Experian QAS Webinar - Digitizing Data - Government's Growing IT Management Challenge
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Experian QAS Webinar - Digitizing Data - Government's Growing IT Management Challenge

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Tod Newcombe and Steve Towns from GOVERNING, and Michelle Leach from California Department of Insurance are invited to talk about their IT management challenge they met in their work.

Tod Newcombe and Steve Towns from GOVERNING, and Michelle Leach from California Department of Insurance are invited to talk about their IT management challenge they met in their work.

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Experian QAS Webinar - Digitizing Data - Government's Growing IT Management Challenge Experian QAS Webinar - Digitizing Data - Government's Growing IT Management Challenge Presentation Transcript

  • March 25, 2010 Digitizing Data Government’s Growing IT Management Challenge SPONSORED BY
  • Opening Remarks Tod Newcombe Editor GOVERNING
  • Today’s Agenda Opening Remarks Moderator, Tod Newcombe, Moderator, GOVERNING Sponsor Remarks – Shail Trivedi, Senior Government and Utilities Business Consultant, Experian QAS Panel – Tod Newcombe, Editor, GOVERNING – Steve Towns, Executive Editor, GOVERNING – Michelle Leach, Project Manager, Paperless Workflow Project, California Department of Insurance Q&A Closing Remarks Moderator, Tod Newcombe, Executive Editor, GOVERNING
  • Sponsor Remarks Shail Trivedi Senior Government and Utilities Business Consultant Experian QAS
  • Experian QAS • Address data quality software and services provider • Capture, validate, cleanse and standardize customer contact information at point of capture • Deliver a real-time customer data verification solution (business or consumer) in order to: Cut costs Improve data quality Improve customer •Billing/Mailing •Standardization service •Call Center •Eliminate typos •Reduce call volume •Rework •Eliminate guesswork •Reduce talk times •Eliminate incomplete •Training •Increase 1st contact information resolution •Increase accuracy • Over 11,000 customers globally – Working with both State and Local Government Agencies
  • GOVERNING Tod Newcombe Editor GOVERNING
  • Digitizing Data Trends in Government •Capturing data from paper still predominates •Paperwork continues to grow •Managing information on paper is costly •What drives the use of paper in government •The goal: enterprise content management •The barriers to digitizing data
  • GOVERNING Steve Towns Executive Editor GOVERNING
  • Digitizing Citizen Service Question View & Submit Transact Download Online* Online** (Print & Fill) Building Permits 46% 20% 28% (county) Building Permits 60% 22% 22% (city) Tax filing and 32% 31% 62% payment (county) Tax Filing and 17% 11% 42% Payment (city) Parking tickets or 16% 12% 35% traffic citations (county) Parking Tickets or 21% 19% 67% Traffic Citations (city)
  • Sharing, Storage and Management Sharing Digital Information •About 50 percent of city and county governments have adopted information and data standards that promote data sharing. •About 20 percent said they currently are working on this. Storage and Management •About 50 percent of respondents have developed city- or county-wide approaches for knowledge resource management. •Roughly 20 percent are working this.
  • California Department of Insurance Michelle Leach Project Manager, Paperless Workflow Project California Department of Insurance
  • Paperless Workflow Initiative When the California Insurance Commissioner Steve Poizner took office in January 2007, one of his top priority initiatives was to make the department as Paperless as possible. The Project Vision is: Improve services and reduce waste of State resources by eliminating the large volume of paper-based transactions and recordkeeping that exists throughout the department. Install an Electronic Document Management System (EDMS) and transform to using electronic-based transactions and recordkeeping
  • Paperless Workflow Feasibility Study In December 2008, the CDI completed a Feasibility Study to determine a solution for the Commissioner’s Initiative. In summary, the business case for approval of the project is based on the following benefits to the State: • Reduces staff time for maintenance of paper files. • Saves office storage space. • Eliminates staff time to manually process paper forms. • Reduces staff time to locate, retrieve, version, and archive documents. • Increases staff time for handling their regulatory workload. • Provides quality on-line services to consumers and industry. • Aligns with efforts to operate using “green” methods to support a cleaner environment.
  • Paperless Workflow Project Funding By May 2009, the CDI got approval from the State Department of Finance to procure an Enterprise-wide Electronic Document Management System (EDMS). • The total budget for the fully implemented system is $10M. • The budget would be divided over three fiscal years. • The California Legislature approved the project and funding, with conditions that the CDI submit a request for budget approval each fiscal year, and provide an annual report on the progress of the project.
  • Paperless Workflow Procurement In September 2009, the CDI awarded a contract to a solution vendor. • There were some delays during procurement, resulting in 11 months to complete the process. • The CDI released a Request for Offer and Statement of Work defining the requirements for a solution and asked vendors to submit a proposal. • The CDI received and evaluated five proposals based on criteria for technical requirements, vendor experience, and cost.
  • Project Phasing The project is divided into three fiscal year phases: Phase One: All hardware and software will be purchased and installed during this phase in support of the full three year project implementation. This phase will provide a limited release production deployment of seven key processes and validate technology, security and system integration within the CDI infrastructure. Phase Two: Deployment of the full enterprise document repository and implementation of the solution for selected high-value processes (beyond the seven key processes deployed in Phase One) which will be determined by conducting a business process analysis. Phase Three: Deployment of scanning capabilities to capture incoming documents into the repository and route to the appropriate users/processes. Replacement of CDI’s existing document management systems will also be accomplished. The phase will include further implementation of remaining high-value business processes. And, public access to CDI documents stored in the repository will be provided.
  • Paperless Workflow Project Team The Project Team is organized into sub-teams, and consists of the following vendor and CDI staff resources*: – Project Office • (1) Vendor Staff; (1) PM Consultant; (1) CDI Project Manager – Technical Team • (3) Vendor Staff; (4) CDI IT Staff – Functional Team • (1) Vendor Staff; (5) CDI IT Staff – Training Team • (1) Vendor Staff, (2) CDI Program Staff. (1) CDI IT Staff – Testing Team • (2) Vendor Staff, (2) CDI IT Staff – Communications and Organizational Change Team • (1) PM Consultant, (1) Vendor Staff, (3) CDI Program Staff – Records Management/Taxonomy Team • (8) CDI Program Staff – Legal Support Team • (2) CDI Program Staff *resources are not based on full time
  • Paperless Workflow Project Timeline The Project milestones are scheduled as follows: • Phase One • Project Kick-off November 16, 2010 • Planning/Analysis/Requirements February 05, 2010 • Design April 30, 2010 • Development June 14, 2010 • Testing July 05, 2010 • Training July 19, 2010 • Production July 26, 2010 • Phase Two • Production June 17, 2011 • Phase Three • Production June 17, 2012
  • California Department of Insurance Thank you Michelle Leach Department of Insurance Information Technology Division (916) 492-3362
  • Q&A Moderator, Tod Newcombe, Editor, GOVERNING Shail Trivedi, Senior Government and Utilities Business Consultant, Experian QAS Steve Towns, Executive Editor, GOVERNING Michelle Leach, Project Manager, Paperless Workflow Project, California Department of Insurance