SWMS:

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NYS Office Of Temporary and Disability
Assistance Imaging/Enterprise Document Management
ISM August, 2009 Images, E-forms and
Beyond Gail Adams
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Background Overview

• NYS Human Services Model
• State Supervised
• County Administered
• 57 Counties and NYC HRA

Diversity in County Populations
NYS Population 19,490,297
NYC 8,363,710
Erie County 950,265

• 2006 Human Services Imaging
• Seventeen (17) Counties had imaging systems
• Nine (9) different brands of industry software
• Several in-house developed applications

Hamilton County 5,379
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Project Goal

• In 2006 the State initiated an contract in an
  imaging effort to provide counties and state
  human service agency staff throughout NYS
  real-time, electronic access to documents through
  a single user interface.

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Project Objectives

• Create a centralized electronic document
  repository
• Eliminate duplicate submission of client
  documents
• Facilitate information sharing within and across
  counties through statewide access to documents
• Provide cost-effective scanning services
• Reduce the need for and the costs associated with
  the retention of paper documents
• Reduce the incidence of lost documents and time
  spent looking for documents
• Provide remote audit functions
• Allow concurrent access to documents

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Participation Incentives

• January 2007 imaging services were offered to
  counties

Core Services
Incentives

• Application Development
• Infrastructure
• Licenses
• Maintenance
• Support

• State paid fees for
• All active and denial case documentation
  12-months day forward
• 12-months of historical documents in the active
  case records

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Scope
Target Documents

• Phase II
• Child Support
• Services

• Phase I
• Cash Assistance
• Food Stamp
• Medicaid
• Home Energy Assistance
• Non-services child care

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Off-Site Imaging Model
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Implementation Status
September 2009
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Production Environment
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Imaging Volume

• 50 million indexed images to date
• 250,000 imaged cases retrieved monthly
• 2 million pages scanned monthly
• lt 3 second response time

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County Feedback
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Social Impact
Interstate Compact for the Placement of Children
(ICPC) Bureau

• First of the Phase II efforts
• Began 2/07
• Three 3 months development effort
• Operational 6/07

Quote from Bureau Director Just to let you know
that ICPC Imaging appears to have greatly
shortened the time to place a child.   Before
Imaging, the average time to place a child was
107 days After Imaging, the average time to
place a child was 77 days   There may be other
factors involved. However, A significant
portion of that 1/3 reduction in processing
time is due to Imaging.
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Conversion Counties

• 17 Counties
• Quality range from near obsolete to relatively
  modern
• Nine different brands of industry software
• Several in-house developed applications

• Option 1
• One-time conversion
• Retire local application

• Status
• Rockland County June 2009
• Herkimer County underway
• 7 Preparing for conversion

• Option 2
• On-going conversion
• Maintain local application

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On Site Scanning

• OnSite Scanning (OSS) solution began
  development 2008.
• Three (3) county pilot beginning Q3 2009.
• Statewide rollout begin Q1 2010.

• Implementation will include
• Flexibility of imaging and indexing workflow
• Ability to image at application registration
• State provision of scanners and software
• No per page scanning costs
• No need to copy documents
• On-site quality control
• Immediate availability of documents

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OSS Value Path
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Application Integration

• Application Integration
• myWorkspace worker tool to support eligibility
  decision making.
• Phase 1 Post text comments during application
  process that will be linked with the case Q3 2009
• Phase II retrieval of both images and comments Q4
  2009

Future Needs

• Integration between NYC and Rest of State
• Facilitate movement of clients
• Eliminate need to reproduce documentation

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Future State
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Lessons Learned