When a new application to simplify the state's Controlling Board request process is launched this month, it will bring the state one step closer to realizing its vision of business transformation. Developed by the Ohio Administrative Knowledge System (OAKS) program management office, the e-Controlling Board is the first OAKS-related process improvement to be implemented. It will automate preparation, submission and processing of the paper forms used today.

The e-Controlling Board offers many advantages for state agencies and institutions of higher education. The application simplifies what are today cumbersome packages of forms and attachments. It features built-in intelligence, so a user sees only the instructions that are appropriate for the type of request being created. The application also assists users by automatically inferring or completing codes for data such as vendors and line items. Furthermore, the supporting documentation of the past becomes scanned documents or other files attached electronically to requests, eliminating the need to sort and distribute multiple paper copies. Finally, the application automatically routes a request to designated approvers within an organization prior to submitting the request to the Board of Regents, to the State Architect's Office, or directly to the Controlling Board Office for review.

The e-Controlling Board application benefits Ohio's citizens as well by making this government process more transparent. Anyone with access to the Web can view Controlling Board meeting agendas and minutes, with the ability to drill-down into the details of individual requests. Ad hoc on-line queries of requests approved since agencies first began using the e-Controlling Board will also be available.

Because its Web-based functionality does not depend upon a specific enterprise software package, the e-Controlling Board can be released before other OAKS components are ready for use. When OAKS is implemented, expected for 2006, the e-Controlling Board will feed data into OAKS just as it will to the Central Accounting System in the interim.

The Office of Budget and Management will conduct training for users of the new application during February. The live application will be available to users immediately after they attend the class.

The Controlling Board will first hear requests submitted through the e-Controlling Board application at its April 11, 2005 meeting. The final agenda of paper requests will be heard during the March 28, 2005 meeting. "The e-Controlling Board will bring tremendous efficiency to the request process," said David White, OAKS Executive Program Manager. "I'm certain that agencies will find it to be a vast improvement over old manual processes."