Applied Technology For A More Efficient Connecticut State Government October, 1998 Department of...
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Applied Applied Technology Technology For A More For A More Efficient Efficient Connecticut State Connecticut State Government Government October, 1998 October, 1998 Department of Information Technology, Office of the State Comptroller Department of Information Technology, Office of the State Comptroller and and Office of Policy & Management, with the Organization of Chief Fiscal Office of Policy & Management, with the Organization of Chief Fiscal Officers Officers ELECTRONIC FORMS ELECTRONIC FORMS
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Transcript of Applied Technology For A More Efficient Connecticut State Government October, 1998 Department of...
Applied TechnologyApplied TechnologyFor A More EfficientFor A More Efficient
Connecticut State Connecticut State GovernmentGovernment
October, 1998October, 1998
Department of Information Technology, Office of the State Comptroller andDepartment of Information Technology, Office of the State Comptroller andOffice of Policy & Management, with the Organization of Chief Fiscal OfficersOffice of Policy & Management, with the Organization of Chief Fiscal Officers
ELECTRONIC FORMSELECTRONIC FORMS
The Current State of Affairs
IT TOOK COUNTLESS HOURS TO IT TOOK COUNTLESS HOURS TO PRINT, KEY, DELIVER AND STORE PRINT, KEY, DELIVER AND STORE
THIS PAPER.THIS PAPER.
THE CORE BUSINESS OF THE CORE BUSINESS OF GOVERNMENT SHOULDN’T BE GOVERNMENT SHOULDN’T BE
HANDLING PAPER...HANDLING PAPER...
The Future is Here
IT SHOULD BE IT SHOULD BE DOING THE WORK OF THE PEOPLE.DOING THE WORK OF THE PEOPLE.
The Future is Here
MUCH OF THAT PRODUCTIVITY WILL COME FROM AUTOMATING
ROUTINE BUSINESS….
BUT ONLY IF IT’SAUTOMATED CORRECTLY
THE PRODUCTIVITY OF THE FUTURE WILL BE BASED ON
IMPLEMENTINGTHE POWER OF THE DESKTOP.
The Future is Here
Electronic Forms
Program
The Current State of Affairs
More than 4 million forms are printed each year
It costs more than $1 million per year to print forms
The Current State of Affairs
Someone has to fill them out manually - agencies, businesses, citizens or municipal governments - usually more than once.
Someone has to look up the rules and do the math…checking it twice!
Someone has to process them and check the accuracy…each time!
With paper forms...
The Current State of Affairs
With paper forms...
Someone has to store them for umpteen years, in some cases by multiple locations.
…….Over and over and over again.
Someone has to transport them, receive them and track them - every time they are handled.
The process behind many of these forms hasn’t been re-engineered
in decades!
The Current State of Affairs
In sum, the per year costs associated with the current system are at least
The Current State of Affairs
$100,000,000…..and probably a whole lot more
Paper forms cost too much to:
The Current State of Affairs
Store
Fill out
Move from place to place
File and Retrieve
Technology To The Rescue!
The capacity to do vastly more state business electronically is mushrooming
Currently there are about 25,000 computers on state employee desks.
Technology To The Rescue!
Internet access is widespread and growing rapidly among:
Technology To The Rescue!
Internet access is widespread and growing rapidly among:
State employees
Businesses
Towns
Citizens
Technology To The Rescue!
Electronic Forms Will Save Millions of Dollars
Electronic Forms Will Save Millions of Dollars
Electronic forms are quicker and easier tofill out due to built-in:
Prompts
Don'tforgetto...
Calculations
Help Screens
Auto-fill from centralized databases
Electronic Forms Will Save Millions of Dollars
Forms can now be electronically:
Transmitted
Stored
Backed-up
Printed as needed
Approved
Electronic capture of management data
Example: How much do we spend on travel?
Electronic Forms Yield a Bonus
Legal Issues
Electronic signatures with proper safeguards are acceptable for many purposes
Legislation is in preparation to permit electronic signature in most other circumstances.
Legal Issues
Retention requirements do not generally demand paper records
Records retention periods are the same whether records are electronic or paper
The Current State of Affairs
Bad News: Unfortunately, it’s often the same form.
There’s good news and bad news about the current state of forms automation...Good News: Agencies are automating forms...
TravelAuthorization
TravelAuthorization Travel
Authorization
TravelAuthorization
The Current State of Affairs
There’s good news and bad news about the current state of forms automation...
Good News: Management is investing in systems to automate…
Bad News: Unfortunately, it is often expensive andduplicative technology.
The Current State of Affairs
There’s good news and bad news about the current state of forms automation...
Good News: Management is developing the capability to address information automation…
Bad News: Unfortunately, there is no common platform to allow coordination.
The Current State of Affairs
Without a system of up front standards and coordination…
Connecticut will loose its best opportunity for efficient business automation.
If we don’t act now, we could be missing the
boat.
One standard statewide software license.
One central forms library.
One set of core forms, extensible for individual agency needs.
One set of connections to definitivecentral data bases.
The Future is Here
Electronic FormsProgram
The Future is Here
Electronic FormsProgram
One central file server.
One set of training & management
principles.
One comprehensive design of security
features.
One statewide program designed for
success.
The Future is Here
Electronic FormsProgram
The Goal is to re-engineer and consolidate.
The Goal is fewer forms, not more.
Pilot Effort
The travel authorization and reimbursement
A state financial form (B-107 Allotment)
The hospital newborn screening form
Is being implemented,and includes the following forms:
Pilot Effort
A registration form submitted by a member of the public
Is being implemented,and includes the following forms:
The employee directory update
The interagency request for training
Pilot Effort
Design and test a management structure for coordination among state agencies.
Test procedures for reengineering and programming in several environments.
Build and test the capacity to implement electronic forms on a larger scale.
The pilot effort will:
Pilot Effort
Test the design of consolidated central forms allowing for agency extensions.
Test the system for assisting agencies to automate efficiently.
The pilot effort will:
Promote and test the mechanics of working off centralized data bases.
An Example
20,000 forms a year
30 bargaining units with 30 sets of rules
An estimated average time to prepare, review and process the 2 forms is more than 5 hours of staff time
The travel authorization and travelreimbursement forms involve:
An Example
Thus, computerization will save an estimated $1,000,000 per year on the travel authorization and reimbursement forms alone!
It will save at least 2 hours and $50 on each of the 20,000 forms per year!
Efficiency and productivity increase comes from using technology, not just from owning it.
Why Electronic Forms?
Why Electronic Forms?
Form conversion will save millions of dollars
Re-engineering will increase efficiency and improve service
Implementation will centralize duplicate databases and capture management data
Why Electronic Forms?
In sum, electronic forms will save money and free employees
for more productive core work.
Applied TechnologyApplied TechnologyFor A MoreFor A More
EfficientEfficient State State
GovernmentGovernment
ELECTRONIC FORMSELECTRONIC FORMS
Department of Information Technology, Office of the Comptroller and Office of Department of Information Technology, Office of the Comptroller and Office of Policy & Management, with the Organization of Chief Fiscal OfficersPolicy & Management, with the Organization of Chief Fiscal Officers
