washington state government lean transformation conference 2014
DESCRIPTION
In November 2012 the Liquor Control Board was given the historic task of implementing a system to license and manage recreational marijuana production and sales across the state. LCB and their vendor, cloudPWR, used a mash up of cloud based applications, legacy systems, and LEAN thinking to deliver a complex system in just over a year. The Recreational Marijuana Licensing System was rated as the top priority project for 2014 by the Office of the CIO. The new system provides significant improvements in management information and automation over the current system, and is much easier for the LCB IT team to manage. It leverages the existing Oracle and Kofax system in use by the LCB licensing team and added automated web based data capture to allow applicants to submit information electronically. AIRLIFT, a custom web application, provided key integrations between the systems. Learn how this highly visible project was delivered on a tight budget and provides a great return for the Liquor Control Board and the citizens of the Evergreen State.TRANSCRIPT
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• [email protected]• www.liq.wa.gov
cloudPWR, LLC.Shadrach White• 877-303-3869• [email protected] • www.cloudPWR.com