In November 2012 the Liquor Control Board was given the historic task of implementing a system to license and manage recreational marijuana production and sales across the state. LCB and their vendor, cloudPWR, used a mash up of cloud based applications, legacy systems, and LEAN thinking to deliver a complex system in just over a year. The Recreational Marijuana Licensing System was rated as the top priority project for 2014 by the Office of the CIO. The new system provides significant improvements in management information and automation over the current system, and is much easier for the LCB IT team to manage. It leverages the existing Oracle and Kofax system in use by the LCB licensing team and added automated web based data capture to allow applicants to submit information electronically. AIRLIFT, a custom web application, provided key integrations between the systems. Learn how this highly visible project was delivered on a tight budget and provides a great return for the Liquor Control Board and the citizens of the Evergreen State.

1. Complexity Simplified.

2. Lean & Agile Processes:
How Cloud Based Systems Helped LCB
Deliver the Mandate of I-502
Complexity Simplified.
• Becky Smith, Manager Marijuana Licensing, LCB
• Shadrach White, CEO and Founder, cloudPWR
• Dennis Brooke, VP Enterprise Solutions, cloudPWR

3. Implementing Initiative 502: The Challenges
Complexity Simplified.
• Short Timeline
• Complex Process
• New Team
• Legacy System
• Highly Visible Project
• New Regulatory Rules

4. Complexity Simplified.
Team

5. Traditional Waterfall Approach
Complexity Simplified.
Requirements Gathering
Design System
Development
Delivery
Maintenance

6. Complexity Simplified.
Our Approach
Use Lean and Agile Principles as much as possible
• Lean: The relentless pursuit of the perfect process
through waste elimination
• Agile: Development with requirements and solutions
evolving through collaboration among teams.
• Leverage: Where possible integrate existing systems,
data and tasks.

7. Complexity Simplified.
The Solution
• Use Best of legacy systems
• Lean out the existing Oracle based Workflow
• Cloud Based Applications
• Box for Project Collaboration
• DocuSign for Electronic Signature, Forms and Workflow
• AIRLIFT® for Business Automation Engine
• LEAN Thinking throughout the system and process design
Cloud Based
Applications
Lean
Thinking
Legacy

8. Complexity Simplified.
Existing Process - Liquor
Applicant(s)
Workflow
Process
Licensing Specialists
Signed
Forms
Image
Index
Letters
B L S
Record
BLS
Feed
Search
Completed Apps
Enforcement
Search & Route

9. Box | Template Collaboration
Complexity Simplified.
9

10. Leaning out the Oracle Workflow
Complexity Simplified.
Legacy Process

11. Complexity Simplified.
I-502 Oracle Workflow

12. Complexity Simplified.
Oracle Data Form
Oracle system based data:
• Minimizes use of AS400
• Makes data available for reporting
• Used to automate previously
manual functions
• Launches AIRLIFT Integration with
DocuSign

13. Cloud Based Forms Solution
• Print + Sign + Deliver + Copy + Store = a cost of time, natural
Complexity Simplified.
resources and money.
• Wet signatures are wasteful and unnecessary.
• Electronic forms and signatures provide an alternative that is efficient
and cost effective.
• Change is necessary for progress and sustainability.

14. Complexity Simplified.
AIRLIFT®

15. Complexity Simplified.
Form Templates

16. Electronic Forms | Document Tattoo
Complexity Simplified.
DocuSign
Forms
AIRLIFT
Import
Oracle
System

17. Complexity Simplified.
The Desktop

18. Complexity Simplified.
Reporting | Metrics
Principles:
Minimize use of AS400
Collect data from Oracle, DocuSign
into an integrated interface

19. Complexity Simplified.
New LEAN Process
Applicant(s)
Workflow
Process
LS3
Search & Route
Scan Operator
Signed
Forms
Image
Index
Letters
B L S
Record
BLS
Feed
Search
Completed Apps
Enforcement
Firewall
AIRLIFT
Import
HTTPS
High Level Operations
1. BLS Download Creates Record
2. Licensing Specialist (LS3) Sends DocuSign Form Package
• Corp, LLC, Sole Prop.
3. LS3 Sends Individual Form(s)
• Criminal History / Financial Background
4. Applicant(s) completes form(s) electronically or prints / signs / mail
5. Scan Operator scans incoming paper forms & verifies indexes
• Criminal History / Financial Background
6. LS3 processes application by accessing iSeries and Oracle
7. Enforcement can search completed application
System Components
• DocuSign eSignature
• Oracle Imaging and Process
• AIRLIFT Integration
• Kofax Capture

20. Complexity Simplified.
Results
• Most incoming forms (about half a
million pages) automatically injected
into Workflow
• Licensing specialists automatically
notified of new documents
• Automation of emails, letters, etc.
reduce workload and increase
speed
• Key information available to
management via self service
reports
Manual paper handling
cost at $2 per page
Labor savings of
$890,318
Environmental Impact
Feet of Paper: 148+
Trees: 5 1/2

21. Complexity Simplified.
More Information
WA State Liquor Control Board
Marijuana Licensing Unit
Becky Smith
• 360-664-1718
• res@liq.wa.gov
• www.liq.wa.gov
cloudPWR, LLC.
Shadrach White
• 877-303-3869
• info@cloudPWR.com
• www.cloudPWR.com