Results Washington Lean Conference 2014
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The presentation describes how a Lean & Agie Cloud Based Systems Helped Washington State Deliver the Mandate of I-502 - Legalized Recreational Marijuana.
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Results Washington Lean Conference 2014
- 1. Complexity Simplified. Lean & Agile Processes: How Cloud Based Systems Helped LCB Deliver the Mandate of I- 502 Becky Smith, Manager Marijuana Licensing, LCB Shadrach White, CEO and Founder, cloudPWR Dennis Brooke, VP Enterprise Solutions, cloudPWR
- 2. Complexity Simplified. cloudPWR • Headquarters in Seattle, WA. • Cloud Enablement for the Public Sector • AIRLIFT® Integration Tools • DocuSign | Box | GoogleApps | Office365 | Kerika Liquor Control Board • Located in Olympia, WA • Marijuana Unit Tasked with licensing of Marijuana producers, processors, and retailers • New unit with 70% of staff new to LCB
- 3. Implementing Initiative 502: The Challenges Short Timeline Complex Process New Team Legacy Systems Highly Visible Project 3
- 4. Complexity Simplified. LCB & cloudPWR team
- 5. Traditional Waterfall Approach 5 Requirements Gathering Design System Development Delivery Maintenance
- 6. Our Approach Lean: The relentless pursuit of the perfect process through waste elimination. Agile: Development with requirements and solutions evolving through collaboration among the teams Use Lean and Agile Principles as much as possible
- 7. The Solution Use best of legacy systems Lean out the existing Oracle based Workflow Cloud Based Applications Box for project collaboration DocuSign for Electronic Forms AIRLIFT for Integration LEAN Thinking to bring it together 7 Cloud Based Applications Lean Thinking Legacy
- 8. Complexity Simplified. Existing Process for Liquor Licensing Applicant(s) Workflow Process Licensing Specialists Signed Forms Image Index Letters B L S Record BLS Feed Search Completed Apps Enforcement Search & Route
- 10. Complexity Simplified Leaning out the Oracle workflow: Legacy Process
- 12. Complexity Simplified. Oracle Data Form Oracle system based data: • Minimizes use of AS400 • Makes data available for reporting • Used to automate previously manual functions • Launches AIRLIFT Integration with DocuSign
- 13. Complexity Simplified. Cloud Based Forms Solution: DocuSign • Print + Sign + Deliver + Copy + Store = a cost of time, natural resources and money. • Wet signatures are wasteful and unnecessary. • Electronic forms and signatures provide an alternative that is efficient and cost effective. • Change is necessary for progress and sustainability.
- 14. Complexity Simplified. Cloud Integration: AIRLIFT®
- 15. Complexity Simplified. Cloud Based Forms: DocuSign Templates
- 16. Complexity Simplified. DocuSign Generates Electronic Forms DocuSign Forms AIRLIFT Import Oracle System
- 18. Complexity Simplified Information: AIRLIFT Reporting • Principles: • Minimize use of AS400 • Collect data from Oracle, DocuSign into an integrated interface
- 19. New Process Applicant(s) Workflow Process LS3 Search & Route Scan Operator Signed Forms Image Index Letters B L S Record BLS Feed Search Completed Apps Enforcement Firewall AIRLIFT Import HTTPS High Level Operations 1. BLS Download Creates Record 2. Licensing Specialist (LS3) Sends DocuSign Form Package • Corp, LLC, Sole Prop. 3. LS3 Sends Individual Form(s) • Criminal History / Financial Background 4. Applicant(s) completes form(s) electronically or prints / signs / mail 5. Scan Operator scans incoming paper forms & verifies indexes • Criminal History / Financial Background 6. LS3 processes application by accessing iSeries and Oracle 7. Enforcement can search completed application System Components • DocuSign eSignature • Oracle Imaging and Process • AIRLIFT Integration • Kofax Capture
- 20. Complexity Simplified Lean Results Most incoming forms (about half a million pages) automatically injected into Workflow Licensing specialists automatically notified of new documents Automation of emails, letters, etc. reduce workload and increase speed Key information available to management via self service reports Manual paper handling cost at $2 per page Labor savings of $890,318 Environmental Impact Feet of Paper: 148+ Trees: 5 1/2
- 21. cloudPWR contact info: • 877-303-3869 • info@cloudPWR.com • www.cloudPWR.com LCB Marijuana Licensing Unit contact info: • Becky Smith • 360-664-1718 • res@liq.wa.gov
Editor's Notes
- Becky does introductions
- Becky talks about what LCB does Shad talks about cloudPWR side of slide
- Under “Highly visible project” emphasize: Press coverage Ranked by the State Office of the CIO as top priority project for 2014 based on factors such as “Alignment to Governors Priorities, Financial Soundness, and Alignment to State’s IT Strategy”
- Dennis takes over here
- Because of budget and timeline restrictions we opted to use a “mashup” of existing systems (Oracle) and cloud based systems that were easy to deploy and modify to meet the project needs.
