In any business where a license is a requirement of employment, the effort that is followed for the licensing process is of ultimate importance.

February 10, 2015

Imagine the time and effort involved if this process is totally manual and paper-based! In most instances, this appears to be the case in the tribal gaming industry. The constant shuffling of paper documents from one person to another or from one department to another is at the very least, challenging. Therefore, the impact of automating this process can be significant. Business Systems & Consultants, Inc. has just completed a project that accomplishes that, and more. The solution is built around an electronic document management and workflow system, thus it not only automates the process, but also provides for the long-term storage of critical documents – in a paperless environment!

In our project, many hours of discovery and design work was performed. Anyone involved in the old process participated in this phase of the project, and thus were instrumental in the final project plan and system design. The resulting automated process is outlined below:

  • Step 1: An employee is hired, then directed to a website, where all necessary forms are found that must be completed for the licensing process to begin
  • Step 2: Forms are completed on-line by the employee
  • Step 3: At pre-determined time intervals all forms that have been completed are transmitted and automatically uploaded to the gaming commission system
  • Step 4: All electronic forms are processed into the electronic document imaging and workflow system, and are thus routed to the appropriate work queues for further review and processing, based upon pre-defined business rules
  • Step 5: Licensing personnel are responsible for reviewing forms and documents as they are routed through the appropriate queues. They are checking to assure that all the necessary forms are completed, often based upon the answer to certain questions contained on a form. Rules are in place that govern how these situations are handled, often with time constraints placed on the form
  • Step 6: Documents can also be manually routed as appropriate to ensure the needed flexibility
  • Step 7: All necessary information is transmitted to the L1/Livescan fingerprint system, which then allows for fingerprints to be taken and the background check ordered
  • Step 8: Identification photographs are made, documents are electronically signed via a signature pad interface and ID badge/employee license is generated
  • Step 9: Fields are set which control renewal dates, thus renewals can also be handled in a timely manner (the renewal process is also based on the same general approach)

Not only has the customer gained control of their documents and workflow processes, but they are now more efficient, more professional and have far greater control over their previous manual processes.

Contact Business Systems & Consultants today at (205) 988-3300 to see how we can help you find the perfect solution(s) for all of your licensing process needs.