Enterprise Modernization in Government Organizations Session ID: CON7947 Bob Sabo – Executive Director, Oracle Public Sector Solutions Sharon Bock - Clerk

Enterprise Modernization in Government OrganizationsSession ID: CON7947

Bob Sabo – Executive Director, Oracle Public Sector Solutions

Sharon Bock - Clerk &Comptroller, Palm Beach County

Shannon Ramsey-Chessman, Chief Operating Officer of Finance Palm Beach County

September 30, 2014

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Program Agenda

Managing with Technology: What’s Ahead onthe Road to Government Modernization

Enterprise Modernization At Palm Beach County

Question and Answer

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Shifting Technology Priorities

Impact on State Finance Professionals

Examples

The Future?4


Shifting Technology Priorities - Changing NASCIO PrioritiesPriority Strategies, Management Processes, Solutions 2010 2011 2012 2013 2014***

Budget and Cost Control 1 2 2 5 6

Consolidation/Legacy Modernization 2 1/9 1 1/8 2

Shared Services 3 5 8 6 8

Broadband Connectivity/Public Safety Network 4 8 7 9 9

ARRA 5

Security/Disaster Recovery 6 7 6 3/10 1/*

Transparency 7

Infrastructure 8

Health Care - Health Information 9 3 4 7 10

Governance/Strategic IT Planning 10 6 4 */5

Cloud Computing 4 5 2 3

Data and Information Management/Portal 10 */9

Mobile Services/Mobility 10 4 7

*Topic was split in 2011 - ** Dropped from list - *** Project Management and Portfolio Management

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NASCIO – Making Sense of the Trends – Priority StrategiesFlash in the Pan

ARRA – Fun while it lastedTransparency – Great progressInfrastructure – Technology upgrades (and they probably called it another thing!)

Staying PowerConsolidation – Rationality, Lower CostBudget – Good news, from 1 to 6. Bad news, still #6Shared Services – Good idea still not used enoughHealth InformationSecurity – Jumped to #1 in 2014

Future TrendsCloud Computing – The next new thing?Mobility, Mobile Applications


Shifting Technology Priorities - Changing NASCIO PrioritiesPriority Technologies, Applications & Tools 2010 2011 2012 2013 2014

Virtualization (storage, computing, data center etc.) 1 1 1 3 5

Networking, voice and data communications 2 3 5 8 10

Document/Content/Records/E-mail management 3 6 9 10

Cloud computing, software as a service 4 2 3 1 1

Security enhancement tools 5 7 8 2

Enterprise Resource Planning (ERP) / Legacy application modernization-renovation

6 9/4* 6/2 6/4 4/6

Geospatial analysis and GIS 7 ** ** ** **

Business Intelligence (BI) and Business Analytics 8 8 8 9 7

Identity and access management 9 5 7 5 9

Social Media and Networking 10 10 ** ** **

Public Safety Radio Network/Disaster Recovery (2014) 10 (PS) ** 8 (DR)

Mobile Workforce Technologies 4 2 3

*Topic was split in 2011 - ** Dropped from list

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NASCIO – Making Sense of the Trends – TechnologiesFlash in the Pan

Geospatial-GIS – Most now have itSocial Media – Something wrong here?

Staying PowerVirtualization/ModernizationBusiness Intelligence, ERP, Networking, Document Management, Identity Management

– Ebb and Flow but always there

Future TrendsCloud ComputingMobile Workforce Technologies (not to be confused with Social Media)Security – Jumps from 8 to 2


What Does This Mean for Public Sector Professionals?Key technologies and trends that impact you and Government Modernization

• Modernization – Improve efficiency, effectiveness and lower costs

• Mobile – Work anywhere on any device

• Cloud – Reduce deployment time, stay current, impact staffing issues

• Business Intelligence/Analytics – Use information to drive change

• Shared Services/Consolidation – Lower costs, improve service


Example – Pennsylvania Treasury Department

PA Treasury Modernization Program – 2010:Replace aging and siloed systemswith state of the art technology

•Key Goal – Automated pre-audit function for 35 million plus payment transactions per year. Detect duplicate and incorrect payments

•Before – Sample every 25th transactionand select for audit

•Today – Use transaction monitor softwareto apply rules

Examples1. Split Payments

a) Using Vendor payments

b) Using Advance accounts

2. Payment over a threshold value.

3. Payment with missing TIN

4. First Payment

ERP Integration 5. 70 analytics – 25 Controls

Plan to monitor 27 different conditions


Example – State of New York, State Financial SystemState SSI disability payments – 2014. Use ERP system to process Payments currently doneby Federal Government

•Key Goal – Eliminate $90 million annual fee paidto HHS – more fully utilize ERP

•Solution – Utilize ERP system to process 750,000 payments per month and eliminate fee. Team effort to implement new processes and ensureSystem could handle huge volume.


