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Rollout is One of the Largest Public Sector Implementations in the United States; Improves Document Processing and Tracking
Due to the large quantity of customers DHFS serves, the agencies needed a secure, scalable solution with the capacity to accurately capture data from a large volume of documents. For example, each recipient's case file may contain dozens of documents, all containing confidential information.
Therefore, it is imperative that DHFS be able to securely capture and extract critical information from the personally identifiable documents and index it in an organized fashion that remains relevant for the entire time that a person remains eligible and beyond.
"We identified a crucial need to streamline our eligibility determination processes," said Bob Martin, Eligibility Technology Manager, State of Wisconsin Department of Health & Family Services. "DHFS is faced with roughly 20,000 incoming documents statewide per day, all of which need to be processed expeditiously, with applicants' information accurately captured and delivered into our data repositories. This was a challenge given our numerous locations and potential for human error associated with manual processing."
DHFS sought a solution to more effortlessly connect its myriad locations and selected Kofax Intelligent Capture & Exchange, the centerpiece of Kofax's strategic initiative to enable organizations to streamline business processes by capturing documents in the front office, where they originate, and move them in real time to transactional business processes.
The solution, supported by Security MicroImaging Corporation, a Kofax Certified Solutions Provider (CSP), leveraged key elements of Kofax Intelligent Capture & Exchange, including Kofax Capture Network Server (KCNS), which enables DHFS and its partner agencies to capture and route documents and data to multiple agency locations via the Internet, thereby reducing the cost and delays that hard copy folders incurred, all while minimizing the technical impact on local agency office computer systems.
One of the largest public sector technology implementations in the U.S., DHFS rolled out Kofax Intelligent Capture & Exchange in multiple phases. A pilot process began in September 2004, at which point it was installed in three small- to mid-sized agencies, followed by a much larger Milwaukee pilot in August 2005. After these pilot programs proved successful, DHFS implemented Kofax Intelligent Capture & Exchange statewide.
The solution enabled DHFS to capture approximately 350,000 to 450,000 critical documents per month.
As a result, DHFS and its partner agencies have realized cost savings associated with paper copying and mailings, improved customer service and increased efficiencies. As of August 2007, DHFS agencies statewide have captured 5,196,289 documents since the project's inception, which represents a 320 percent increase since August 2006 year-over-year.
In addition, Kofax Intelligent Capture & Exchange serves as the origin of DHFS' disaster recovery system. Now that all case-related documents are captured and stored in a central repository at the states data center, they are fully backed-up on an ongoing basis via a redundant storage area network, with near real-time back-up. If any DHFS office location were to be damaged or lost due to a disaster, such as a fire or tornado, all case-related files would be saved and the work could be easily shifted to any one of a number of back-up locations. Since everything is available via the Web, a local school system, junior college or technical college with a computer lab, could almost immediately be set-up to process cases in the area of the disaster -- or anywhere else in the state or beyond.
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State of Wisconsin Department of Health & Family Services Selects Kofax Solution to Automate the Processing of Confidential DocumentsKofax Software Used To Learn More
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