manner to achieve effective knowledge management.

  • Ensure the security of all the documents in the system and enable efficient document search.

  • Build a unified intranet portal, including: intranet homepage, homepages of departments, notifications and announcements, newsletters/publications, case studies, assembly and retrieval of various standard memorandums, showcase of templates and standard documents. Ultimately, the customer wanted to align the layout style of the portal with the overall branding of the firm.

  • Achieve a robust business information management to significantly improve office efficiency while reducing business costs.

  • Build a personal online office platform to bring together all the functions required for work.

  • Achieve unified management of project processes and project documents.

  • Provide the possibility of exchanging data on different interfaces, and access to financial and access control systems, as well as other peripheral modules, especially the Unified Communications (UC) phone system.

Non-functional

  • Clear and simple interface that, is easy for users to use.

  • A system that supports multiple languages.

  • Managed employee access to core content.

  • Defined system core components that can be preserved while allowing for customization of users’ working interfaces.

  • Access to clear information that is easy to find, and a feedback mechanism for the enterprise to gain relevant information to improve the system.

  • Allow authorized employees to gain secure access to the portal from outside the office, via the Internet.

Solution

Microsoft Services helped Zhong Lun Law Firm to Build a New Intranet Portal System
As China's largest law firm, the operating condition of its intranet portal system directly affects its core competitiveness. Thus, Zhong Lun Law Firm wanted to change its fragmented and closed work environment, to truly enable centralized management of their documents, improve collaboration, and integrate business information systems based on this. With this in mind, Zhong Lun Law Firm engaged Microsoft Services, with proven expertise in providing a full range of IT solutions, which ultimately won the recognition of Zhong Lun Law Firm. The specific measures are as follows:

  • Establish strong business information management
    According to a significant amount of research and detailed data provided by Zhong Lun Law Firm, a success factor for promoting informatization management of the firm’s business systems is to improve the efficiency of its intranet business system. Measures, such as case management, log book, billing generation, personnel and attendance management, leave management, announcements and meeting room management, were taken to streamline the established policies and regulations of the firm.

  • Law case management
    Based on the needs of Zhong Lun Law Firm, Microsoft Services designed and built a system to enable global search and centralized management of documents, to ensure document security. It facilitates the retrieval of information on potential conflicts of interest when searching for cases. If there is no conflict of interest, or if the conflict of interest can be exempted, partners can register the case information (including basic customer information, basic case information) to obtain the customer number and case number.

  • Law case and customer management
    After the registration of new cases, information about the new cases can be displayed automatically on the working platform of all the partners in the department. The system will automatically alert the relevant personnel and provide related information. Staff can then go on to find a variety of information related to the customer and ensure that a partner can quickly get a detailed understanding of the case.

  • Closing reminder function
    Microsoft Services redesigned the case closing function, such that for cases with a log book that has not been updated for three consecutive months, the system will automatically remind the partners and the specialists responsible for managing department files and cases to go through closing procedures. In addition, there are detailed stipulations for the final report to avoid disputes arising from impacted mutual interests as a result of case closing, after a partner provides legal services, for maximum protection of the legitimate rights and interests of the enterprise.

  • Log management and review function
    In order to further standardize network information management and improve the efficiency of enterprise informatization, Microsoft Services added log management and review procedures for Zhong Lun Law Firm’s intranet portal system to achieve a paperless office, accelerate business operation and improve work traceability.
    The host partner of the project is responsible for the audit of the logbook. If the logbook audit is overdue for a week, the system automatically generates information which is sent to the department partner in charge and the person completing the log; it is then sent to all executive committee members two weeks later. Each case process will have a specially assigned person for full supervision.

Rebuild portal homepage
The website homepage is a symbol of corporate facade and image, and is used to guide Internet users to browse other web content. In line with the corporate culture that Zhong Lun Law Firm has always kept, Microsoft Services redesigned the website homepage and sites of its various departments to align with the overall branding of the firm while maintaining a consistent look and style.

