A global leader in agriculture production with over $40 billion in economic activity enlisted M Corp to help with reducing pressure to improve the registration and licensing process that support the safety, quality and inspection of this state’s food supply.
M Corp brought a sharp focus on the opportunity for automation of the workflow through the structuring of business rules.
Initial research identified significant opportunities to automate the processing of backlogged applications and, with M Corp’s support, this state department set out to transform their registration data management system.
For years, state registration and licensing of feed, fertilizer and livestock drugs utilized manual processes and workflows intertwined with stand alone accounting and data systems. The review processes required regular requests for additional information that added significant delays in the processing times of applicants.
M Corp brought a sharp focus on the opportunity for automation of the workflow through the structuring of business rules for registration intake and processing of applications linked to license management and inspection monitoring.
Working closely with members of the state agriculture team across multiple disciplines and in different locations, M Corp supported a number of modernization approaches to maximize efficiency:
- Mapped all workflows connecting all business functions and roles for the life of the registration/license
- Built first comprehensive business rule set that validated all permutations of an applications options
- Analyzed market for a COTS based options to address solution needs
- Developed a holistic solution approach with client teams to ensure operating needs were being addressed and met
With a complete end-to-end understanding of our customers’ needs and state departments opportunities, M Corp developed a number of recommendations for a modernized environment:
- Registration: configure a business rules driven intake form that minimized incomplete data and provide users to pay on-line with credit card or check that is directly linked to the accounting system
- Accounting: Tie the workflow into the accounting process to minimize analysts seeing applications that are not paid before initiating any work
- Processing: Applications are assigned to specific analysts based on type of application and supervisors are able to manage the queue to balance workloads electronically, analysis only see fully completed applications
- Licensing: Upon approval, users are notified of their licenses status and are able to go on-line and print their licenses real-time
- Inspection: All registration and licensing data is tied to inspection screens that are accessible to analysts for renewals and tracking
- Data Access: Each applicant can see all of their licenses and the status of each inspection
To achieve full value from the investment in this solution and processes modeling, state department also employed a phased rollout for the organization. M Corp helped the department work with the front line to properly tailor and refine the tools as necessary, and ensure the teams were comfortable using them.
- Backlog of more than 400 applications was cleared in 3 months using new system
- Quality in data improved dramatically
- Rules-driven applications and form that eliminate errors in data capture
- Automated workflow for application processing, inspections, lab sample processing, and reporting
- Industry users have easier access to applications and tracking of status, including renewals
- Industry can directly print certificates on-line as opposed to waiting for them in the mail
- State staff can view the workload and status of each document in the workflow
- Data security for each applicant
- Solution automatically assesses fees and penalties based on payment timeframes
- Ad-hoc reporting capabilities now allow users to self-generate reports
- Data capture is linked to relevant records, including attachments