http://www.hcltech.com/government/overview- for more Public Sector

4. HCL develops a Knowledge Management system
for the New York State Department of Public
Service (NYS DPS) - State of New York
BACKGROUND
 NYS DPS works to guarantee safe, secure, and reliable access to energy, telecommunications,
and water services for New York's citizens and businesses
 It partnered with HCL to develop and deploy a business system to collect, organize, integrate,
distribute and preserve the Department’s knowledge and documents. HCL was to make both
the filing and the information-retrieval processes as efficient and streamlined as possible,
leveraging available technology tools such as imaging, electronic workflow & case status
tracking, electronic signatures, and integrated data and information management
CHALLENGES / OBJECTIVES
The purpose of the project is to develop an electronic filing system, which will:
SNAPSHOT
 Reduce the need to maintain official paper files in the future and reduce the
number of existing official paper files by converting them to an electronic format  Vertical: Public Services
 Ensure that agency records are automatically stored, archived, and eliminated  Micro-vertical: Government
under applicable state laws and regulations  Service Areas: Application / Solution
 Provide the Department and the public easy access to most agency records Development & Maintenance Technologies:
while recognizing that access to certain records must be properly restricted, both Net, Oracle 10G, File Net (for document
within and outside the Department storage), Process Engine (for workflow)
 Increase the ability to search for specific information in a body of related records  IPs / Frameworks: iGOVERN™ Complaint
 Improve the Department’s ability to distribute copies of agency records in a and Quality Management
timely manner to appropriate persons within the Department

5. THE SOLUTION
HCL developed the following main modules for the DMM [Document Matter Management] application:
 Matter Filing: This module enables internal staff and authorized external users to file a matter/case to the Commission for
consideration
 Matter Management: This module allows authorized users manage matters/cases and route the documents for review, add
notes, maintain event calendars and request for additional information from other assigned staff to the matter/case. The module
covers functions such as: Public Documents, Contacts, History, Calendar, SAPA , Assignment Staff, Internal Documents,
Notes, and Information Request
 SAPA Management (Notices for Hard Rule Making): The application allows authorized users to generate SAPA notices
which follow defined workflows for approval
 Agenda: This process comprises multiple workflow steps, each requiring the involvement of several staff, gatekeepers and
offices to bring the process to successful conclusion
 Hearings Management (Scheduling & Recording Notices, Draft and Final Order): This is a process by which the
Department will conduct hearings in cases where required by law. The Hearing module enables authorized internal staff to add
and manage public or internal events related to hearings or any other event in the system
 Admin: This module enables the application’s administrator define roles and manage access control; application users can
perform tasks based on their access level
 Reports: General Reports, Pre-defined Reports and Notifications, Ad-hoc Data Reporting
 Data Migration
RESULTS / BENEFITS
 Reduced the need to maintain paper files
 Easy access to records with appropriate restrictions wherever necessary
 Role based Access Control
 SOA based architecture
 Single Sign on
 Content based search

6. Hello, I’m from HCL! We work behind the scenes, helping our customers to shift paradigms and start revolutions. We use digital engineering to
build superhuman capabilities. We make sure that the rate of progress far exceeds the price. And right now, 88,000 of us bright sparks are busy
developing solutions for 500 customers in 31 countries across the world.
How can I help you?
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