Transforming IT at the Department of Labor

Summary

The GovernmentCIO team was able to improve quality, compliance, and efficiency while lowering total cost of ownership.

Insights

The GovernmentCIO team began working with the Office of the Solicitor (SOL) at the Department of Labor in 2012, At the time, SOL was in the process of implementing a new case management and time tracking system. Progress, however, was slow due to issues with data migration and implementation of the new reporting component. SOL also needed to implement several enhancements to fully replace legacy system functionality.

The GovernmentCIO team analyzed SOLs current processes and identified a number of highly manual processes that created bottlenecks in reporting as well as a number of process improvements that could reduce the labor hours expended per month by SOL employees.

Our solution

GovernmentCIO implemented some major enhancements and created a plan to efficiently migrate data to the new system in increments while running the legacy system in parallel and ensuring that data integrity was preserved. The team, versed in the Agile, transitioned SOL to an Agile (Kanban) methodology focusing on delivering high-quality features at time-boxed intervals (Sprints). This allowed us to provide greater flexibility to the system owners who could now deploy more frequent releases if a particular feature was urgent or of very high value. Conversely, they could choose a longer development cycle if they needed a larger number of features implemented in a given release.

In addition to development and data support, we provided subject matter expertise to SOL for information security, enterprise architecture and capital planning and investment control that ensured SOL’s new system complied with all DOL policy requirements. We have successfully supported three security re-authorizations of the MMS.

We followed a similar approach to improve the system management and governance issues. We began by assessing the current practices and found that communication between SOL and the CIO’s office (OCIO) was an area that could be improved. Our solution was to improve communication by opening a more frequent dialog with the OCIO’s Capital Planning and IT Security Compliance teams. We encouraged their participation in our planning sessions and asked for their input on compliance deliverables earlier in the process.

With the successful implementation of MMS, SOL retained GovernmentCIO through the O&M stage of the MMS lifecycle, providing updates and enhancements as requested for MMS. SOL came to trust our expertise and expanded the scope of our contract to provide other information technology services including website support, Section 508 compliance, and litigation support such as back wage data analysis.

Results

Litigation support data analysis

SOL recognized and trusted our expertise in all aspects of data analysis and management. They determined that they had a capability gap for managing large datasets that attorneys received as part of some wage and hour cases, so SOL expanded the scope of our contract to support them in this area. GovernmentCIO has assisted SOL with several large cases involving millions of rows of data and thousands of employees by importing the datasets into database management systems, analyzing the data, assisting the attorneys with asking questions about the data from defendants, and providing back wage computation reports as exhibits for trials and for use in settlement negotiations.

Design and deployment

GovernmentCIO implemented multiple releases to add enhancements to MMS using Agile best practices to ensure that new features were delivered to SOL on time and that they met their requirements. We established relationships with key DOL stakeholders to ensure new releases were implemented as smoothly as possible and that they complied with all DOL change control requirements. This included updating all design and IT Security documentation prior to deployment.

Modernization

The matter management system has been in operation for nearly a decade. Recognizing the end-of-life, SOL began an Alternatives of Analysis to find a replacement of their system. GovernmentCIO conducted the market research phase of the analysis, identifying the most viable COTS, SaaS and PaaS products that could not only allow SOL to design and implement a modernized matter management system, but products that also proved to be the best fit for deployment in the DOL IT Infrastructure.