New Jersey Civil Service Commission

New Jersey State Agency Streamlines Hiring Processes With Knowledgelake Ecm Solution

The Selection Service division of the New Jersey Civil Service Commission was bogged down by the large volumes of paper documents required by applicants seeking jobs with the state. To streamline its processes, the agency deployed a KnowledgeLake enterprise content management solution running on Microsoft SharePoint. The result is faster searches for information, improved document management, and the successful deployment of an enterprise-level solution that may make its way across other agency departments.

BUSINESS NEEDS

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The Selection Service division of the New Jersey Civil Service Commission is responsible for recruiting and managing the hiring of new employees for the state.

www.state.nj.us/csc

Trenton, NJ 08625, USA

Government

The New Jersey Civil Service Commission (NJCSC) is an independent organization that listens to and rules on appeals filed by state, county and municipal civil service employees, candidates for employment, and appointing authorities. Within the NJCSC is the Selection Services division, which helps government agencies recruit and select employees. As part of that process, it collects application fees, announces competitive and promotional job opportunities, determines eligibility, administers examinations, and ranks applicants based on qualifications.

Historically the Selection Services division managed all of its processes using paper documents. Over the years, this led to increasingly cumbersome, time-consuming, and expensive hiring processes. Paper documents coming in through multiple channels, delays in processing created by phone calls from applicants, lost documents that led to further delays, difficulties in matching up late-arriving documents—these and other problems created ongoing inefficiencies that needed to be corrected.

Officials with both the Selection Service division and the IT division wanted to find a way to improve their processes by reducing or eliminating the need to rely on paper documents. The NJCSC had FileNet in place for document management in other divisions, but the IT division wanted to find a solution that could be tightly integrated with an existing Microsoft .NET application development environment while simultaneously providing a platform for current and future enterprise-wide content management and collaboration.

"After evaluating the alternatives, we felt that KnowledgeLake offered greater flexibility and customization for capturing the paper documents flowing into the agency. It also offered the best solution for digital content aggregation, better integration options with our online application system, and more powerful search capabilities."

Senior IT Official New Jersey Civil Service Commission

SOLUTION

After evaluating different options, IT management decided to implement a KnowledgeLake enterprise content management solution. They had considered alternatives, including one that ran on Kofax software, but chose KnowledgeLake due to its tight integration with SharePoint and based on a recommendation from Microsoft.

“We felt that with KnowledgeLake, our vision for using technology to automate our processes was greatly expanded,” says a senior IT representative with the NSCSC. “After evaluating other options, we felt that KnowledgeLake offered greater flexibility and customization for capturing paper documents flowing into the agency. It also offered the best solution for digital content aggregation, better integration options with our online application system, and more powerful search capabilities.”

The IT division initiated a multiphase project with KnowledgeLake. The first phase was completed in 2012. It involved deploying KnowledgeLake Imaging for SharePoint, KnowledgeLake Capture, KnowledgeLake Capture Server with custom additions, and KnowledgeLake Connect. It is uses Fujitsu high-speed scanners to scan paper documents.

KnowledgeLake Professional Services helped develop a taxonomy and design for the project, and delivered training and skills transfers. Part of the project involved creating an interface to the public-facing Online Application System (OAS), which applicants use to apply for jobs.

To assist with this integration, the agency and KnowledgeLake team members used search functionality in KnowledgeLake Imaging for SharePoint, including metadata, keywords, and scope-driven search capabilities for fast, efficient searches for documents entered into the system through OAS.

With the completion of the first phase, the KnowledgeLake and NJCSC teams moved into the second phase of the project, which includes a migration of legacy data from the FileNet system into SharePoint.

BENEFITS

By deploying a KnowledgeLake solution on top of Microsoft SharePoint, the New Jersey Civil Service Commission took a major step to dramatically streamline and improve the processes involved in vetting and hiring employees. The solution makes it easier to find information quickly, it reduces delays in processing applicants, and it is providing a potential solution for wider deployment of an enterprise content management system that can deliver time and cost savings in other departments.

Fast Access to Information

Part of the solution is a user friendly “Search Center” that gives users the ability to create and reuse search templates that are integrated with the OAS. “With these ‘saved queries’ and other tools, our employees can find information much faster than before using consistent searches—and with minimal training,” says the IT official.

“They simply complete a form and submit the query. Within moments they have access to the precise results they are looking for based on the metadata criteria entered."

Better Content Management

With the KnowledgeLake solution, the agency is gaining control over the tens of thousands of documents handled annually. “By digitizing the documents and centrally storing them on SharePoint, we are eliminating the problems that were associated with paper documents, such as lost, missing, and late-arriving documents that were difficult to associate with the correct files,” says the IT official. “It’s a far better and more efficient way to manage the volume of content coming through the Selection Service division.”

A Solution to Fit Other Enterprise Needs

As the agency moves into the second phase of the project—migrating legacy data into SharePoint—the NJCSC is using the success of the KnowledgeLake ECM solution as the foundation for other projects. “Based on the efficiencies gained through the KnowledgeLake solution, we think other areas of the NJCSC can benefit through improved enterprise content management and collaboration using a solution from KnowledgeLake,” says the IT official.

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