"It wasnt because the system was hard to use. Marquardt describes training employees on the familiar Windows-based system as "easy." "Training the administrators was more difficult, though," she remembers.
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The new OnBase system is Windows NT-based and was installed in conjunction with a new Oracle database. The agency wanted not only to ensure that the system ran correctly, but also to wait until after Y2K before making a complete transition. The agency literally did everything twice, once on the old system, and again on the new system.
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For the six months that the UCD ran parallel, it continued to archive paperwork and scan and microfiche checks. Our biggest headache was running the new system parallel with the old system for six months." The agency purchased OnBase in March 1999 and officially started using it in July 1999. "We had very few problems with the system itself. "It was frustrating at times," explains Marquardt. Most installations involve some growing pains, and the UCD had its share.
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Growing Pains: Software Installation, Paper Removal The UCD chose Hylands OnBase software solution, which combines electronic document management, document imaging, and workflow in a single, integrated solution. The resulting RFP was sent to five vendors, only one of which the Bureau felt fit its needs: Hyland Software, the Cleveland, OH-based developer of electronic document management solutions. Perhaps the thought of a vigilante mob without their compensation checks also motivated the agency to get on task.īy October 1998, the UCD had developed a request for proposal (RFP) based on employee input and the laws that govern the agencys operation. She wanted to divide responsibilities to ensure a high-quality and timely implementation. To make sure the project team assimilated all of the employees insight and knowledge, Marquardt appointed three project heads (Tom Esposito, Ted LeGore II, and John Noll), rather than one. The people in the trenches will give you insights into systems and processes that you cant find elsewhere." "And Ive found that, if you want to improve the system, you go to the workers. When asked where the agency started to plan and whether it was hard to keep up with paperwork, Marquardt and her project team all respond with laughter. Once the UCD learned it had to replace its old system, the agency launched into a year of planning. Needs Determine Document Management Solution At this point, State Treasurer, Barbara Hafer, charged Marquardt with leading the department into the new millennium with a more efficient and cost-effective document management solution. That knowledge was the point of no return in the agencys mission to find a new system for handling paperwork. In June 1997, however, the UCD also learned that its current system was not Y2K compliant, nor could it be upgraded. The paperwork alone was a problem that was yelling, screaming, and kicking like an angry child for attention. You wouldnt believe how much paper passed through this office - really. Marquardt, director of the UCD, responds emphatically, "Oh my goodness, yes! Imagine over 8 million checks and all the necessary paperwork. When pressed to answer if that premise is true, Rose M. One might imagine that processing so many checks entails an extensive paper trail. to 5:00 p.m., Monday through Friday, processing 7 million unemployment compensation checks and 1.1 million SWIF (state workers insurance fund) checks annually. The 40-employee department works from 7:00 a.m. The UCD is responsible for processing all the unemployment compensation checks and workers compensation checks for the commonwealth of Pennsylvania. Thats why the Bureau implemented a new document management and scanning solution - to keep those customers happy. But, just like any other business, the UCD has to satisfy customer needs. Then again, government agencies dont work under the same compulsion for profit as corporate businesses.
What if your business was cutting checks to individuals who were out of business? You probably wouldnt be in business for long, right? Somehow, though, the Pennsylvania Treasurys Bureau of Unemployment Compensation Disbursements (UCD), stays afloat.
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