State Lottery Wins Big with Application Process Automation

Case Study

Overview

Being able to sell state lottery tickets is a prize for retailers. In 2018, more than 6,800 stores across the state sold tickets for lottery games. Those retailers earned more than $166 million in commissions. No wonder more retailers are applying every day to our client to add lottery ticket sales to their offerings.

The Problem

Any retail outlet (gas station, convenience or grocery store etc.) that wants a lottery machine at its place of business has to apply for that privilege. That means filling out a paper application to submit to the state lottery organization by mail or in person. Once that application form reached the lottery’s retailer
contract management team, a new internal form is be started to track the application through the review process.

All the steps in the review process were done on paper, with a single file folder traveling from one person’s desk to the next. This approach was subject to bottlenecks, difficult to track, and slow. The lottery agency hired FileSolve to offer a process automation improvement.

The Solution

The retailers still fill out an application form manually, but the rest of the process has been digitized. Instead of pushing a physical file folder crammed with documents around the office, lottery employees can now view a virtual folder created in OnBase. In fact, before analysts are even informed of the application’s arrival, the system first confirms that all necessary components of the application are complete. This saves analysts the effort of reaching back out to ask for added documentation.

FileSolve's contract management solution facilitated a streamlining of the overall application process and:

  • Reduced the labor associated with capturing and directing the retail application
  • Minimized turnaround time by allowing for simultaneous review
  • Improved visibility into the application review process
  • Provided for improved accountability to applicants

“The client is no longer waiting, saying ‘I need that physical file.’ Now you can have two different departments that are part of this process reviewing the documents at the same time.”

Carlos Jiménez, OnBase Engineer

FileSolve’s OnBase-driven process solution:

  • Streamlined the overall application process
  • Reduced the labor associated with capturing and directing the retail application
  • Minimized turnaround time by allowing for simultaneous review
  • Improved visibility into the application review process
  • Provided for improved accountability to applicants

For the Final Outcome, download the full case study!