Example – Georgia Recruiting Cloud SolutionGeorgia recruitment and employee on-boarding processes – 2014

•Key Goal – Automate and standardize recruiting and on-boarding processes for attracting new talent tothe State

•Before – Outdated systems and recruiting website, limited to no automation

•Now – Single Statewide system for recruiting and on-boarding. Rapidly deployed in the Cloud. Integrates with State HCM applications


• Raised customer satisfaction levels from poor to very good

• Moved many personnel programs to new web-based knowledge management service

• Increased monthly utilization of web knowledge base - over 1 million hits a month

• More stable, faster and current system that is upgradable in a Cloud hosted environment

• Combined personnel services improvements with necessary cost reductions

Solutions

Example - Air Force Personnel Center


Policy AutomationERP

BusinessIntelligence

Talent Management

Planning and BudgetingHCM

Social Relationship Management

Applications as a Service

Platform as a Service

Infrastructure as a Service

On Premise – Shared Service -

Modernized, mobile enabled using a choice of deployment methods

Cloud On Premise

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Social media usage is increasing in every age bracket• 89% of 18-29 year olds• 82% of 30-49 year olds• 65% of 50-64 year olds• 49% of 65+ year olds

The Future? Social Media usage is rising

Source: Pew Research, January 2014, http://www.pewinternet.org/data-trend/social-media/social-media-use-by-age-group/


It’s happening now – georgia.gov*

Million Page views in Last 12 months 16 Million Unique Visitors

33%Georgia.gov traffic that was generated from mobile device

27% Increase in Mobile Traffic - 1st Quarter 2014

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*Government Technology Magazine – “The Mobile Imperative” July/August 2014

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The Future? Facebook – Largest social network in the world

1.31 billion monthly active users and 829 million daily active users

1.07 billion mobile monthly active users, and 654 million mobile daily active users

1MNumber of links shared every 20 minutes on Facebook

48% of 18-34 year olds check Facebook when they wake up, 28% do so before they get out of bed

Sources: http://www.insidefacebook.com/2014/07/23/facebooks-q2-2014-in-charts-best-quarterly-revenue-now-at-1-3b-users/ and http://www.statisticbrain.com/facebook-statistics/


Program Agenda



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Enterprise Modernization in Government Organizations

Oracle OpenWorld September 30, 2014


www.mypalmbeachclerk.com

As an independent, third party, the Clerk & Comptroller acts as a

trustee of public records and public funds

The Role of the Constitutional Clerk & ComptrollerAccountability through Independence



Clerk & Comptroller’s OfficeProtect, Preserve and Maintain

Vision

Strategic Direction

Mission

Values



Enterprise Modernization Better, Faster, Cheaper

Increase Efficiencies

Reduce Costs

Bridge IT and Organizational Goals


Maximize use of technology Move toward paperless court system Increase efficiency Decrease cost

Changing Court EnvironmentThe Digital Evolution


E-Filing Justice PartnersThrough Collaboration Comes Success

Florida Legislature

E-Filing Authority Board

Florida Courts Technology Commission


E-filed Document Processing

The ePortal receives eFile

Attorney submits eFile Document

ePortal sends Receipt of Filing Notice to Attorney

Clerk’s Office receives eFile Document

ePortal sends Reject Notice

to Attorney

ePortal sends Acceptance Notice

to Attorney

Clerk reviews eFileDocument is validated, redacted,

released to CMS

The ePortal is notified of eFile acceptance

The ePortal notified of rejection

StartEnd

Accept

Resubmit


September E-Filing StatisticsCategory Number

Average E-Filing Submissions per Month 1.1 Million

Individual Documents Submitted 1.8 Million

Average Submissions per Weekday 53,000

New Case Initiation 4.9%

Attorney Users 57,930

Judge Users 177

Pro Se/ Self- Represented Users 2,253




E-Clerk and ComptrollerVirtual Document Repository



E-Court SystemOur Evolving Legal System

Self-Service Demand

Educated Customers

Comfort with Technology



Palm Beach County FloridaThe Best of Everything



Opportunities for Improvement

Inefficient Paper-Based Legacy System Error prone Fiscal Constraints Compliance Concerns Self-Service Model



Integrated SolutionPeopleSoft



Intuitive Agile Scalable PeopleSoft

Financial Management Human Capital Management



ChallengesExperience is the Best Teacher

Lack of Shared Vision

Gaining Stakeholder Buy-in

Learning new processes



Results Working Smarter, Not Harder

Increased Efficiencies through Automation

Reduction of Full-Time Staff Positions

Increase in Professional Staff

Increased Stakeholder Collaboration


QUESTIONS?


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