Licensing Process in Tribal Gaming

In any business where a license is a requirement of employment, the process that is followed for the licensing effort is of ultimate importance. Imagine the time and effort involved if this process is totally manual and paper-based!

In most instances, this appears to be the case in the tribal gaming industry. The constant shuffling of paper documents from one person to another or from one department to another is at the very least, challenging. Therefore, the impact of automating this process can be significant. Business Systems & Consultants, Inc. has just completed a project that accomplishes that, and more. The solution is built around an electronic document management and workflow system, thus it not only automates the process, but also provides for the long-term storage of critical documents – in a paperless environment!

In our project, many hours of discovery and design work was performed. Anyone involved in the old process participated in this phase of the project, and thus were instrumental in the final project plan and system design. The resulting automated process is outlined below:

Step 1 An employee is hired, then directed to a website, where all necessary forms are found that must be completed for the licensing process to begin

Step 2 Forms are completed on-line by the employee

Step 3 At pre-determined time intervals all forms that have been completed are transmitted and automatically uploaded to the gaming commission system

Step 4 All electronic forms are processed into the electronic document imaging and workflow system, and are thus routed to the appropriate work queues
for further review and processing, based upon pre-defined business rules

Step 5 Licensing personnel are responsible for reviewing forms and documents as they are routed through the appropriate queues. They are checking to assure that all the necessary forms are completed, often based upon the answer to certain questions contained on a form. Rules are in place that govern how these situations are handled, often with time constraints placed on the form

Step 6 Documents can also be manually routed as appropriate to ensure the needed flexibility

Step 7 All necessary information is transmitted to the L1/Livescan fingerprint system, which then allows for fingerprints to be taken and the background
check ordered

Step 8 Identification photographs are made, documents are electronically signed via a signature pad interface and ID badge/employee license is generated

Step 9 Fields are set which control renewal dates, thus renewals can also be handled in a timely manner (the renewal process is also based on the same
general approach)

Not only has the customer gained control of their documents and workflow processes, but they are now more efficient, more professional and have far greater control over their previous manual processes. For more information on this project, please feel free to contact Ernest Hughston: ernesthughston@bscsolutions.com