MIS Project

Course Project

MIS 535
Keller Graduate School of Management












Contents
Abstract 3
Name of the company or organization 4
Business problem statement 4
High Level Solution 5
Benefits of Solving the Problem 6
Business Technical Approach 7
Business Process Changes 7
Technology Practices 8
Conclusions 8
High Level Implementation Plan 9
Summary 9
Reference……………………………………………………………………………………………………………………..12













Abstract
Office automation has been a big challenge in business. As I started my new career with the Social Security Administration, I notice an opportunity to improve the business process and streamline it to become efficient. The area is in the enumeration portion of the agency. I notice the third level investigation was a lengthy process due to the regular mail process. I started using existing automation resources and coordination with another branch of the federal government led to not only expedite the investigation process but to alleviate the financial burden. As the automation project achieve success, I will continue to look at the reengineering are next to ensure the business process streamline it is maximized.














Course Project

Name of the company or organization
Social Security Administration which comprising of a Commissioner and has a staff of almost 60,000 employees. The field organizations, which are dispersed to offer services at the local level, includes 10 regional offices, 6 processing centers, and approximately 1,230 field offices. There are two additional processing centers in central office.

Business problem statement

Currently, the Social Security Administration is experiencing issues with the existent process time to complete a third level investigation. This happens when and parolee or a non-us citizen request social security card. The system verifies the person immigration status with a database maintained at the US Citizenship and Immigration services office. If the verification fails, Immigration requires copies of passport and or an I-94 Arrival/Departure form, to be sent to an immigration officer to verify the data. Most of the common issues that prevent the initial check to clear are incorrect date of birth, misspell of first and last name.
In order to correct the issue, photo copies of the documents are required to be mailed to another office out of state to verify the information. This process takes between 15-30 days, and there is an implied cost with it. It requires the use of paper, stamps, man power to the fill form and mail it and process it. The process also cause the excessive use of printers and copy machines to produce the required papers.




High Level Solution
The concept for the business improvement recommendation is a very simple but efficient. The basic equipment consist of computers (existent), copy machines with scanning capabilities (existent), and an additional Digital Sender (needed but not required), to facilitate the process. The third level investigation will start by scanning the customer documents. They will be sent via email to the service representative email address and saved on the server for evidence in the process. The service representative will create a case in the internal immigration page and upload the document in their webpage utilizing the case number provided during the initial verification process. The department of immigration will receive the case, and their process time is between 1-5 business days. Upon verification, the department of immigration will update the case on their page, allowing the social security service representative to review their decision and clear the case in approximately 7 business days. The process not only will streamline the current one but it will save resources that can be allocated to other areas in order to provide quality service to the customers.
The below chart describes the current system process. It is a very lengthy process in which due to sending the supporting documents via regular mail, prevents an effective accountable method to track the mail. This could lead to a repetitive process to happen and increasing the waiting period.

Benefits of Solving the Problem
The general benefits are founded in a fast an accurate process, it will provide an effective results. The output will save resources, provide accountability for reports and visibility to managers about the results of the process.
The graph below displays how the proposed process will improve using the technological approach.



Business Technical Approach
Understanding and considering the structure process with the federal government, it is a little difficult to make changes to current environment which affects all offices nationwide. The technical approach used was utilizing existent automation equipment. The requirements for the automation process proposal are in place, the financial resources will be minimum. The training to enable functionality and easy use of it has been developed. The training will be conducted in two phases. The first phase will be the informational part and explaining what will be replace and new functionalities. The second phase will be "hands on" training in which each employee will have the opportunity to complete the process. In addition to the proposal and training development, a lifecycle cost has been developed and the manageability and business benefits are included in the plan.

Business Process Changes
The main goal with this project is to improve performance, reduce financial burden and increase productivity. When a top performance is required, the ability to improve or reengineer process is a must. Obtaining the upper management support it is essential, management always have the financial issue in mind. The project utilize the existent automation equipment, and with the financial resources saving plan, it will have enough budget to operate in a lifecycle and improve efficiency. The ongoing communication will be a key in order to be successful in the process change. In order to achieve that, it is imperative to maintain a record of proven results. Enhance experience and expertise through training of employees. Create a lesson learn log and benchmark and elaborate in best practices.


Technology Practices
Conducting technology practice is essential nowadays. Developing experts in each are it is imperative, the only obstacle it is implementing it in such as structured federal government atmosphere. As we learned in the course, there are phases in the organizational change, it takes time and all steps must be developed. Considering the automation portion as first step, it will enhance and maximize the current automation equipment, but looking at the next step of rationalization will create an environment which will lead to the reengineering and the existent tools will step into a new phase improving all areas and resulting in a more not only effective but efficient environment. At a long run, the use of cloud environment will take place to assist with texting of link to e-forms to assist in the merging process of other areas.

Conclusions
The project will be the first step into a new era in the automation process. The ability to implement an automated documents clearance service required to process immigrations status through another government agency. The current process takes between 15-30 days to complete due to the fact it utilize regular mail. My recommendation not only will streamline the process, but it will reduce the process time and will save the federal government resources in paper, envelopes, stamps, and man-power. The basic requirements consist of a digital sender or a copy machine with an automatic document feeder (ADF). It will be connected to the network and the documents will be sent via email to the processor and uploaded to an internal website. The idea will lead to improve other areas, which in the future will enable the current system to be in optimal service while keep improving and strive for a better service.

High Level Implementation
The implementation program will be conducted in four phases. They consist in the equipment set up, training and process improvement. The chart below depicts the areas of emphasis during the process.


Summary
The Social Security Administration is experiencing issues with the existent process time to complete a third level investigation. The proposed plan will resolve the existent process and will lead to enhance or automate other process within the organization. The use of existing equipment, training and continual impotent process will lead to the success of the project. The continue technology practices, technological approach and constant improvement will lead to the success of any project with the federal government. The success of the proposal will lie on a clear vision, reducing financial burden and improving process. This will support the mission and vision of the organization and will open doors to others and engage in the automation process.





















References


Laudon, Ken Laudon and Jane. Management Information Systems, 12/e for DeVry University, 12th Edition. Pearson Learning Solutions. VitalBook file.

Covill, L. (2015). The LEAN lab: automation, workflow, and efficiency. (cover story). MLO: Medical Laboratory Observer, 47(2), 8-12.


Harper, C. (2015). INTEGRATING MULTIGENERATIONAL Automation Systems. Process Heating, 22(5), 30-34.

DRĂGHICIU, N., & KUN, S. (2015). Reducing the Cost of the Production Process. Selective Soldering -- Continuous Improvement. Journal Of Computer Science & Control Systems, 8(1), 11-14.

Harper, C. (2014). Can your communication networks support an automation upgrade?. Control Engineering, 61(11), P1-P5.