This is going to be a 3 part video blog that discusses the role a detailed communications dashboard can have on eDiscovery project management. Given the complexity of eDiscovery projects, maintaining project control with a central Dashboard communication system is an important way to more easily control all aspects of a project. And when the dashboard is built into the review platform, all information regarding a project, including multiple communication methods between team members and easy to use resource tracking methods provide the project leader with a one stop project management system.
Cavo eD’s project management system contains 13 inter-related tools to facilitate this process. The image below shows that the Dashboard default view is to the Calendar Function open with access to the following features: Case Summary, Tasks, To Do, Files, Sticky Notes, Comments, Forum, Messages, Checklist, Gantt Chart, Resource Load and My Folders. In part 1 of this video blog, I am going to cover the Calendar and Check List functionality, the core of the system.
Each function will be highlighted showing the intended use, easy functionality and the deployment implementation options. During this demonstration, we are examining each of these features from the perspective of the Project Manager. (For instance the calendar shows all the To Do’s and Tasks for multiple team members. Individuals would only see items on the calendar that applied to them).
Although the system defaults to the Calendar View, I am going to start the demonstration with the Checklist Tab, since that is where most of the information on the Calendar originates.
The Checklist Tab brings you to the Process Checklist functionality which is a unique administrative innovation of Cavo eD and a major part of the communication system. Today I will provide a quick overview of its purpose and will cover the full details on how to use it in another video blog. The purpose of the Process Checklist is to create a hierarchical roadmap of all the major tasks involved in a litigation, assign dates and people to complete them so that nothing is forgotten or omitted. The Checklist is completely customizable by clients to match their internal workflows and to assure that Best Practices are being followed. The entire checklist can be exported and provided to the opposition or judge as proof of procedures.
The Markers that appear on the checklist include: Milestones, Phases, Tasks (with Sub Tasks) and To Do items that were created so that the details can be reviewed and edited. Each category is color coded to easily identify the nature of the item listed. The administrator and lead counsel create the Checklist to match the expected workflow and assign Tasks to individuals for completion and include information such as the expected length of time it should take to complete the task. This is the material that appears on the calendar and can be updated and edited there by the administrator in the Tasks Tab or the Calendar Tab.
Now back to the default view….
The purpose of the Calendar is to provide an overall view or snapshot of the ongoing and upcoming action items in a case. It defaults to a Month view but can easily be adjusted by selecting Weekly or Daily displays in the upper right corner.
The calendar displays the markers or Checklist options that are used by the project administrator to assign project tasks that need to be completed. (The hierarchy of Project checklists will be discussed during the presentation of that tab). Each item that appears on the calendar is an event that is assigned by the Administrator to individual team members with the due date. Clicking on any task activity (gray headers) will open up a details box to provide a description of the task and the person assigned the activity.
Things that are assigned from the To Do feature will appear on the Dashboard of the individual team member on the calendar in an obvious red bubble.
Furthermore, the calendar can be filtered by the Markers chosen for viewing and the Users selected for display providing the administrator with an easily adjustable summary tool. Displaying this information in a calendar format makes it very easy for the administrator to make sure that the project remains on schedule.