Streamlining Critical Workflows for State Transportation Agency

Introduction

A state transportation agency responsible for managing infrastructure projects and public records faced mounting challenges with its document-heavy workflows. With strict regulatory requirements, a growing volume of records, and limited resources, the agency needed a way to modernize its processes. By leveraging Adlib and FlowWright, integrated with Hyland’s OnBase platform, the agency achieved a dramatic transformation, automating critical workflows and improving operational efficiency.

Challenges

The agency managed over 100,000 document-related tasks annually, including employee timesheets, project records, and regulatory filings. Key challenges included:

1. Time-Consuming Manual Processes: Document conversion, validation, and routing were handled manually, leading to redundancies and delays.
2. Compliance Pressure: Meeting audit and regulatory requirements required significant staff time and effort to ensure accuracy and traceability.
3. Limited Budgets: Like many government agencies, resources were constrained, making it hard to scale operations to meet growing demands.
4. Fragmented Systems: Documents were spread across various repositories, creating silos and making retrieval and processing inconsistent and inefficient.

Solution

The agency implemented Adlib and FlowWright, connected to their Hyland OnBase system, to address these challenges:

1. Adlib for Document Transformation: Since 2011, Adlib has been automating the conversion of critical documents, such as employee timesheets from InfoPath forms, into high-fidelity PDFs ready for audit and archival. Adlib processes 900 document tasks per hour, ensuring standardization and compliance across all outputs.
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2. FlowWright for Workflow Automation: In 2022, the agency added FlowWright to automate 56 complex document workflows previously managed manually. FlowWright executes over 100,000 jobs annually, handling approvals, decision trees, and routing with precision.
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3. Seamless Integration: Adlib and FlowWright connect with OnBase to centralize document processing, ensuring files are ingested from multiple sources, processed consistently, and stored in accessible, standardized formats.

Outcomes

The integration of Adlib and FlowWright delivered significant results:

1. Increased Efficiency: Automated workflows reduced manual intervention, enabling faster processing of large volumes of documents.
2. Enhanced Compliance: Standardized document formats and audit-ready outputs ensured the agency met regulatory and FOIA requirements with ease.
3. Cost Savings: Automation reduced redundancies and freed up staff to focus on higher-value tasks, optimizing the agency’s limited budget.
4. Improved Data Accessibility: With Adlib and FlowWright acting as middleware, documents are now unified across systems and easy to retrieve, eliminating silos and delays in responding to public records requests.

With Adlib and FlowWright, the agency completely revamped its document management process, making it more efficient, compliant, and accessible. This story highlights how government organizations can use automation to work smarter, overcome limited resources, and deliver better results for the people they serve.