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BUILDING AN IT ARCHITECTURE FOR DATA CAPTURE

BUILDING AN IT ARCHITECTURE FOR DATA CAPTURE. Terry Garber South Carolina Department of Revenue August 15, 2000. IT STARTS WITH A VISION…. Integrated multi-platform environment Total e-Government environment support Fingertip access to documents

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BUILDING AN IT ARCHITECTURE FOR DATA CAPTURE

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  1. BUILDING AN IT ARCHITECTURE FOR DATA CAPTURE Terry Garber South Carolina Department of Revenue August 15, 2000

  2. IT STARTS WITH A VISION…. • Integrated multi-platform environment • Total e-Government environment support • Fingertip access to documents • Become an Enterprise processor

  3. IIT Electronic Filing Other Agency Data Electronic Data Interchange Other Agency Data Interactive Voice Response Internet Filing Data Warehouse SCATS Data Entry Paper Non-IIT Scan / Image Outsource IIT SC DOR’s Technology Vision

  4. WHERE WE WERE • Mainframe-base Integrated Tax System • Developed in-house 1985 - 1997 • IDMS Database Management System • ELF/OLF, Telefile and Web Filing • Developed as pilot programs • Limited budget and resources • High-volume, award-winning programs!

  5. WHERE WE WERE, cont. • Highly manual paper processes • Difficulty finding key-entry operators • Scan/Image Pilot • Low-budget entry-level system • Limited OCR (primarily zero returns) • Limited access to images

  6. We Needed….THE INTEGRATOR • Outside “expert” analysis • Business Process Reengineering • IT Architecture recommendations • Ongoing project management • System and vendor integration

  7. SYSTEMS INTEGRATION RFP • Initial short-term report • Timeframe dictated by budget cycle • Analysis of current situation • Preliminary recommendations • Full Business Process Reengineering • Detailed process and IT recommendations • Cost/Benefit analysis • PriceWaterhouseCoopers selected

  8. INITIAL FINDINGS • Everything we knew about, PLUS: • Stovepiped data capture channels • Redundant system interfaces • Many single points of failure

  9. PRELIMINARY RECOMMENDATION YR 1 YR 2 YR 3 YR 4 YR 5 Automate Doc. & Records Mgmt. Phase One Reengineer Workflow Data Integration & Staging Modify Mainframe Systems Upgrade Electronic Filing & Payment Methods Preparation and Phase Two Pilot Test of Relational Databases Implement a Cashiering System Implement Data Warehouse Phase Three Planning for Next Phases Implement a CRM System Upgrade Technical Infrastructure Ongoing Implement Technical Process Improvements Implement Organizational Process Improvements Manage Organizational Change

  10. NEXT STEP: DETAILED ANALYSIS • Identify core business processes • Design team for each business process • Reengineer process flows • Technology requirements analysis • Cost/benefits analysis • Communications and change management • Implementation plan

  11. Manual Key Punch Data Capture Document Scanning OCR Engine OCR & Manual Validation ETL Engine WebFile SCATS TeleFile EDI/EFT ELF/OLF MISC Storage & Retrieval Non-IIT Storage & Retrieval IIT Conceptual Architecture Document Management External Data Data W-house & Operational Data Store Staging Engine

  12. OUTSTANDING PROCESS ISSUES • Document identifiers • What format should we use? • How would they be applied? • How soon would they be in the system? • Scanning configuration • Few large scanners or many smaller scanners? • What about remittance processing?

  13. PROCESS RECOMMENDATIONS • Packet identification (PID) for all items within one return packet (returns, schedules, payment) • Transaction identification (TID) for each general ledger account code • Multiple smaller scanners for redundancy and greater scheduling flexibility

  14. TECHNOLOGY ISSUES • Novell vs NT networking? • Fat vs thin clients? • IDMS vs relational database? • How would we manage redundant data?

  15. TECHNOLOGY RECOMMENDATIONS • Novell Directory Services for now, continue to evaluate Microsoft solution • Thin client where applicable, even if full function hardware • Continue with IDMS for processing, pilot relational approach for retrieval • Redundant data stores minimized

  16. REALITY CHECK: FUNDING • Historically modest in funding requests • Our good reputation works against us • Modest allocation this fiscal year • Need to build credibility • Seek alternative funding approaches

  17. NEXT STEPS • Finalize process and technology decisions • Functional design team for staging engine • Functional design team for PID/TID implications • Develop RFPs to have ready when funding becomes available

  18. QUESTIONS???

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