5 Keys to Digital Transformation

A WAY FORWARD

May 14, 2019

Terri Jones, ECMp, CDIA+, M.A., J.D.

Hyland Government Team

AGENDA

▪ Introduction

▪ Resisting the Deeper Hole

▪ 5 Key Tools for Your Digital Transformation

▪ Key Considerations and Summing Up

May 17, 2019

Specifically, 5,233 of the government’s approximately

7,000 IT investments are spending all of their funds on

O&M activities.

45% of companies use 100 or more

applications to manage critical business

information on at least a weekly basis

17% reported using 1,000 or more

applications to manage critical

business information on at least a

weekly basis

RESISTING THE DEEPER HOLE

Paper-based

processes

Modernization

and IT sprawl

Data silos and

incomplete

information

Processing errors

and delays

?Lack of process

transparency

Business/IT

tension

Every new application adds:

Cost RiskTime

Unseen costs of coding“Customization: The Cost That Keeps on Costing” – Gartner

Creating training

and

documentation

Applying

customization

to upgrades

Fixed costs

of having

coders on

staff

Additional support

cost & time when

troubleshooting

Drop-down menus Checkboxes Radio buttons

OR, can you configure with…

Custom code has many aliases

That’s just some

simple scripting.

We’ll create that

for you.

We have our own

scripting language.

That’s just some

easy HTML.

Maintenance bills from all of an organization’s systems consume 60-70% of IT budgets.

- Gartner

At a time when the unemployment rate is a low 3.8 percent, the public sector is

falling far behind in its desperate search for talented employees.

Even though postings for state government jobs rose 11 percent from

2013 to 2017, the number of applicants for those jobs dropped by 24 percent…

Study by the National Associat ion

of State Chief Administrators, March 2019

THE BUSINESS CASE

Visibility• High information availability

• Process transparency

• Meaningful reporting

Why?

• Data in sync

• The “right” data and information when it’s

needed

• The final, operating record or version

Why?

Accuracy

• Fast availability

• Faster process

• Status and communication

• Customer service

Why?

Timeliness

• Today’s trends, but tomorrow’s foundation

• Flexible

• Agile

• Abandons past mistakes

Why?

Innovation

THE FOCUS TO DELIVER ?

5 KEY TOOLS FOR DIGITAL TRANSFORMATION

1.CASE MANAGEMENT

▪ Rapid application development

▪ Little or no custom code

▪ Modular, re-usable

Case management offers support for…

Can offer a configurable solution platform

Content repositories

Business process automation

Electronic forms tools

Mobile access

Tools for digital transformation

Integration to key complementary solutions

Repeatable and shared service

Micro-services and REST APIs

2.CONTENT SERVICES

▪ Connect content to data

▪ Secure content

▪ Be digital

▪ Be mobile

▪ Be web-enabled

▪ Replace forms fast

▪ Bridge repositories for fewer silos

Integration Layer: screen-level, purpose-built, APIs

THIRD-PARTYCOMPONENTS

Mapping

OCR

PDF

FT Search

Clinical Viewer

Signatures

MS Office

ContentCapture Case Process Analytics Collaboration Media CCM Search

SERVICES

Presentation Layer: surface content on ANY device

Secondary SourcesDatabase & Infrastructure

LegacyECM

ThirdParty

StorageCacheMonitoringIdentity

ENTERPRISEAPPLICATIONS

Oracle

Workday

Guidewire

Infor Lawson

SAP

ERP

SharePoint

Integration Layer: screen-level, purpose-built, APIs

THIRD-PARTYCOMPONENTS

Mapping

OCR

PDF

FT Search

Clinical Viewer

Signatures

MS Office

ContentCapture Case Process Analytics Collaboration Media CCM Search

SERVICES

Presentation Layer: surface content on ANY device

Secondary SourcesDatabase & Infrastructure

LegacyECM

ThirdParty

StorageCacheMonitoringIdentity

ENTERPRISEAPPLICATIONS

Oracle

Workday

Guidewire

Infor Lawson

SAP

ERP

SharePoint

Timely and available presentation of contentMultiple devices, locations, customized user views, preferred OS

Accurate

because

it’s

integrated

Say goodbye to paper with digital repositories

Enhance your security

Manage records retention

Agile because repositories are left in place

Digital capabilities for efficient organizations

Automate to improve process

Online transactions and eForms

Case management for agile solutions

Robust search

Data capture

Reporting and dashboards

Plays well

with others

3.CAPTURE

▪ Start paperless

▪ Convert paper to leverage data

▪ Eliminate manual data entry

▪ Support field work

Desk in-trays

Remote offices

File cabinets

& offsite storage

Registration

desk

Mailroom

Paper documents Electronic data &

informationFile shares

Email & faxes

Mobile

Mainframes &

data streams

Department

applications

4.BUSINESS PROCESS AUTOMATION

▪ Process transparency

▪ Meaningful reporting

▪ Process speed

▪ Relieve workload

▪ Re-focus staff time

IDEAL GOVERNMENT WORKFLOW FOR DIGITAL TRANSFORMATION

Submit/Intake

Start the transaction,paperlessly

Accept documents and forms via website or mobile

Assign

Routing electronicallyWho needs to do the

work?

Notifications of new work

Apply business rules to

prioritize

Eliminate lags between submission

and assignment

Tracking

Assign deadlines

Check progress

Notified of approaching

deadlines

Escalation for missed deadlines

Collaborate

View peers’ work

Aggregate results

Manage versions and

revisions

Connected systems

Status

Internal progress

Expose progress to

constituents and others

Decision

Notify

Track

Update

5.ENTERPRISE FILE SYNC AND SHARE

▪ Securely share content

▪ Audit trail of activity

▪ Send task reminders to review

content

KEY CONSIDERATIONS

Response to new responsibilities

New reporting needs

Responsive UI initiatives

Field work needs

Digital transformation helps …

Reducing security entry points

Duplicative functionality

Growing maintenance costs

Consolidation

Modernization

Digital transformation helps …

Address data silos with

content services

Desk in-trays

Remote offices

File cabinets& offsite storage

Registrationdesk

Mailroom

File shares

Email & faxes

Mobile

Mainframes &data streams

Departmentapplications

Give your team the complete

view with integrations

End-to-end, streamlined

process

Access, anywhere, anytime

Reduce the number of

solutions you support

Digitize to modernize

End users Solution owner

IT manager

SUMMING UP

▪ The Promise of Digital Transformation

▪ Resisting the Deeper Hole

▪ 5 Key Tools for Your Digital Transformation

▪ Key Considerations and Summing Up

Questions?