HCL develops a Knowledge Management system for the New York State Department of Public Service (NYS DPS)

- State of New York

BACKGROUND

NYS DPS works to guarantee safe, secure, and reliable access to energy, telecommunications, and water services for New York's citizens and businesses It partnered with HCL to develop and deploy a business system to collect, organize, integrate, distribute and preserve the Departments knowledge and documents. HCL was to make both the filing and the information-retrieval processes as efficient and streamlined as possible, leveraging available technology tools such as imaging, electronic workflow & case status tracking, electronic signatures, and integrated data and information management

CHALLENGES / OBJECTIVES
The purpose of the project is to develop an electronic filing system, which will: Reduce the need to maintain official paper files in the future and reduce the number of existing official paper files by converting them to an electronic format Ensure that agency records are automatically stored, archived, and eliminated under applicable state laws and regulations Provide the Department and the public easy access to most agency records while recognizing that access to certain records must be properly restricted, both within and outside the Department Increase the ability to search for specific information in a body of related records Improve the Departments ability to distribute copies of agency records in a timely manner to appropriate persons within the Department

SNAPSHOT
Vertical: Public Services Micro-vertical: Government Service Areas: Application / Solution
Development & Maintenance Technologies: Net, Oracle 10G, File Net (for document storage), Process Engine (for workflow) IPs / Frameworks: iGOVERN Complaint and Quality Management

THE SOLUTION
HCL developed the following main modules for the DMM [Document Matter Management] application: Matter Filing: This module enables internal staff and authorized external users to file a matter/case to the Commission for consideration Matter Management: This module allows authorized users manage matters/cases and route the documents for review, add notes, maintain event calendars and request for additional information from other assigned staff to the matter/case. The module covers functions such as: Public Documents, Contacts, History, Calendar, SAPA , Assignment Staff, Internal Documents, Notes, and Information Request SAPA Management (Notices for Hard Rule Making): The application allows authorized users to generate SAPA notices which follow defined workflows for approval Agenda: This process comprises multiple workflow steps, each requiring the involvement of several staff, gatekeepers and offices to bring the process to successful conclusion Hearings Management (Scheduling & Recording Notices, Draft and Final Order): This is a process by which the Department will conduct hearings in cases where required by law. The Hearing module enables authorized internal staff to add and manage public or internal events related to hearings or any other event in the system Admin: This module enables the applications administrator define roles and manage access control; application users can perform tasks based on their access level Reports: General Reports, Pre-defined Reports and Notifications, Ad-hoc Data Reporting Data Migration

RESULTS / BENEFITS
Reduced the need to maintain paper files Easy access to records with appropriate restrictions wherever necessary Role based Access Control SOA based architecture Single Sign on Content based search

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