California Water Authority Saves Time and Money Through Intelligent Automation

RCWD identified four areas for immediate improvement and line of business integrations that would be needed. OnBase® by Hyland was installed and configured, and legacy data and images migrated to OnBase.

LINE OF BUSINESS INTEGRATIONS –

• Cayenta for access to digital documents within the system

• Lawson for data updates, auto-fills direct to system, routing rules based on HRIS

• Meter Services to update meter applications

• GIS updates for meter locations

• DocuSign for electronic signature processing

METER SERVICES SOLUTION:

Using OnBase, meter data is captured once and interfaced to multiple enterprise line of business applications via APIs. (Cayenta, Lawson, ESRI etc.)

OnBase Unity Forms and workflow automation replaced spreadsheets and paper meter applications were ingested at initiation and electronically routed.

Real-time notifications were delivered via email when work was assigned to a department, and new meter request status is now available via the OnBase workflow. Supporting documents and field updates are added electronically, with meter information and location captured via GPS interfacing to data automatically

PETTY CASH PROCESS SOLUTION:

Petty cash request – Reimbursement or Advance Request Submissions are now made via the Unity Form in OnBase from the RCWD intranet page, and information auto-populates with the Lawson ERP integration. This system prevents submissions outside of the rules/limits and requires receipt attachments to the submission.

Department review/approval – This is now done via OnBase workflow. The approver may reject, hold or approve the request, and electronic notifications are sent.

Accounting Disbursement – All steps are completed in the workflow lifecycle. Once approved, an email is sent to the requestor to visit accounting to pick up their money. Once completed, the form and documents are saved in OnBase.

CUSTOMER REFUND AUTHORIZATION PROCESS SOLUTION:

1. Customer service rep initiates Customer Refund Review & Authorization Process, and a check request report generated from Cayenta to a network share goes to OnBase automatically. Customer service validates information in OnBase and routes a PDF version for approval.

2. PDF is routed to reviewers following rules based on refund request levels. The system routes higher amounts, e.g. $25,000, to senior level for authorization.

3. Accounts Payable (AP) receives a notification of approval as each reviewer approves. AP completes their review using OnBase to access the files for validation. After validation, OnBase manages the process to Lawson and end the workflow life cycle.

AUTOMATE MAIL ROOM PROCESSING SOLUTION:

Incoming Mail – All mail is scanned and imported into OnBase. Upon import, it is identified as ‘daily incoming mail,’ indexed and labeled with department name so OnBase can deliver the mail into the right department ‘envelope.’ Department admins are notified when mail has arrived in their envelope, and they deliver it within the department.

Outgoing Mail – Department admins import their mail into OnBase, just like any document. Once indexed, the document is forwarded to the mailroom for processing. The mailroom staff processes per hardcopy mailing requirements.