What it means, Why to do it and How to do it Presenters: Ronald Thompson Jr., Databank Kevin Igo, City of Phoenix

Transcription

1 Going Paperless What it means, Why to do it and How to do it Presenters: Ronald Thompson Jr., Databank Kevin Igo, City of Phoenix

2 Agenda What it means An overview Why to do it How to do it Case Study: City of Phoenix Housing Department

3 What it means? A paperless office is a work environment in which the use of paper is eliminated or greatly reduced. This is done by converting documents and other papers into digital form. Proponents claim that "going paperless" can save money, boost productivity, save space, make documentation and information sharing easier, keep personal information more secure, and help the environment.

4 What it means? Going Paperless is.. (to us) Document Imaging Electronic Document Management or EDM Electronic Content Management or ECM

5 The Before A/P A/R HR LEGAL SALES THE File Room

6 As of Late A/P A/R HR LEGAL SALES THE File Room ACCOUNTING HR LEGAL SALES/CRM The Line of Business Systems

7 What's wrong with this The Line of Business Systems ACCOUNTING HR LEGAL SALES/CRM

8 What you should be doing The Line of Business Systems ACCOUNTING HR LEGAL SALES/CRM Document Management System

9 Blueprints & Photos Paper Documents & Files Mail Enterprise Applications Graphics, Video, & Audio Electronic Documents Fax Web Pages Print Output Reports Forms XML & Meta Data

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11 Three Flavors of ECM Transactional Business Persuasive (operational & administrative) (team/project based) (front office) Process Worker (repeatable procedures) Knowledge Worker (practices & patterns) Marketing/Graphics (publishing) Source: Adapted from Gartner and Forrester Research

12 Why to do it Paperwork is the largest overhead expense in any organization Active files typically grow at a rate of about 25% annually Managers spend an average of 4 weeks a year searching for or waiting on misfiled, mislabeled, untracked, or lost information Office workers can waste up to two hours a day looking for misplaced paperwork 90% of records, once filed, are never referred to again Two thirds of records in organizations without a records management system may be removed from offices and either destroyed as being obsolete or transferred to lower cost offsite facilities. 30% of paperwork is useless and could be eliminated; and 37% of photocopies made are unnecessary Computer users spend 7.5% of their time on a PC looking for files

13 Why to do it Control of the creation, volume, redundancy, and growth of records Reduction of operating costs through active management and intelligent outsourcing decisions Improvement of overall efficiency and productivity Assimilation of emerging records management technologies Ensuring legislative, regulatory compliance as well as other riskmanagement concerns, such as litigation Safeguarding the organization s vital information, including historical records Supporting enhanced performance and productivity of business processes, and Enabling quicker and better management decision making

14 Disaster Recovery and Business Survival Maricopa Clerk of the Court An ask of the board Case load increases Employee count did not DR site in another location 1 of 2 Government agencies that store permanent records in a ECM solution

15 Efficiency and Effectiveness Arizona Department of Economic Security The existing system cost them $600K per year Faster retrieval 7 9 seconds with integration Cloud to Premise saving $450K per year 80% of indexing now automated

16 Statutory Requirements and Criminal Penalties DES Public Records Request State Bill Need to redact Subject to fines if not delivered in time Sarbanes Oxley Act or SOX From ENRON HIPAA Securing Medical Records

17 Risk Management Medical Malpractice Insurance DES Claims Processing All information is there Underwriting Workflow process for correct approvals Fraud claims Correct documents in system

18 How to do it One department at a time Look at the enterprise but start small Employees need to see a win with the new system Spend the time getting to know your provider

19 How to do it Get everyone involved End users Decision makers IT Initial Price isn't everything Look at the 5 year cost Does it have everything you need for the future?

20 How to do it Always do a formal discovery Know how its being installed before you ever begin Know how its going to be supported when you need help It s a life long commitment (with the technology)

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22 Case Study: City of Phoenix Housing Department Efficiencies from Electronic Paper Storage

23 City of Phoenix Housing Department The city of Phoenix Housing Department owns approximately 3,500 units of public and affordable housing and manages more than 5,200 housing choice vouchers. We are proud to say our various housing programs provide homes to more than 25,000 Phoenix residents.

24 Drowning in Paper The problem: tons of paper.literally. Each applicant generates dozens of sheets of documents Each successful applicant generates hundreds of sheets of documents Each resident generates hundreds of sheets of documents annually Many residents have split files where paper files reach their physical maximum Some residents have multiple split files

25 The Results from Tons of Paper Lost or roaming files File searches are naturally manual Accidental loss of pages or duplicates Storage and retention issues Problems in workflow

26 Solutions Considered Enter Process Mapping Analysis of processes Indentify new processes Submit requirements into RFP for system Consider HUD and State requirements

27 State of Arizona and HUD State of Arizona Industries for the Blind Digital Data Scan Services offered Arizona State Library, Archives and Public Records ARS Application to scan documents Retention policy Resolution Standards

28 State of Arizona and HUD Cont Dept. of Housing and Urban Development Hurdles in policy Audit resilience Following HUD s initiatives: Electronic Document and Records Management Segment Blueprint Working with HUD management

29 Implementation RFP and resulting contract Education of staff Equipment needed Processes needed To keep or not to keep Work Order example

30 Lessons Learned Working with staff critical Process flow Showing value Easy process Less motion, more return Retrieval and security of data + =

31 Going Paperless What it means, Why to do it and How to do it Presenters: Ronald Thompson Jr., Databank Kevin Igo, City of Phoenix Questions and Discussion