By: Larry Lavacca, Solutions Specialist Manager (OnBase) for the Clerk of Circuit Court in Hillsborough County
When it comes to leveraging OnBase, I’ve learned throughout the years that technology doesn’t drive business – business drives technology. Enhancing business processes, rather than relying solely on technology, can create a more dynamic infrastructure that can significantly improve workflow.
OnBase was first implemented in Hillsborough County approximately 8 years ago to streamline our central AP department. It completely eliminated the paper in our central AP office, and everything ran smoother, from purchase orders and receipts to invoices and checks. We realized very quickly that OnBase is something great – not only is it flexible, but it can also easily pivot and adjust to fit a variety of departmental needs without heavy coding. We quickly caught a case of “OnBase Fever” and started putting each department’s content, including video, photos, documents, and more, into OnBase.
After implementing our AP solution, we started to look at where else we could leverage OnBase. We started with replacing our jury services solution; that’s saved us $40,000 – $50,000. We also replaced our outdated system for board records, which saved us more than $200,000. We are currently working on replacing our tax deeds system which is slated to go live in November. After that, we will continue to work on replacing our Official Records system, which will take another five or six months to complete and will save us $365,000.
It’s very simple – use OnBase as your development tool. Forget SQL and .net – just build it in OnBase! Below are some tips to help you leverage your own OnBase solution:
Implement an Efficient Strategy
Having a proper workflow is essential. To manage our systems, we are actually in the process of creating our own ticket system within OnBase WorkView to stay on track. The tickets will be put into categories within OnBase, and they’ll be assigned and prioritized. Users will then meet to discuss each department’s priorities and work tickets accordingly.
Discovery is key to executing an efficient strategy. You have to listen to your users and understand what they want. This is a crucial step that gives users the voice they deserve – it not only puts their minds at ease, but gives you the insight needed to make informed decisions when adjusting processes.
Communicate to Employees
Communicating to users should be a top priority when it comes to implementing change. We actually have our own OnBase trainer and OnBase security officer that do a great job helping our users throughout the process. To become a user, employees are required to fill out security forms, take training classes, and pass a test. Only after that is security granted. Whenever there’s a new department queue or upgrade, the OnBase trainer communicates the change to the corresponding people.
We even use OnBase to help communicate change to our employees so users can have access to new information at their fingertips.
Consider the Time Frame
Considering how long a system will take to complete is very important. In my experience with OnBase, I’ve found that creating a new system can take anywhere from 3 or 4 months, and really large tasks can even take a whole year to build.
The goal is to try to focus on creating an OnBase solution with minimal custom development, because it’s easier to maintain a solution if you build it yourself. No matter the city, county, or state you live in, we all have a jury service system and tax deeds system. As a result, when something is built right by clerk employees with the help of OnBase, it will work anywhere.
Larry Lavaca is the Solutions Specialist Manager for OnBase and has worked for the Clerk of Circuit Court in Hillsborough County for 23 years. With 8 years of OnBase experience and 4 OnBase certifications, Larry has become a pro at writing systems in OnBase. He manages the whole Clerk and County OnBase instance/infrastructure (Servers, Database). He has a team of five Clerk OnBase developers, Security Officer, and Trainer. He works with an OnBase ECM admin team on the County side to get solutions built, tested and migrated into production for the whole ECM side of Hillsborough County solutions.