washington state government lean transformation conference 2014

Complexity Simplified.

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

Complexity Simplified.

Implementing Initiative 502: The Challenges

• Short Timeline

• Complex Process

• New Team

• Legacy System

• Highly Visible Project

• New Regulatory Rules

Complexity Simplified.

Team

Complexity Simplified.

Traditional Waterfall Approach

Requirements Gathering

Design System

Development

Delivery

Maintenance

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.

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

Complexity Simplified.

Existing Process - Liquor

Applicant(s)

WorkflowProcess

Licensing Specialists

SignedForms

ImageIndex

LettersB L S

Record

BLSFeed

Search Completed

AppsEnforcement

Search & Route

Complexity Simplified.

Box | Template Collaboration

9

Complexity Simplified.

Leaning out the Oracle Workflow

Sub Flow

Legacy Process

Complexity Simplified.

I-502 Oracle Workflow

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

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.

Complexity Simplified.

AIRLIFT®

Complexity Simplified.

Form Templates

Complexity Simplified.

Electronic Forms | Document Tattoo

DocuSign Forms

AIRLIFT Import

Oracle System

Complexity Simplified.

The Desktop

Complexity Simplified.

Reporting | MetricsPrinciples:Minimize use of AS400Collect data from Oracle, DocuSign into an integrated interface

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

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

Complexity Simplified.

More Information

WA State Liquor Control BoardMarijuana Licensing UnitBecky Smith• 360-664-1718• res@liq.wa.gov• www.liq.wa.gov

cloudPWR, LLC.Shadrach White• 877-303-3869• info@cloudPWR.com • www.cloudPWR.com