Stateways

StateWays - March/April 2015

StateWays is the only magazine exclusively covering the control state system within the beverage alcohol industry, with annual updates from liquor control commissions and alcohol control boards and yearly fiscal reporting from control jurisdictions

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StateWays ■ www.stateways.com ■ March/April 2015 30 some of Montana's top licensees, who offered essential feedback on features and usability. The system cost ap- proximately $200,000 to set up, and Helfert estimates that about 25% of new applications are currently being submitted using the online process. Applicants still have the option of sending all their information through the mail, and there's no plan to phase the paper applications out over time. "People really like the online system, but we also re- alize that there are some people in rural Montana who don't have Internet access, or maybe it's just easier for some folks to put a package in the mail," Helfert says. "Our main focus has al- ways been to make things easier on the cus- tomer, and now our customers can choose to use whichever option is best for them." Developing an accessible system S ince 2011, the West Virginia Alcohol Bev- erage Control Administration (WVABCA) has been hard at work planning to completely overhaul seven legacy systems. This charge came directly from WVABCA Commissioner Ronald Moats in an ef- fort to utilize technology to improve operational effi ciency across departments. One component of this lengthy proj- ect included updating the state's online licensing system. A primary goal of the project was to develop a system that could easily be accessed from anywhere. To begin the process, the WVABCA collaborated with its state's central offi ce of technology. After some initial development, the project was brought back within the agency, and the company GL Solutions was contracted to execute the new program. Working with the WVABCA, GL Solutions customized its GL Suite software to meet the agency's specifi c needs. "The best thing about the overhaul is that West Vir- ginia has everything in one place now," says Niki Da- visson, Agency Partner with GL Solutions. "This allows for a more automated process for everything, including online licensing." Developmental planning for the new program began in Fall 2013, and the back offi ce component of the system launched in April 2014. By June 2014, the system was ac- cessible via a website application and mobile inspection devices. And the rollout isn't yet complete. "The end product will allow licensees to renew and apply online," says Randy Haynes, Director of Information Technology with the WVABCA. "Currently we have the vendor functionality up and running. Renewals will be the fi rst to go live in March or April 2015 and new ap- plications will follow shortly after." The decision to roll the new system out in multiple phases was made in order to mini- mize any potential disruptions. "We have been replacing seven legacy sys- tems at once and we knew that would be a challenge, especially because each area has its own set of specifi c requirements," says Gig Robinson, spokesman for the WVABCA. "There have been a few times where we missed a requirement during the system development process and had to go back and fi x it. By spreading the launches out, we aren't constantly scrambling." GL Suite online application GL Suite back offi ce Ronald Moats "This agency (GL Solutions) spent a lot of time thinking about their business development and about how our software would meet their needs, and they did a good job of articulating those needs to us during each step of the process." — Jake Burts, Sales and Marketing Manager, GL Solutions

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