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The eDiscovery Beast: How to use Project Management Methodology to Help Gain
Control
By Chontté R. Johnson, PMP
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The Definition of a Project
A temporary endeavor undertaken to create a unique product, service or result.
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Why Project Management in
eDiscovery
A project manager or using the project management methodology brings guidance and best practices from prior projects to opine on the issues a client is facing in a project, helping avoid pitfalls and structure defensible solutions. Project management gives clients a repeatable and reliable process. It also allows clients to gather data and develop best practices for future matters. This presentation will help you understand how to bring the project management methodology into your eDiscovery projects.
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People, it’s a two year project! That means we have 23 months to
goof-off until we put something together.
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The Phases of Project Management &
eDiscovery
Project Management*
• Initiation
• Planning
• Execution
• Monitor Control
• Closing
eDiscovery (EDRM)
• Information Management
• Identification
• Preservation
• Collection
• Processing
• Analysis
• Review
• Production
• Presentation
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Project Management & EDRM Workflow
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Initiating Phase
Project Management
• Define the new project
• Identify stakeholders
• High level budget
• High level risks
eDiscovery
• Information Management
• Identification
• Preservation
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Initiating • Identify Stakeholders- Define
the roles.
• Who are the stakeholders • In-house our outside counsel
• Client
• Opposing counsel
• Custodians
• eDiscovery service provider
• Any other individual, group or organization who may be affect
• This will change throughout the project
• Who will be the “Project Manager” for the case.
• Attorney
• Paralegal
• IT Resource
The primary goal of this phase is to ensure everyone is on the same page.
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I think we need a good Project Manager to
coordinate our efforts.
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Planning Phase
• Total scope of the
effort
• Define & Refine
the objectives
• Develop the course
of action required
to attain those
objectives
• Communication
• Who, When, Why &
What
• Process workflow
• Document workflow
• Quality control
• Schedule and
production plans
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Time Management/Schedule
Keeping the project on schedule is
one of the hardest things to do.
• Managing the review teams
• Production schedule
• Define the activities
• Sequence Activities
• Estimate Resources
• Estimate Activity Durations
• Develop schedule
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Cost Management
• Estimate costs
• Contract Reviewers
• Service provider
You may not be responsible for
managing the costs but it’s a good
idea to keep your eye on costs.
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Risk Management
• Identify Risks
• Issues with collecting data
• Litigation holds executed
• Communication gap between
legal team, HR and IT
• Not including correct
stakeholders in planning
• Contract reviewers not
reviewing fast enough
• Categories Risk
• High impact
• Low Probability
• Plan on how to deal with the
risks
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Quality
Quality Management works to
ensure that the project
requirements are met and
validated.
• Plan Quality- The process of
identifying quality requirements.
• Perform Quality Assurance –
The process of auditing the
quality requirements.
• Control Quality – The process of
monitoring and recording
results.
• Review Quality
• Production Quality
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Execution Phase This is where most of the time & money is spent
Project Management
• Perform to complete the
work defined in the
initiating and planning
stage
• Keep stakeholders
updated
eDiscovery
• Collection • New stakeholders identified
• Processing • Document workflow
• Analysis
• Review • A new set of stakeholders
• Additional reviewers
• Production
• Presentation
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Monitor & Control
This process is done throughout the
lifecycle of the project
• Controlling changes and
Recommend corrective or
preventative action
• Monitoring the ongoing project
activates against the original
plan
• Stats on the review team
• Where are you in the
collection of data
• What has been processed
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Closing All project must come to an end, it may take years, but they must come to an end.
• Document lesson learned
• Good or bad
• Record if you tailored something specific for this project.
• Work flow
• Update any organization processes
• Closing documentation
• Archive all project work
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Thank you!
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Citing Sources:
• A Guide to the Project Management Body of Knowledge (PMBOK® Guide) Fifth Edition
• Achieve PMP Exam Success -Diane Altwies, PMP; Janice Preston, PMP
• Metropolitan Corporate Counsel – How Project Management adds Value to E-Discovery, Kelli Clark
• E.D.R.M Project Management Guide
• Cartoons and pictures from Google Images