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The Commonwealth of Massachusetts

The Commonwealth of Massachusetts

The state was headed for the cloud, but it wanted a no-stress deployment. Enter Hyland.

Managed services approach Starting small, thinking big

When the Commonwealth of Massachusetts decided to move to the cloud, it did so decisively.

“The state of Massachusetts’ mantra in the last year has been ‘cloud-only, cloud-first,’” said Mike Syversen, the state’s director of BPM platform services.

Managed services approach

The decision-makers for the state knew they didn’t want to manage the day-to-day administration of the transition to the cloud.

“In order for us to manage that infrastructure, there’s a lot of time taking place with administrators and boxes and things of that nature,” Syversen said. “We didn’t want the boxes coming on board and the administrative nightmare that you can have bringing one of these things up in an enterprise fashion.”

The state opted to deploy OnBase, a Hyland content services platform, in the Hyland Cloud. To alleviate many of the potential headaches, the Commonwealth of Massachusetts selected Hyland Managed Services to oversee the transition. Hyland Managed Services helps organizations relieve IT strain by providing operational support, product expertise and continued optimization.

For us to not have to bring capital equipment in and for us to not have to bring and train new administrators for the OnBase tool, that is perfect. That’s exactly what we’re looking for.

— Mike Syversen, Director of BPM Platform Services, Commonwealth of Massachusetts

Starting small, but thinking big

The Commonwealth of Massachusetts began with “the low-hanging fruit like forms and forms processing,” Syversen said.

The state’s online forms were static. Constituents had to download a PDF, fill it out, scan it and send it back — sometimes via snail mail. The forms then went through manual approval processes.

“Today, our forms are dynamic,” Syversen said. “You fill them out and press submit, and it automatically enters into a very efficient workflow.”

Now that it’s generated proven results, the state is moving on to bigger things, such as improving case management and procurement processes.

“We’ve fully automated our internal procurement process, which is a very, very large and involved process,” Syversen said. “We fully automated that and have taken all of the paper out of it. We’re also doing a lot of back-end, workflow processes for different agencies that need the help.”

Hyland has played a prominent role in Massachusetts’ major efficiency gains.

“For us to not have to bring capital equipment in and for us to not have to bring and train new administrators for the OnBase tool, that is perfect,” Syversen said. “That’s exactly what we’re looking for.”

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