- This system architecture is relatively simple but involves a lot of manual processing—especially in the form processing section. Open mail Prepare batches Scan Distribute and file documents Lots of manual effort and slow
- Used team collaboration efforts like design meetings, Huddles, etc. Box was an efficient way to allow collaboration in the design and decision making. Examples: Letter templates (shown above) Design decisions (folder on left)
- Emphasize the manual nature of process and individualized queues for each user. Restrictive hold queues
- This process uses a lot of configuration to manage users and supervisor relationships Automated notices Configurable wait queues Automated emails and letters at appropriate points
- The data form that is the user interface into the Oracle system also contains automation steps: Launching letter templates and emails Contains data useful for management reporting Has AIRLIFT integration to launch DocuSign interface for creating electronic forms.
- Shad Takes Over “The pen is indeed mightier than the sword” – but it is not the pen that is mighty, it is the authority that a signature on any binding document provides. The pen is useful but pales in comparison to the power of a mobile, internet connected device. Wet Signatures are often still ‘required’ in duplicate or triplicate primarily because of the 7 worst words in business ‘We have always done it this way” In order for us to enable mobility, increase the velocity of transactions and decrease operational costs we must embrace a change in work process and habits.
- AIRLIFT simplifies the process of preparing and sending an envelope to an applicant. First a user is authenticated using DocuSign credentials, then the envelope information is populated on the right hand side from the system of record, in this case Oracle. A user then selects from a list of DocuSign templates that they are granted access to using a DocuSign group policy. --Then all the user does is click ‘SEND NOW’ The web interface is responsive in design as shown in the last screenshot to provide access on any screen size.
- The form shown is one of many forms that an applicant must fill out as part of the licensing process. The density of the form is substantial and stands in contrast to the more simple examples where only a few fields are filled out and the document is then signed. As a best practice we work with customers to pre-build these as reusable DocuSign Templates. It would not be practical to have someone prepare a complex form each time they needed to send it. The naming and configuration of each field is important and can be tedious if you are not familiar with the process and the downstream affects of how you implement each form. In some of the sections we are using formulas and logic that DocuSign provides to streamline the data entry process. Some of these considerations include dependency fields, adding totals and field masking. At the top of every form we designed we included 3 key fields – License Number | UBI Number | Tradename – these are extremely important downstream – We call this document tattooing Those fields are the keys we used to match incoming documents from completed envelopes to the rest of the documents in the Oracle workflow and document management system.
- This PDF document shows the key fields at the top that AIRLIFT embeds as a Document Tattoo on every form included in the envelope sent to the applicant. These fields are embedded data and cannot be altered by the applicant, as I stated they are very important for matching purposes. At the bottom of the page you see the DocuSign electronic signature and date. All forms are received back in this manner, along with a Certificate of Completion that shows a complete audit trail of the entire transaction. When DocuSign forms are completed AIRLIFT automatically imports them and attaches them to the correct package in the Oracle System.
- The screenshot shows the live desktop that is used by each license investigator during the application licensing process. On the left screen is AIRLIFT which is used to send envelopes that contain very dense prebuilt DocuSign form templates. On the right screen is the primary System of record. AIRLIFT is used to integrate the systems together to create a seamless process.
- In order to leverage the software components already in place at the State we decided to eliminate the scanning and data entry and go truly paperless with DocuSign Instead of an applicant downloading a set of PDF documents or filling out paper forms we send them a secure DocuSign envelope with all the required forms. The applicant completes the envelope and the documents are automatically added to the Oracle workflow system. All fields are actual data that can be leveraged for analytics reporting and metrics. This is far better than a picture of a document.
- All three available for questions