General Services Department Risk Management Division Electronic Content Management System Phase II Project Certification Implementation Status Update January 18, 2012 11/13/2018

ECM Phase II – Status Update Executive Sponsor – Ed Burckle, Cabinet Secretary Project Sponsor – Jay Hone, Division Director Business Owner – Ed Romero, RMD Deputy Director Participating Agencies – GSD, SRCA General Services Department Presenters Gerald Rodriguez, Loss Control Bureau Chief Ed Romero, RMD Deputy Director Karen Baltzley, Chief Information Officer Jane Hamlet, Project Manager 11/13/2018

ECM Phase II – Project Overview Project Goals Streamline business processes to increase efficiencies Design/implement e-forms for Workers’ Compensation Bureau to further enhance workflow automation, reduce data input errors, increase processing time Provide technology for RMD Bureaus to improve productivity and streamline document tracking and reporting processes Enhance document management, data accuracy and security Implement ECM for Remaining RMD bureaus; Alternative Dispute Resolution (ADR) Loss Prevention Control Bureau (LPCB) Employee Benefits (EBB) Legal Property and Casualty (PAC) Financial Services Implement Automated Records Management Software 11/13/2018

ECM Phase II Project Accomplishments Project Status Implemented - Alternative Dispute Resolution Bureau Implemented - Loss Prevention and Control Bureau In Progress - ECM Software – IBM P8 - Upgrade to version 4.5.1 Workers’ Comp eForm for Initial Report of Injury Employee Benefit Bureau Process Reengineering Imaging Plan Revisions for Final Approval Project is on schedule and within budget No issues 11/13/2018

ECM Phase II – Accomplishments Loss Prevention Control Bureau (LPCB) Realized Benefits Efficient Document Management LPCB Loss Control Specialists are able to eliminate/reduce time spent filing and managing hard copy documents Remote Access Allows LPCB staff to promote loss prevention and control in the field instead of managing paperwork in the office LPCB Loss Control Specialists in remote field office locations can manage review loss documents online. No longer dependent on hard copy files. Increased Document Management and Security LPCB staff has re-engineered their business processes, improved productivity and streamlined document tracking Enhanced document management, data accuracy and security Increased Customer Support Times and Satisfaction Levels More expedient access to files/documents Quicker file review and determinations 11/13/2018

GSD ECM Project-Funding Phase I: Phase II: 11/13/2018

ECM Phase II – Projected Budget Expenditure Paid Encumbered Uncommitted Project Total CSW Project Management $218,189 $127,330 $ 345,519 PDS IV&V $ 12,463 $ 15,578 $ 28,041 enChoice Consulting $147,714 $456,861 $ 604,576 Training $ 0 $ 4,000 $ 4,000 Software – Records Manager, Database Launcher $ 49,484 $ 0 $ 49,484 Hardware -Virtual Node $ 14,256 $ 14,256 Contingency (5% of Total) $ 54,125 $ 54,125 TOTALS $442,106 $603,709 $1,100,000 11/13/2018

ECM Phase II Project Timeline 11/13/2018