Creating Efficiencies

through Document
Management and
Workflow

Observations from DSPS IT

Wisconsin Digital Government

Summit - December 3-4, 2015

Presented by
Steve Borth

So why is this technology important?

Enhanced customer service

Effective use of staff resources

Direct state economic impact

The Business is the Driver!

The Vision Process Improvement

Process Improvement: The proactive task of identifying, analyzing and

improving upon existing business processes within an organization for
optimization and to meet new quotas or standards of quality.

Whats not working?

Envision the possibilities

Look for partnerships

Lean on the experts!

The Vision Electronic Documents

Document Management: The use of a computer system and software to store,

manage and track electronic documents and electronic images of paper based
information captured through the use of a document scanner.

Dont get caught up in the formality of document management

Start with the technology you have, and build up

Pick and choose what works for the business:

Collection

Storage

Retrieval

Search

Retention

The Vision Automated Workflow

Workflow: An orchestrated and repeatable pattern of business activity

enabled by the systematic organization of resources into processes that
transform materials, provide services, or process information (Wikipedia)

Enable your LEAN processes

Start small even one process is a success

Look for possibilities to:

Reduce errors

Keep tasks from falling through the cracks

Expected benefits:

Improved communications

Empowered employees

Getting Started with the Technology

Engage the customers

Ensure the business process has been leaned

Take stock of the technology available to you

Understand the strengths of your team

Engage the customers

Putting the principles into action - OLAS

OLAS for Nursing Basic Requirements

Three-way interaction needed better workflow and coordination

Secure access and authentication to protect personal information

Multiple applicant requirements, including document submittal

Managing multiple documents as a Case

without paper or manual handling

Integration with other DSPS internal processes

Our approach

On-line MS Dynamics CRM front-end

.net back-end and integration

Document storage options

LAN drive

SharePoint

OnBase (future)

Started slowly nursing profession only

Extendable Designed for additional professions

Learn the technology, enhance where applicable

Now supports dozens of professions, and expansion continues

Future Directions

Application Platform as a Service (aPaaS)

End-to-end doc management/workflow

DOA-DET use of OnBase

Enterprise Content Management Solution

Capture, Manage, Access, Integrate, Measure, Store

Being used for PeopleSoft/STAR

Will be available for agency use

Final Thoughts

Focus on the business need

Collaborate closely

Keep LEAN principles in mind

Establish partnerships

Use technology to enable the vision