Finance & Administration Solutions for Government

Faster, more affordable government with OnBase. 

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OnBase is a proven enterprise content management solution for each level of government, helping each meet today’s challenges of smaller budgets and staffs while laying the foundation for simplified, efficient and mobile government information technology.

Finance and Administration Solutions keep vital government functions and responsibilities moving forward, saving time and eliminating costs. Meet today’s challenges by digitizing paper documents and automating processes surrounding them.

 

Agenda Management Software For Government

Gathering and scheduling meeting agenda items that exist in emails, documents, spreadsheets and paper is time consuming for your staff. Knowing they have the latest versions of documents can also be difficult. After hours of printing and collating, last-minute changes and ad-hoc items only add pressure to already tight deadlines. An OnBase Agenda Management solution automates the labor-intensive approval, assembly and distribution of agenda management and minutes management tasks, speeding up legislative processes.

With the OnBase Agenda Management solution, users:

  • Auto-create, assemble and update packets instantly
  • Stay on top of requests by tracking submissions using workflow automation
  • Choose a solution with the flexibility and scalability to meet their changing enterprise needs

With the Agenda Management solution, packet assembly takes much less time than manual systems and enhances your view of the process and status of individual agenda items. While staff centrally manage requests and automatically send agendas on for approval, workflow automation and a built-in audit trail enforce the proper review and approval procedures. Agendas and minutes can be published to the web or other solutions, and clerks can automate follow-up actions and track agenda items after a meeting.

Whether you’re publishing agendas to a website or other solutions, OnBase connects systems and increases efficiency and transparency. With the OnBase Agenda Management solution, you can use your OnBase foundation across your organization to meet the needs of individual departments and processes whether it is your first OnBase purchase or an expansion of your enterprise content management (ECM) strategy.


Government Contract Management Solutions

Eliminate risk and remain compliant with OnBase Government Contract Management software

Your agency manages, tracks, review and approves volumes of contracts every fiscal year. Contract reviews, retrievals and timely renewals are critical to managing projects, grant and purchases. OnBase Contract Management transforms your contract management efforts by capturing, storing, routing and notifying staff of necessary tasks they must do to complete contract reviews and renewals on time.

Using OnBase, government agencies can:

  • Schedule alerts for contract review, renewal and deletion
  • Shorten lengthy audits by automatically tracking all contract modifications
  • Centralize storage with permission-based access and edit rights

Since OnBase stores documents digitally, your agency can further transparency efforts by publishing contracts to your website, helping you meet new legal responsibilities for providing access to contracts. With central, secured storage, you can also create self-service access for staff and constituents, allowing staff to handle more work without interruption. With OnBase Contract Management, your agency easily retrieves contracts, provides self-service access and automates and enforces review processes, ensuring you never miss a renewal that can help your organization continue favorable pricing terms.


Native Integration - Connect OnBase With Your ERP System For Faster Processing and Increased Transparency

Many agencies have turned to ERP systems like PeopleSoft®, SAP®, Oracle, JD Edwards® and Lawson to manage invoice processing, procurement tasks, contract management, credentialing and certifications – many of which also rely on document. Switching between paper and data systems not only slows down staff but creates more work for them, including taking time to make photocopies and use intra-office mailto transport documents, further slowing down processes.

Paper also derails another government trend, transparency – constituents, vendors and staff are challenged to know the status of transactions and processes when they are buried in paper documents or tracked in dozens of manual tracking systems created by overworked staff.

OnBase connects your ERP with related documents, automating processes and creating transparency for financial and human resources tasks. OnBase provides decision-makers with complete visibility into processes, providing audit trails, real-time reporting and executive dashboards. Capture documents immediately and extract data to reduce or eliminate indexing. Then, with OnBase Workflow, notify, view, route and manage documents directly from ERP screens, allowing staff to work in their familiar work environment.


Government Public Records Management

Increase government transparency with OnBase Public Records solutions

Access to public records is a cornerstone of an open, transparent government. Clerks, courts and many other agencies are fielding more requests for documents than ever before, but with staff reductions, meeting these requests means other work can’t get done. While constituents continue to request better online services, government departments and agencies are still working with decades of paper documents.

OnBase Public Records solutions further transparency and open government initiatives by helping departments meet legal responsibilities for providing access to public records. From easy retrieval for staff in public offices to online request tools and automated records packet creation, OnBase helps organizations meet records requests in a timely fashion. OnBase features tools for retrieving and bundling documents to meet records requests, provide constituent self-service access, automate the request process, make documents available for sale online and even redact confidential information – all while lowering costs and providing staff with more time to focus on other important initiatives.

