Transcript
Page 1: Washington State Government Lean Transformation Conference 2014

Complexity Simplified.

Page 2: Washington State Government Lean Transformation Conference 2014

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

Page 3: Washington State Government Lean Transformation Conference 2014

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

Page 5: Washington State Government Lean Transformation Conference 2014

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

Page 10: Washington State Government Lean Transformation Conference 2014

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


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