New Jersey - Document Management System

Mathtech was engaged by the State of New Jersey, Department of Human Services, Division of Family Development to perform a feasibility study and cost benefit analysis of a statewide document management solution as well as help the State meet federal reporting requirements.   Mathtech also provides quality assurance services for the implementation phase of the project.

Services Provided
 

Mathtech gathered requirements, developed a feasibility study and alternatives analysis, and developed an implementation Advanced Planning Document (APD) to obtain Federal funding and a Request for Proposal (RFP) for a document imaging management system. 

The system will be used by the county welfare agencies (CWAs) and State staff in support of the Food Stamp (FS), Temporary Assistance for Needy Families (TANF), General Assistance (GA) and Medicaid Programs.

The scope of work includes imaging documents utilized by the county welfare agencies in managing cases and providing an effective mechanism for storing and retrieving documents. 

Mathtech responsibilities include:

  • Analyze existing processes and technologies
  • Document problem areas and impacts
  • Develop recommendations and alternatives via the Feasibility Study and Alternatives Analysis Document
  • Develop evaluation criteria to analyze alternatives
  • Present findings and recommendations to users and management

After an implementation vendor was selected, Mathtech continued on the project providing quality assurance reviews. 

Mathtech tasks for Quality Assurance include:

  • Development of a Quality Assurance Management Plan
  • Evaluating success of strategic objectives
  • Preparing federal planning documents (IAPDs)
  • Development of Change Control Processes
  • Participating in and reviewing all vendor-led JAD sessions
  • Appraisals of all vendor deliverables
  • Tracking of project issues and risks
  • Developing Quarterly Assessments of the project
  • Maintaining an independent project schedule
  • Reviewing vendor plans and schedules
  • Developing semi-monthly status reports
  • Reviewing all vendor status reports and plans