Personal online office platform
Microsoft Services helped Zhong Lun Law Firm to build a personal online office platform, to represent the high quality and highly efficient information network established to provide services for leadership decision making and daily tasks, and enable a modernized office routine, effective use of information resources, networked transformation and scientific decision making.

Customer Benefits

With the help of Microsoft Services, Zhong Lun Law Firm now has a convenient, flexible intranet portal system that greatly optimizes work procedures, truly enables office automation and meets all business needs and goals of the firm. The specific benefits are as follows:

  • Stable and efficient business systems for accelerated operation
    According to Zhong Lun Law Firm’s needs, a more consistent deployment plan was developed, to simplify the steps required for users to use the system, so as to reduce misuse, solve internal problems, control contract risk and financial risk, enable timely addressing of receivables, and allow full and timely control of the latest risk trends in the enterprise, to ensure maximum corporate profits and customer resources.

  • A full-featured online office platform allowing employees to work anytime, anywhere
    Office automation makes use of advanced technologies and equipment to improve office efficiency and quality, improve working conditions, reduce labor intensity, realize scientific management and decision making, prevent or reduce human errors and mistakes. This makes it possible for efficient information processing, transport and utilization, and ultimately helps the firm to achieve a paperless office, thus greatly reducing difficulty in managing the enterprise as well as operation and maintenance costs.

  • Redesigned portal homepage provides efficient user experience and enhances company’s image
    The website homepage was meticulously designed to allow every user to have a professional impression and enable efficient use of the portal. The site displays related information to viewers, in alignment with Zhong Lun Law Firm’s branding, thereby significantly enhancing its corporate image on the Internet.

  • Project document management system allows project members to quickly view the latest information and resolve problems quickly
    Microsoft Services developed a project document management system based on Zhong Lun Law Firm’s required business type and scope. Project members can now easily share the latest and most important project documents and information, which can be seen immediately by all members of the project team. Project members can also improve project content at any time, without worrying about project team members being uninformed of the updates, as they can see the latest content. As a result, there is integrated dynamic management of the project.

For more information about Microsoft Services, visit https://www.microsoft.com/en-us/microsoftservices/default.aspx
To find out more about Premier Support for Partners, visit https://www.microsoft.com/en-us/microsoftservices/premier_support_partners.aspx

Solution Overview



Organization Size: 700 employees

Organization Profile
Founded in 1993, Zhong Lun Law Firm is now one of the largest integrated law firms in China, with nearly 180 partners respectively specializing in specific areas and nearly 700 professionals. Zhong Lun Law Firm has been providing high quality Chinese legal services to a large number of customers in various areas, and has established good partnerships with many well-known foreign law firms, providing strong legal support for customers’ overseas investments and business activities.

Solution
Microsoft Services met all of Zhong Lun Law Firm’s requirements for their content portal system. Business systems were redefined in order to provide more timely response to changing business needs. In addition, the company's web portal was designed in a unified manner so that the overall style of the site is consistent with the company’s branding, which greatly improved the core competence of Zhong Lun Law Firm in the industry and enabled centralized management and collaboration.

Benefits
• Stable and efficient business systems for accelerated operation.
• A full-featured online office platform allowing employees to work anytime, anywhere.
• Redesigned portal homepage provides efficient user experience and enhances company’s image.
• Project document management system allows project members to quickly view the latest information and resolve problems quickly.

Software and Services
  • Microsoft Services Premier Support
  • Microsoft Lync Server 2010
  • Microsoft SharePoint Server 2010
  • Microsoft SQL Server 2008 R2
  • Windows Server 2008 R2
  • Microsoft Exchange Server 2010
  • Microsoft Forefront Identity Manager 2010
  • Microsoft Forefront Threat Management Gateway 2010
  • Microsoft System Center

Vertical Industries
Legal

Country/Region
China

Business Need
  • Business Productivity
  • Data Protection and Recovery
  • Unified Communications
  • Social Intranet
  • Team Collaboration

IT Issue
Document and Records Management

Languages
English

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