Acumatica Case Studies New York State Office for People with Developmental Disabilities

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	New York State Office for People with Developmental Disabilities Acumatica

New York State Office for People with Developmental Disabilities

Acumatica

Technology Category	Functional Applications - Enterprise Resource Planning Systems (ERP)
Applicable Industries	Healthcare & Hospitals
Services	Software Design & Engineering Services System Integration
Challenge	The New York State Office for People with Developmental Disabilities (OPWDD) assists more than 128,000 individuals, acting as their fiduciary agent, or guardian, in managing their finances. About 2,000 people handle these financial management tasks, in more than a dozen locations around the state. For 30 years the agency relied on a state-created system called “Client Cash,” which required OPWDD staff to spend a large amount of time tracking and coordinating each client’s income and expenses on an outdated stand-alone character based PC. In addition, the OPWDD business office used software that didn’t communicate with the different systems used by the resident care providers or by the state’s facilities. The lack of connection between the offices and facilities was a key problem. The old system had no communication between the sites. Read More
About Customer	The New York State Office for People with Developmental Disabilities (OPWDD) is a state agency based in Albany, New York, with 12 additional locations around the state. The agency serves over 128,000 individuals with developmental disabilities and is responsible for the accounting and auditing of each client’s finances. The agency employs about 2,000 people who handle these financial management tasks. For 30 years, the agency relied on a state-created system called “Client Cash,” which required OPWDD staff to spend a significant amount of time tracking and coordinating each client’s income and expenses on an outdated stand-alone character-based PC. The agency's business office used software that didn’t communicate with the different systems used by the resident care providers or by the state’s facilities. Read More
Solution	The State decided to purchase Acumatica with the Financial, Project Accounting, and Distribution suites, on a perpetual license. Because it’s located on-premises at their server farm, the state didn’t have to invest any more money in hardware. OPWDD launched Acumatica in February 2015 and has implemented the new system in about a third of their locations. The Acumatica licensing model, allowing unlimited users, also impressed them. The ability to customize Acumatica has also benefited the OPWDD users. They were able to make it almost look like what they used every day for 30 years. Partner Patricia Bennett agrees, noting they were able to use Acumatica’s tools and infrastructure to build “the perfect solution” for OPWDD, “because we customized the software to serve their needs.” Read More Log in to view content
Contents

Technology Category

Functional Applications - Enterprise Resource Planning Systems (ERP)

Applicable Industries

Healthcare & Hospitals

Services

Software Design & Engineering Services

System Integration

Challenge

The New York State Office for People with Developmental Disabilities (OPWDD) assists more than 128,000 individuals, acting as their fiduciary agent, or guardian, in managing their finances. About 2,000 people handle these financial management tasks, in more than a dozen locations around the state. For 30 years the agency relied on a state-created system called “Client Cash,” which required OPWDD staff to spend a large amount of time tracking and coordinating each client’s income and expenses on an outdated stand-alone character based PC. In addition, the OPWDD business office used software that didn’t communicate with the different systems used by the resident care providers or by the state’s facilities. The lack of connection between the offices and facilities was a key problem. The old system had no communication between the sites.

About Customer

The New York State Office for People with Developmental Disabilities (OPWDD) is a state agency based in Albany, New York, with 12 additional locations around the state. The agency serves over 128,000 individuals with developmental disabilities and is responsible for the accounting and auditing of each client’s finances. The agency employs about 2,000 people who handle these financial management tasks. For 30 years, the agency relied on a state-created system called “Client Cash,” which required OPWDD staff to spend a significant amount of time tracking and coordinating each client’s income and expenses on an outdated stand-alone character-based PC. The agency's business office used software that didn’t communicate with the different systems used by the resident care providers or by the state’s facilities.

Solution

The State decided to purchase Acumatica with the Financial, Project Accounting, and Distribution suites, on a perpetual license. Because it’s located on-premises at their server farm, the state didn’t have to invest any more money in hardware. OPWDD launched Acumatica in February 2015 and has implemented the new system in about a third of their locations. The Acumatica licensing model, allowing unlimited users, also impressed them. The ability to customize Acumatica has also benefited the OPWDD users. They were able to make it almost look like what they used every day for 30 years. Partner Patricia Bennett agrees, noting they were able to use Acumatica’s tools and infrastructure to build “the perfect solution” for OPWDD, “because we customized the software to serve their needs.”

Impact #1	Improved accountability and responsiveness through integrated, web-based system
Impact #2	Multi-level security ensures clients’ finances remain safe
Impact #3	The ability to customize Acumatica has also benefited the OPWDD users

Impact #1

Improved accountability and responsiveness through integrated, web-based system

Impact #2

Multi-level security ensures clients’ finances remain safe

Impact #3

The ability to customize Acumatica has also benefited the OPWDD users

Benefit #1	Time savings of weeks — in some cases, months— in managing client financial transactions

Benefit #1

Time savings of weeks — in some cases, months— in managing client financial transactions

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Overview

New York State Office for People with Developmental Disabilities

Operational Impact

Quantitative Benefit