OnBase FOIA Tracking SCGMIS
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Richland County implemented an OnBase FOIA tracking solution to streamline the processing of FOIA requests, which previously involved manual efforts across over 29 departments. The system enhances document tracking and citizen communication, allowing for efficient responses and notifications through a centralized workflow. Key features include user integration, automated notifications, and detailed dashboard reporting to monitor department performance and request statuses.
OnBase FOIA Tracking SCGMIS
- 1. Bhanu Korremula Team Lead, Timothy Gurley(TJ) Programmer Analyst Richland County, SC Richland County OnBase FOIA Tracking
- 2. 1. Introduction 2. Richland County’s OnBase FOIA Tracking Solution 3. Questions #SCGMIS
- 3. Why we needed OnBase FOIA Solution? • Challenges of Meeting FOIA Requests (before solution) • Richland County Ombudsman is in charge of processing FOIA Requests • Send FOIA requests to 29+ departments MANUALLY • 80+ department users can responded to emails MANUALLY • Department responses and documents were tracked MANUALLY • Citizen communication was done MANUALLY • Keyword here is MANUALLY #SCGMIS
- 4. OnBase FOIA Tracking System • Solution for Richland County Ombudsman Department • Currently being used by 29+ departments and 80+ users • FOIA Requests are sent to all the departments and responses tracked in OnBase • Departments upload the documents to OnBase • OnBase workflow enforces that the right documents are collected • Citizens are notified periodically and documents are delivered to them #SCGMIS
- 5. Building Blocks • OnBase Configuration: Create and maintain users • OnBase Unity Forms: Capture and stored the required data • OnBase Outlook Integration: Departments respond easily • OnBase Workflow: Eliminate manual business processes • OnBase Notifications: Send customized emails • OnBase Dashboards: Identify critical information • SSIS and custom code: Data exchange between OnBase and other systems #SCGMIS
- 6. FOIA Solution diagram Citizen files for FOIA Request Create a OnBase DIP file using SSIS Package OnBase FOIA Tracking form is created, keywords populated 311 Call Center uses OnBase Unity client to send FOIA Requests to 29 departments Departments respond and upload documents in OnBase Outlook Integration Update 311 CallCenter Software using KMWebApp (Custom web application) 311 runs OnBase Dashboard reports Create FOIA Requests in 311 Call Center Software 311 Call Center sends documents to Legal dept. Legal does redactions in OnBase 311 Call Center sends requested documents to Citizen #SCGMIS
- 9. Departments Response • Departments respond in OnBase outlook integration • Departments respond with yes, no, need clarification or need additional time
- 10. Department Notifications • Departments are reminded • 48 hour notification • 96 hour notification • 144 hour notification • Missing response notification • County Administrator is notified #SCGMIS
- 11. OnBase FOIA Queues and Workflow
- 12. OnBase FOIA Tracking Queues • OMB-FOIA-New Request Queue: FOIA Request enters this queue after the DIP Process. 311 employees review, send acknowledgement to the requestor and send it out to all departments • OMB-FOIA-Hold for Department Response: FOIA Request stays in this queue till all departments respond • OMB-FOIA-Dept Response: Departments respond with Yes, No, Need Additional and Need Clarification to the FOIA Request. Departments use OnBase Outlook integration to respond. This queue is load balanced and each departments only sees FOIA Requests for the their department • OMB-FOIA-Missing Response: If the departments do not respond after 3 attempts FOIA Request is moved to this queue • OMB-Ready for Processing: FOIA Request enters this queue after all departments have responded and then the fee information is sent to the requestor #SCGMIS
- 13. OnBase FOIA Tracking Queues Contd • OMB-Hold for Requestor Response: FOIA Request enters this queue after fee information is sent to the requester and stays until the payment is received • OMB-FOIA-Dept Document Gathering: Departments upload documents to OnBase in this queue • OMB-FOIA-Dept Hold for Document Gathering: After all departments have completed uploading the documents 311 employee sends the FOIA Request for legal review • OMB-FOIA-Legal Review: FOIA Request is reviewed and redacted by legal department. Legal decides to release or not to release documents • OMB-FOIA-Fulfillment: Ombudsman delivers the documents to requester • OMB-FOIA-Exit Queue: FOIA Request enters this queue when the processing is complete and stays for 30 days and drops off #SCGMIS
- 14. Documents upload • Departments upload documents to OnBase using outlook integration #SCGMIS
- 15. Legal Department Process • Legal does redactions and document modifications in OnBase Unity Client #SCGMIS
- 16. OnBase Dashboards • Help Ombudsman to identify departments that are not responding • Drill down dashboards were created • Different types of dashboards that were created • FOIA Missing Response Report • FOIA Active Requests Summary Report • FOIA 10 Days To Respond Report • FOIA 20 Days To Respond Report • FOIA 30 Days To Provide Documents Report • FOIA 35 Days To Provide Documents Report #SCGMIS
- 18. FOIA 10 Days to Respond Report
- 19. FOIA Active Requests Summary Report
- 20. Lessons learned • Create active directory groups for the each department • When users log into the unity client or outlook OnBase integration their user names and groups are automatically created in OnBase configuration • Have detailed implementation plans • Have custom programs to change the configuration files to point users to different environments DEV or PROD as needed • Training of users is very important • Use dashboards to show movement throughout the queues #SCGMIS
- 21. OnBase FOIA Tracking Video #SCGMIS
- 22. Questions?