BDO Government Services modernizes SNAP funds management with Hyland OnBase™

Industry: Financial advisory
Location: Chicago, Illinois
Organization size: 14,600+ employees
Hyland solutions: Hyland OnBase™

BDO Government Services, a wholly-owned subsidiary of BDO USA, teamed with state and local agencies to modernize Supplemental Nutrition Assistance Program (SNAP) funds management and disaster recovery funds administration with OnBase. In fast-changing, high-stakes environments where requirements shift by event, funding source and jurisdiction, many agencies lack systems flexible enough to keep pace; off-the-shelf tools rarely support needed customization; and spreadsheets add risk, inconsistency and delays. By centralizing data, automating workflows and standardizing processes across regions, the OnBase solution enables faster, more consistent management of SNAP and disaster recovery funds while reducing administrative burden and information silos.

Agencies administering disaster recovery funds and SNAP often rely on region-specific processes, spreadsheets and manually maintained formulas to track financial activity. These tools don’t scale, adapt to differing program requirements or support real-time access to information. Staff end up maintaining multiple spreadsheet versions, copying data month to month and managing calculations with an ongoing risk of formula errors.

Timely access was another major challenge. Key data was often stored on local desktops or shared files, creating delays when updates were needed or staff were unavailable. Central offices spent significant time emailing regions for status updates, limiting visibility into performance and slowing decision-making. Meanwhile, manual administrative work pulled teams away from higher-value oversight and constituent support.

Using OnBase, BDO Government Services centralized and standardized SNAP funds management through a dedicated Funds Management (FND) module. Integrated with existing financial data managed in another OnBase area (FMIS), the FND module operates as a distinct application with its own users, workflows, reporting and actions aligned to program requirements.

OnBase replaced spreadsheets with automated workflows and built-in business logic, eliminating the need to create, maintain or validate formulas manually. Data is entered once and reused consistently, reducing errors and improving reliability. Users now have immediate access to up-to-date information to complete tasks, generate reports and perform their roles without waiting on updated files or regional handoffs.

Equally important was the implementation approach. BDO involved key stakeholders and end users throughout discovery and demonstrations to ensure the solution reflected real operational needs, built trust and supported long-term adoption.

The centralized FND module has changed how agencies manage SNAP and disaster recovery funds. Standardized processes and data collection eliminated region-specific workarounds and reduced spreadsheet-driven guesswork. Information silos have been reduced, giving authorized users access to what they need, when they need it — without administrative delays.

Automation reduced manual effort, freeing teams from spreadsheet maintenance and allowing greater focus on execution and oversight. Central offices now have real-time visibility into funds management activity, improving responsiveness, accuracy and transparency across regions.

The FND module is built to evolve as program requirements change. While SNAP is the first module live, plans are underway to expand Funds Management to additional programs, including Charges for Care, Social Security Benefits and Personal Needs Accounts, impacting more than 50,000 constituents. Using the same collaborative, user-focused approach, BDO and its clients are building a single consolidated platform for funds management to support scalability, consistency and long-term value.