Reference no: EM133547386

CASE SCENARIO: The centralized legal staff of an automotive manufacturer has determined that there is a need for an E-commerce initiative to handle the invoicing transactions received by the legal staff and the law firms providing legal services on a contractual basis. The previous software application used for legal invoicing was no longer supported and there was a requirement to eliminate the manual intensive paper processing of invoices. In 2006, the AIMS software product was selected for legal invoicing for all North America legal staff. The scope of the project is to implement a legal invoicing system that provides for electronic invoice delivery, management and workflow, allowing for online review, adjustment and approval of invoices and includes integration with the data management system for the legal case matter management. The current invoicing process is very manual and time consuming and the current invoicing process involves a high risk of human error (i.e., manual line item or other mathematical adjustments, manual changes to file format, etc). This project will employ the new electronic invoicing system to automatically load and audit all invoices and implement an easy, logical means for loading in paper invoice information. All paper invoices will be processed with the same transactions and processes of audit as electronic invoices. The vision and shared objectives for AIMS include: Implement a web-based invoicing system Integrate the invoicing system with the Case/Matter Management System Increase electronic invoice submission within the US (goal is 100% electronic submission) Allow Legal Finance (Fee Tracking Group) to maximize time on invoice analysis and reporting rather than invoice entry and routing Increase efficiency with automated workflow for attorneys Prepare for global usage of e-invoicing system Gain efficiency by providing one system for invoice delivery, management and approval. The AIMS system will provide productivity and efficiency improvement to the legal staff to automatically check, modify, route for approval and process all invoices. There will also be an automated workflow increasing approval efficiency and provide outside counsel and vendors a means to check the status of an invoice that has been submitted to Legal Staff. The AIMS architecture provides a secure network service between corporations and their contracted law firms to validate and deliver electronic business documents through the Internet using Object Management Architecture (OMA), which is built on the Microsoft .NET framework. This architecture can provide legal staff with a COTS solution that has a standard interface to other commercial legal applications and other corporate applications. The implementation of AIMS and integration with data management systems will provide legal staff with a totally COTS based solution for Electronic Data Interchange of Legal Invoicing Processing and a case matter management data base tracking, and reporting system. This architecture uses Microsoft Windows Server 2003 for the web based application interface to the user and a SQL 2000 Enterprise Edition Server for the database software. ITSU2006 Project Management Copyright © 2023 VIT, All Rights Reserved. 6 The law firms and vendors will publish the invoices to the software vendor's shared document repository, which will forward the specific legal invoices to the AIMS internal Server. Internal fee tracking users and legal staff will review, provide adjustments to invoices and approve invoices. The AIMS legal invoicing system will be a web-based COTS application. The system must provide a global solution for electronic approval, workflow and revision of legal invoices replacing all of the functionality within the existing legacy fee management system.

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