Washington State Government Lean Transformation Conference 2014
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Transcript of Washington State Government Lean Transformation Conference 2014
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Complexity Simplified.
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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
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Complexity Simplified.
Implementing Initiative 502: The Challenges
• Short Timeline
• Complex Process
• New Team
• Legacy System
• Highly Visible Project
• New Regulatory Rules
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Complexity Simplified.
Team
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Complexity Simplified.
Traditional Waterfall Approach
Requirements Gathering
Design System
Development
Delivery
Maintenance
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Complexity Simplified.
Our Approach
Use Lean and Agile Principles as much as possible• Lean: The relentless pursuit of the perfect
process through waste elimination• Agile: Development with requirements and
solutions evolving through collaboration among teams.
• Leverage: Where possible integrate existing systems, data and tasks.
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Complexity Simplified.
The Solution• Use Best of legacy systems
• Lean out the existing Oracle based Workflow
• Cloud Based Applications
• Box for Project Collaboration
• DocuSign for Electronic Signature, Forms and Workflow
• AIRLIFT® for Business Automation Engine
• LEAN Thinking throughout the system and process design
Cloud Based Applications
Lean Thinkin
g
Legacy
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Complexity Simplified.
Existing Process - Liquor
Applicant(s)
WorkflowProcess
Licensing Specialists
SignedForms
ImageIndex
LettersB L S
Record
BLSFeed
Search Completed
AppsEnforcement
Search & Route
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Complexity Simplified.
Box | Template Collaboration
9
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Complexity Simplified.
Leaning out the Oracle Workflow
Sub Flow
Legacy Process
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Complexity Simplified.
I-502 Oracle Workflow
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Complexity Simplified.
Oracle Data FormOracle system based data:• Minimizes use of AS400• Makes data available for
reporting• Used to automate previously
manual functions• Launches AIRLIFT Integration
with DocuSign
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Complexity Simplified.
Cloud Based Forms Solution
• 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.
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Complexity Simplified.
AIRLIFT®
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Complexity Simplified.
Form Templates
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Complexity Simplified.
Electronic Forms | Document Tattoo
DocuSign Forms
AIRLIFT Import
Oracle System
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Complexity Simplified.
The Desktop
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Complexity Simplified.
Reporting | MetricsPrinciples:Minimize use of AS400Collect data from Oracle, DocuSign into an integrated interface
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Complexity Simplified.
New LEAN Process
Applicant(s)
WorkflowProcess
LS3
Search & Route
Scan Operator
SignedForms
ImageIndex
LettersB L S
RecordBLSFeed
Search Completed
AppsEnforcement
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
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Complexity Simplified.
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
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Complexity Simplified.
More Information
WA State Liquor Control BoardMarijuana Licensing UnitBecky Smith• 360-664-1718• [email protected]• www.liq.wa.gov
cloudPWR, LLC.Shadrach White• 877-303-3869• [email protected] • www.cloudPWR.com