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October 06, 2003

BOCC Agenda Workflow Expediting

Hillsborough County Administrative Services Department contracts with DocuVantage for BOCC Agenda Workflow System to improve business productivity.

The Administrative Services Department (ASD) provides countywide coordination for all Board of County Commissioner (BOCC) meetings in Hillsborough County. Processing close to 80,000 pages of supporting documentation for the BOCC agenda’s on an annual basis, the ASD has contracted with Document Advantage Corporation (DocuVantage) of Winter Haven to provide an Electronic Document Handling and Workflow system to automate the county’s manual business process.

In fiscal year 2002, the Administrative Services Department generated 23 BOCC agendas, with 2,273 back-up documents with a total volume of 79,555 pages. The manual document management and approval process was responsible for consuming large portions of county staff time. Keeping track of the location and status of documents, county staff has spent significant time getting each item on an agenda approved and listed; often taking up to 7 days to process the BOCC agenda.

The implementation of an electronic system for document handling and automated workflow will allow ASD personnel to query the location and status of any document at any time, view the document, notify the originator if any agenda item is disapproved, and automatically create the final BOCC agenda along with the supporting documentation. The ability to locate and determine the status of BOCC agenda items and related documents will save an estimated 1,152 hours of county personnel time.

Once implemented, the Electronic Document Handling and Workflow System will improve the flow of submitted agenda items and supporting documentation through the county’s departments. The entire submittal and approval process will be fully automated in an electronic workflow routing system including electronic signature sign-offs and a full audit-trail.

Several business process integrators were reviewed and included in ASD’s evaluation. DocuVantage was awarded the contract based on their highly successful implementations in commercial, state and local government marketplaces, their expertise in legacy systems, the ease of use and scalability of their products, and their reliable support offerings. DocuVantage’s customer base includes Hillsborough County Departments of Fleet Management, Civil Service Office, Planning and Growth Management as well as Northrop Grumman and Bechtel (US Department of Energy Nevada Operations), amongst others.

Installation of the new automated system is expected to proceed in January, 2004 with implementation scheduled for March, 2004.

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Document Advantage Corporation (DocuVantage) established in 1998 is a certified MBE. The Optix® suite of software at the core of the Business Productivity Applications includes Optix® Imaging/Archive, Optix® Workflow; a GUI-based route editor, Optix® Web; secure browser-based access, Optix® Text Search and Optix® COLD. DocuVantage and its clients have enjoyed a 100% success rate in their implementations.

Posted by DocuVantage on October 6, 2003 12:00 AM

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