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Improving Government Process through Automation

Rob SilverbergDirector and CTOState and Local Government and Education (SLED)

June 2015

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Topics for Today

• EMC Documentum at COSD - ECM Since 2003

• Smart Cities – Fact or Fiction?

• Evolution of Government Process

• EMC Documentum and Adobe - Working Together

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EMC Documentum at COSD – ECM Since 2003• Community Services

– Program Office– Centralized Documentum Infrastructure– VM Ware– Redaction (Brava)– Enterprise Foundation Standards

• Department of Human Resources– File Room Imaging Backfile Conversion– Job Applications Workflow– Application Distribution Workflow– Executive Files

• Department of Planning and Land Use– Kiva Permitting Integration– GIS - ESRI Integration– Accela Integration

• Department of Environmental Health– Kiva Permitting Integration– Document Management– Events Permitting Process

• Department of Public Works– Survey Records System

• Purchasing and Contracting– Contracts Management

• Registrar of Voters– Document Management

• Health and Human Services– CALWIN integration and imaging– Aging and Independence Services –Imaging

• Records Department– Records Manager Module (paper records)– Iron Mountain Integration

• Auditor and Controller– Budget Book– On-line grant applications (Adobe Forms)

• Assessor Recorder– High volume Imaging

• Clerk of the Board– COB Public Search– Board Agenda Management

• Housing and Community Development– Rental Assistance (Imaging-Case Management)

• County Technology Office– Electronic Approval– E-Forms Repository

• Department of General Services– Document Management

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Smart Cities – Fact or Fiction?

Open Data

Big Data

Analytics

Internet of Things

Geolocation

Mobile Apps“Where is the nearest fire station?”“Where is my polling location?”“What restaurants near me have a history of health code violations?” “Can I request a permit online?”“Can I apply for benefits with my phone?”

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Pivotal Labs Case Study

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Challenge Improve public safety while dealing with budget cuts Traditionally rely on human judgment & manual

efforts Primarily a reactive approach Inaccurate & incomplete data such as time of crime

Solution Combine 5 years of crime, parole & external data Assign weight to data based accuracy & influence Predict crime trends by area Assign patrols based on predictive models

Results More efficient allocation of resources by time & location Arrested five suspects in string of residential burglaries Lowered operating costs Data also used for better law enforcement reporting

“We are better equipped to optimally assign officers to response areas with the highest likelihood of criminal activity, resulting in reduced crime and lower operating costs.”

RODNEY MONROEPolice Chief, Charlotte-Mecklenburg PD

Charlotte - Mecklenburg Police

Dept.

Case Study: Big Data Analytics

EMC PivotalOne Predicting and Preventing Crime

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Evolution of Government Process

Paper FormsManual Processing

eForms Web posted for printoutManual Processing

Imaging

Online eFormsSubmittal

Lack of BPM tools

Online eForms Submittal with BPM

to process

Multi-channel input and output

BPM to process

It all started with paper. For some agencies, it still is.

Online forms posted to the departments website. Users must download, print and mail.

Agencies learn quickly that allowing online forms submittal without internal processes aligned creates problems.

Online forms and automated processes allow efficiency and faster response

Public is looking to engage government services from any device with expectations of high speed delivery

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Paper Documents

Incidentreports

Drawings

Picturesand images

Crime labreports

Scanning and Imaging

Centralized Content Repository

Virtual Documents/Files

Composite documents or files with multiple related elements

Virtual CaseFile

Electronic DocumentsWitnessstatements

E-forms

Criminalrecord

Pre-trialproceedings

Computer-GeneratedDocuments (Reports) Records Archive,

Security, and Storage

Internal and External Data Systems

Search unstructured data systems

Search structureddata systems

Collaborative Case ManagementCase and Process Management

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Adobe Forms and Documentum xCP at American AirlinesSPECIAL HANDLING/NON-CONFORMING PARTS TAG (QPA)

Step 1:Engineer Fills Out Adobe

Form

Step 2:Engineer Submits Form to

Documentum xCP

Step 3:xCP evaluates form

data and workflow approval route

Step 4: All review and approvals are

tracked in xCP

Step 5:The form and all related

activities stored as Records

Adobe Form can be filled out on any device including tablets

Form includes a “Submit” button and everything is automated from there.

Workflow path can change based on form data

It is important to have record of who reviewed and approved as part of the maintenance record

Aircraft Maintenance Records must comply with FAA regulations

?S1

S2

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LA County DPSS Mobile AppLA County DPSS Mobile app allows users to:- View your EBT balance.- Take a picture to upload proof of the changes reported on your Semi Annual Report(SAR-7) or Quarterly Report(QR-7)- Upload verification documents to your casesSimply log into the mobile app:- Customer ID and PIN provided to you by DPSS - Case or EBT card number with two security questionsTo upload your SAR-7 or QR-7 proof documents, you must already have submitted your report online at http://dpssbenefits.lacounty.govLogon to Your Benefits Now(YBN) at http://dpssbenefits.lacounty.gov to:- view benefits information - submit SAR-7 and QR-7 - view Electronic Notices(eNOA)- apply online for CalWorks, CalFresh, Medi-Cal- view worker information- find your district office locations and hours of operation

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LA County DPSS Mobile App

Smart Counties are real and run on EMC Documentum

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Questions and Discussion