Using OnBase, agencies can start by automating records retrieval and leverage the solution as time, budget and goals permit to provide constituents with self-service and online access to records.   


Human Services & Housing Solutions for Government

Housing & human services

Improve services right now and in the future with document management for housing and human services

For housing and human services agencies, OnBase eliminates the costs associated with paper-based processing and storage, laying the groundwork for faster, more efficient programs.

Affordable housing

Manage increasing caseloads with OnBase for affordable housing

Today, every dollar counts for housing agencies as they face great need from constituents. Despite reduced budgets and smaller staffs, agencies must continue to efficiently manage tenants and properties, document and re-certify their eligibility, support homebuyers, and manage subsidized properties for IRS, HOME and other programs. In addition to these services, agencies must ensure that this wide range of program documentation is secure, easily retrievable and complete.

With OnBase, agencies securely store all required documentation, enforce records retention and automate compliance tasks to ensure that tenants, property subsidies and customers meet federal requirements. Using OnBase, agencies store information – including applications and certifications – in a single document repository, helping specialists manage increasing workloads while supporting compliance. OnBase also allows program directors to perform pre-audit sampling of program files, ensuring programs meet documentation and compliance requirements.

OnBase also connects with databases, regardless of program. Staff have a single repository for all documentation, allowing agencies to efficiently deliver programs and easily provide referrals. All of this is achieved without additional training because OnBase integrates with the systems staff already know. As staff works with data systems, OnBase shows them relevant documentation for data records as well as what required documents are missing, helping agencies support compliance efforts. With OnBase, staff can also access key information stored in documents when they are in the field on tablets or smartphones, providing more mobility, faster field work and increased staff productivity.

Eligibility determination

Streamline housing services with OnBase solutions for eligibility determination

Agencies use OnBase to eliminate paper, helping you to easily capture, store, secure and retrieve the critical documents needed to support compliance and program delivery. By automating processes, OnBase allows staff to focus energy and time on more complex matters of service, referrals and in-person support. Using OnBase, staff securely manage all supporting documentation and can connect it with case management systems to streamline processes. OnBase also automates intake and routing of documents after capturing them, ensuring your agency never loses another document while providing your field staff with access to needed information without carrying paper files.

With OnBase, you automate processes and provide self-service and online access, allowing clients to serve themselves. Using OnBase, you capture and secure documents, connect your databases, speed up processes, become mobile and provide better service to your constituents.


Grant Management & Compliance

Ensure programs meet documentation and compliance requirements with OnBase document management

Every grant and program dollar counts; however, agencies also need to manage the service of delivery grants and contracts while supporting compliance with less staff or, perhaps, less experience.

Using OnBase, agencies securely store all required documentation, enforce records retention and automate compliance tasks to ensure no funding is spent without required tasks, monitoring visits and federal requirements being met. With OnBase, agencies gain valuable tools that help specialists manage individual projects and allow program directors to perform pre-audit sampling of program files to ensure programs meet documentation and compliance requirements.

OnBase also connects with databases, regardless of the program. Staff have a single repository for all documentation, allowing agencies to efficiently deliver programs and easily provide referrals. All of this is accomplished without additional training because OnBase integrates with the systems staff already know. As staff works with data systems, OnBase shows them relevant documentation for data records as well as alerts them to required documents that are missing, helping agencies support compliance efforts. With OnBase, staff can also access key information stored in documents when they are in the field on tablets or smartphones, providing more mobility, faster field work and increased staff productivity.


Policy & Procedure Administration

Support compliance and constituent services with OnBase Policy and Procedure Administration

The OnBase Policy and Procedure Administration solution creates a single place to distribute, acknowledge and archive your policies. With information stored electronically, every member of your staff is aware of the most current policies, supporting compliance with government mandates and agency standards. With OnBase, automatically send out a new, revised or canceled policy to your staff, who can electronically confirm that they read and acknowledged it. Reports also help you manage distribution of new policies and understand who has read and acknowledged them. Using OnBase, you can create an archive of past and present regulations, policies and procedures that are critical to your agency’s work and eliminate searching for policy memos, correspondence and other reference documents.

OnBase also helps your agency become more efficient in the future by electronically managing policy and procedure administration and automating distribution, extending document management to the core of your program delivery. With OnBase, you capture and secure documents, connect your databases, speed up processes and provide better service to your customers and constituents.


Schedule your free consultation today at 734-744-5300