How are you preparing your agency for success in today’s world? Government agencies often face a similar burden: how to do more with less. While many agencies may already have a case management system in place, legacy systems can weigh them down even further. An older case management system can have a detrimental effect on the productivity of a government agency, which is why the U.S. Government established the Modernizing Government Technology Act (or the MGT Act) to advise agencies to upgrade their technology systems.
When you modernize technology under the MGT Act, you can maximize ROI. If you’re not sure how to get started, we’ve got you covered. We’re sharing how you can navigate the MGT Act, five ways to maximize ROI, and why you should embrace innovation to make an impact in 2020.
What the MGT Act Means for Public Sector Case Management
Since becoming law in December 2017, the Modernizing Government Technology (MGT) Act has required that government agencies examine the systems they use every single day. The MGT Act helps agencies just like yours shift from outdated, unreliable systems to more modern, cloud-based systems.
Three things you need to know about funding from the MGT Act:
- The MGT ACT created a split of funds specifically for government agencies to use for upgrading their IT systems
- $100 million is allocated annually for IT modernization
- Funds can be awarded after filling out an application
Aligning with IT modernization standards can seem like a daunting task, to say the least. Hear us out though — when you take advantage of the MGT Act funds offered to your agency, the benefits outweigh any reservations you might currently have
Working up to the standards outlined in the MGT Act means more than just aligning with today’s public policy. There are many benefits to embracing innovation and updating your public sector case management technology.
How Can Innovation Help Your Agency Maximize ROI?
1. Having a Secure System is a Non-negotiable
The security of your system is something that shouldn’t be brushed off. Making sure that your systems are safe and secure should be mission-critical, and legacy systems can become vulnerable as they grow more outdated with time. If you track or retain data about people, security is of utmost importance. Additionally, having up-to-date data security is often a mandatory component of your government reporting requirements. You do not want your agency to be the victim of a preventable hack.
As your agency grows, having a good case management system that can grow with you is imperative. With legacy systems, scaling usually means adding more computers to your office, wherever they fit. But with modern software and cloud-based systems, scalability can be seamless.
Your software should constantly evolve to stay ahead of security threats and scale to fit your needs.
2. Improve Data Sharing Practices
Data is at its best when it works for everyone. By modernizing your case management technology, you can make your data even more powerful when it comes to providing for your constitutes and working efficiently.
Maybe you’ve experienced this firsthand: agencies today struggle with securely sharing pertinent data with other departments or agencies.
Data Sharing: The ability to share the same data resource with multiple applications or users.
When you embrace data sharing, you can streamline your data and alleviate the need to process the same information more than once. For example, one program you run (such as SNAP benefits) could also qualify someone for another program (like subsidized housing).
The state of Louisiana has a great track record of software interoperability. Through sharing information between their systems, they were able to qualify children for the Children’s Healthcare Insurance Program (CHIP) without additional forms having to be filled out.
Software Interoperability: The ability of computer systems or software to exchange and make use of information.
Having secure access to other agencies’ relevant data can benefit the constituents you serve and enable you to make a bigger impact in your community.
3. Reduce Manual Processes
Public sector agencies oversee a large group of constituents, and every interaction requires an update to each case. That adds up quickly. When you take advantage of modern technology and reduce the number of manual processes your agency carries out on a day-to-day basis, the difference may blow your mind. The reduction in manual processes will increase your agency’s efficiency by delivery services and shrinking the number of interactions required to achieve a specific goal.
For example, let’s say you need to verify program information for constituent approval. Without software, your team might have to print the request, manually hand or mail the request to a constituent, wait for the document to be returned, and then input the information back into your system. The alternative is a no-brainer. Instead of being bogged down by these manual processes, verifying the program information can be conducted online, sent via email or completed in person and automatically inputted into your system. With all the extra time you’ll have, your agency can improve constituent interactions and accomplish even more!
Beyond having a system that is ready for tackling the challenges of today and tomorrow, providing your team with effective tools will improve their performance.
4. Verify Your Data and Often
In a world of everchanging requirements for federal and state agency funding, being able to confidently verify that your data is accurate, current, and complete is more imperative than ever. Modern technology that aligns with the MGT Act’s standards makes adjusting to new requirements a piece of cake for your agency.
Changes in political administrations mean that the data your agency is tracking right now might not even be relevant in six months. Because of this, it’s important to be able to verify your system’s data quality.
Visiting data early and often ensures that your agency is on top of all incoming data and that requirements are being met by those that you’ve funded. However, this can be extremely difficult with an outdated case management system.
Having data that is readily available for your state and/or federal reporting also makes your job easier and can save you from any major headaches. Not only can you offer the most up-to-date data in any situation, but modernized technology protects you from redundant, missing, or incorrect data. Having pertinent information at your fingertips will also cut down on reporting time.
5. Make Your Software Work for Your Staff
Who are the biggest day-to-day stakeholders in any case management software? Your staff, of course. Having an outdated system in place most likely leaves them feeling frustrated, to put it lightly. Old software makes data entry a pain and can lack critical features and functionalities. The members of your agency who run your daily operations should always be considered when upgrading your technology to a more innovative solution.
MGT Act-aligned case management software can help staff focus on what matters. Public sector case management technology can filter out information and show each staff member only the data that is relevant to them. This also cultivates data integrity and helps you stay ahead of legal requirements regarding data safety.
Additionally, considering your agency’s staff is important when it comes to implementation. Having key stakeholders — those in charge of the implementation process and verifying everything is working once the system has been set up — will set your agency up for success. Key stakeholders also ensure that your agency will have technical training for the rest of the staff, so everybody is on the same page about how to best use new technology. Ultimately, managing cases with new technology will make your staff’s jobs easier and increase efficiency. When your staff spends less time fighting outdated systems, they can get more done.
Aligning with the MGT Act and welcoming innovation can jumpstart your agency into a new era. Case management software alleviates pain points and makes the work you do easier and more effective. When you upgrade your technology system, you can effortlessly share data, reduce manual processes, ensure that your software is secure, and more. Is your agency prepared for success in today’s world? Shifting to a modern system under the MGT Act will help your agency maximize ROI and make a bigger impact this year.
To learn more about how your public sector organization can drive more impact, download our new whitepaper on innovation.
