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IT Advisory services : DHS - Department of Human Services, City of Philadelphia
 
 

Client's Voice:
"... the most important aspect of MBPS's role has been their invaluable skills and high level of expertise in problem solving as it relates to highly sophisticated and complex systems. MBPS was an integral part of the website project."
 - Liza Rodriguez, Communications Director

MBPS provided DHS with a range of IT professional services including Project Planning and Management, GUI/UI design and development (intranet and internet portal websites including Focus Group surveys, Web Site Systems Integration, and Web Site Training and Orientation.

This case study is both a description of E-Gov solutions and GUI design and development.

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Challenge: To establish quickly a clear message and open work process for all DHS user/staff including stakeholders and partner agencies. To help explain why people should use and interact with a new Intranet website. To establish and build an Intranet in a relatively short time period.

Other challenges were:
  • Achieve required service levels. To effectively meet the needs for which you are installing your intranet. These include the following major "user services:"

    • Information sharing and management
    • Communication and collaboration
    • Navigation
    • Application access

  • Maximizing the existing support infrastructure. Maintaining an intranet leverages and builds on the skills and knowledge of your existing network personnel. Rather than bring in a new group of administrators, you should train the people who are already familiar with the unique features of your network.

  • Reduce administrative costs. Phasing out proprietary, non-Internet-based products in favor of widely adopted, open standards-based solutions saves you time and money. You no longer need to manage multiple directory systems, email gateways, and document management systems. A single, open architecture is much easier to implement and support than multiple, proprietary legacy systems.

  • Create Interactive presentation of policies. This can not only build more understanding, but record that the employee successfully completed the process can be a legal defense, might cut insurance costs - benefit is real understanding, not just physical distribution.
Strategy: To design and build an intranet website effectively changing the way the entire organization does their work flow process. By creating an entire marketing and pr campaign along with getting key staff supervisors involved right from the beginning of the project, enabling immediate DHS staff/user input and open communication through out the entire process.

Solutions: MBPS created an Intranet designed to foster teamwork, support collaborative work relations, improve communication, reduce costs associated with paper output (printing), distribution time (single distribution of forms to multiple sources simultaneously), and increase overall Agency efficiency and productivity.

DHS employees became able to share access to agency information and databases allowing work environments that support on-demand learning opportunities enabling staff and social workers to exercise more control in meeting their professional development requirements on time.

Benefits:
  • Increased response time between administrators and employees
    • Save Cost – increase productivity

  • Savings on printing, collating, and distribution of paper-based documents

  • Reduce administrative costs

  • Avoid mistakes of using out of date data and wrong versions of documents

  • Finding information is made simpler
    • Save Cost – increase productivity

  • Immediate answer to a client or worker that has an immediate need

  • Immediate access to standard forms, telephone directories, client data

  • Facilitates internal (DHS) productivity by centralizing employee data, quickly searching and receiving needed information.
Conclusion: Due to a successfully developed and implemented marketing and pr campaign to DHS staff and social workers, MBPS was able to achieve a 50+% user adoption rate after two weeks of deploying the intranet application online. Project Management and effective communication and orientation with staff were key ingredients in providing a successful outcome for the DHS project.



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Monday, June 24, 2019 6:23 PM
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Case Study Overview
Problem

To establish quickly a clear message and open work process for all DHS user/staff including stakeholders and partner agencies. To help explain why people should use and interact with a new Intranet website. To establish and build an Intranet in a relatively short time period.

Solution

MBPS created an Intranet designed to foster teamwork, support collaborative work relations, improve communication, reduce costs associated with paper output (printing), distribution time (single distribution of forms to multiple sources simultaneously), and increase overall Agency efficiency and productivity.

Benefits

• Increased response time between administrators and employees (Save Cost - increase productivity)

• Savings on printing, collating, and distribution of paper-based documents

• Reduce administrative costs

• Avoid mistakes of using out of date data and wrong versions of documents

• Finding information is made simpler (Save Cost - increase productivity)

• Immediate answer to a client or worker that has an immediate need

• Immediate access to standard forms, telephone directories, client data

• Facilitates internal (DHS) productivity by centralizing employee data, quickly searching and receiving needed information.

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