Already in use in a few departments, OnBase provided UFP with a flexible platform for configuring business applications organization wide. The first application (used to manage Sarbanes-Oxley Act compliance) set the stage for further growth.
"We realized immediately the power that OnBase has, in that we could build just about any database application we needed while replacing old applications that were going to be sunset," said Lemon. Since that realization, Lemon's team has designed and deployed applications for various processes and business needs. These included applications for capital expenditure, storm water, lease and customer management.
While serving different purposes, UFP built all of the applications on one OnBase platform. This allows capabilities, including document management, forms, workflow automation and security controls. Additionally, one consistent, intuitive interface minimizes the need for extensive user training.
OnBase consolidates data, documents and other content surrounding UFP's business processes and delivers the information to users in one complete view. OnBase also sends automatic task reminders directly to staff's email inboxes.
Before widely using OnBase as platform for building business applications, Lemon's team went to developers with every request, which led to long project timelines. "Now with OnBase, we can build all that ourselves," Lemon said. "We meet with a department, design the workflow process, build it, test it and implement it with users to make sure they're using it effectively."
Making process changes is also quicker and easier than with previous systems. "The platform is extremely flexible and allows us to reengineer our own database depending on work process changes," Lemon said.
Lemon regularly meets with different departments to discuss current processes and identify opportunities. "Usually what comes up in our discussions is an Access database or spreadsheets managed by many people. When I hear that, I think OnBase," he said.
The team then creates prototypes in their test environment that allow business users to try the application and share actionable feedback before putting it into production. "The minute users start using the system, they mentally connect the spreadsheet they were using before to what they can now do with OnBase," Lemon said. "That's when everything changes."