The Challenge
Even though Alliant had an enterprise content management (ECM) solution, the credit union was only using it in a limited fashion – scanning, storing and retrieving documents in just a few 
departments. Alliant realized it needed a more robust ECM solution that could easily extend across the entire enterprise. That solution also needed to include an easily configurable workflow robust enough to automate time-consuming, paper-based processes.
“All accounts payable invoices were walked around the credit union to collect signatures,” said Heather Lally, VP of Operations.
That all changed with OnBase.
The Solution
Alliant implemented OnBase to begin automatically capturing documents and information, digitizing more than 95% of the credit union’s documentation. Next, Alliant utilized OnBase to feed documents from multiple systems into a centralized repository.
Next stop… Workflow
Alliant transformed its manual accounts payable process with OnBase and its powerful workflow engine. It easily built three mission-critical workflows: HR for onboarding, AP for invoice processing, and Legal for contract management. Now, the credit union automatically forwards documents and information through processes – notifying stakeholders as it does. As an example of how workflow optimizes processes, if it doesn’t register an approval in due time, the system automatically escalates the request for approval to the next level.
“That reduces late fees from invoices potentially sitting too long on desks,” said Lally.
Another important workflow alerts managers when any of Alliant’s 300 third-party contracts is up for renewal. The workflow tracks each point in the process of renewing or initiating a contract, including due diligence, request for proposal, and contract negotiation.
Developing a fraud solution – together
Teaming up, Alliant and KeyMark built a fraud solution fit for Alliant’s needs and scalable for credit unions of all sizes. The result was a system so easy to use, it took employees one hour to master.
By eliminating the need to traverse and cross-reference multiple Excel spreadsheets, Alliant’s fraud investigators can now pull monthly fraud reports in 10 minutes versus four to five hours. Further optimizing the process, OnBase’s case management solution allows investigators to easily log, access, and interact with all data—including records, documents, forms, and history—involved in a fraud investigation.
“Using the Fraud Case Management solution, we now have analytics as well as the ability for multiple fraud analysts to work cases at the same time,” said Jason Knapp, senior manager, Operations.
The Results
Reduced AP processing time by 70 percent: “Prior to implementing the AP solution, we had two full-time employees (FTEs) managing this very manual process. Now, it takes one-half an FTE to manage the automated process, allowing us to redeploy those employees elsewhere. This was a big win for us,” said Knapp.
Streamlines fraud investigations: Reports that used to take four or five hours to produce now take 10 minutes.
Optimizes processes across the enterprise: Instead of searching file cabinets or file shares, all employees have access to the documents and information they need with a few mouse clicks.
Enterprise-wide use of OnBase:
“We still have other manual processes. We want to create more efficiencies, increase accuracy, and lower our costs through structured processing. This allows us to continue to move quickly to provide great service to our members,” said Lally.
