BUSINESS INTELLIGENCE: What are you learning from Filing Statistics and Web Analytics?

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1 BUSINESS INTELLIGENCE: What are you learning from Filing Statistics and Web Analytics?

2 OVERVIEW Business Intelligence (BI) is a technology-driven process analyzing data and metrics against key indicators. The results from gathered data and analytics is actionable information to help Secretary of State Offices, key stakeholders, and managers make informed business decisions. BI encompasses a variety of tools, methodologies, and applications that enable organizations to collect data from internal systems and external sources. This information may be used to evaluate performance and create reports, dashboards, and data visualizations to make analytical results available to operational workers and decision makers. Key analytical information can be gathered from Secretary of State Office technology solutions based on Filing Statistics and Web Analytics. From this collection of data, Secretaries and staff can make informed decisions on how to better provide information and services to constituents. FILING STATISTICS From business filing statistics, trends and patterns can be identified year to year that may help point a Secretary of State s Office in a direction to improve processes. Secretaries of State can identify which documents are filed most often and what type of information they are providing to constituents on a regular basis. From these metrics and statistics, it can be determined if moving a particular function to the website or enhancing current functionality on the website would provide more throughput or enhance the online user experience. Furthermore, collecting statistics on staff performance in processing the various documents can be most helpful. This information can help to answer questions like, Which document requires the most time for staff to complete and file?, How many new business entity filings are processed in our office each day? Some enterprise solutions provide for this collection of metric data in the background as documents are filed and processed either internally by staff or on a website. The trick for the Secretary of State s Office is to review and leverage this data in a meaningful way whereby procedures and processes can be improved. With the permission of the Tennessee Secretary of State s Office the following business statistics have been provided as an example of information that could be used to improve internal processes and efficiencies. 2

3 There are four ways in which the Tennessee Secretary of State s Office receives documents. Paper Filed Web Prepared Web Filed Auto Filed Represents documents received on paper. Represents documents prepared online, printed, and mailed to the office for processing. Data is recorded in the system by the web user. When the forms are received in the office, they are simply receipted with no additional data entry. Represents documents filed and paid for online. Represents documents received, filed, and paid for via Application Programming Interface (server to server communication) WORKLOAD STATISTICS The total number of documents filed in 2015 was 535,901; of which, only 25.1% required data entry by internal staff over all document types. The integrated document image and data management solution utilized by the Tennessee Secretary of State s Office provides real-time metrics for documents filed. The office is making steady progress on the reduction of paper filings received in the office and online services are increasing. The graph below represents the top six business services provided by the office and how those documents were received and processed. 100% Business Services Workload Filing Statistics 90% 20.7% 18.9% 80% 70% 64.8% 17.0% 63.1% 25.6% 60% 87.6% 78.3% 50% 30.0% 40% 30% 20% 10% 0% 25.8% 9.4% Business Entity 32.3% Uniform Commercial Code 4.9% 7.5% Workers' Comp Exemption Registry 21.7% Certificates of Existence 4.5% 32.4% Registered Agent Change 55.5% Motor Vehicle Temporary Lien Paper Filed Web Prepared Web Filed Auto Filed 3

4 ANNUAL REPORT VOLUME The graph illustrates the volume of annual reports filed in the Tennessee Secretary of State s Office over a 6-year period and indicates volume by submission method. Prior to September 2009, 100% of annual reports were data entered by staff. As identified in the graph 202,767 annual reports were filed with the Office in The graph indicates paper-filed annual reports have dropped from 12.3% in 2010 to under 4.5% in This indicates that 95.5% of annual report data is entered by the online user. This has significantly reduced the time required for state staff to process annual reports. 250,000 Annual Reports Filed by Year 200, , % 100, % 50, % 4.5% Paper Filed Web Prepared Web Filed Total 4

5 WEB FILED TOP 15 The following table represents the top 15 document types filed online using the Tennessee Secretary of State s business services website during calendar year These counts represent individual documents filed and paid for online. Document/Filing Type Count Annual Report - Limited Liability Company 58,665 Annual Report - For-profit Corporation 53,600 Annual Report - Nonprofit Corporation 22,732 Certificate of Existence/Authorization 18,097 Motor Vehicle Temporary Lien Application 16,910 UCC Financing Statement (UCC1) 15,431 New Business Filing - Limited Liability Company 13,295 UCC - Information Request 12,311 UCC Information Request Copies 12,308 UCC - Indebtedness Taxes (UCC1) 11,050 UCC Amendment (UCC3) 10,791 Workers Comp Exemption- Initial Registration - Unlicensed Contractors 7,993 New Business Filing - For-profit Corporation 3,774 Business Entity - Mailing Address Updates 2,667 Workers Comp Exemption- Renewals - Licensed Contractors 2,516 5

6 WEB ANALYTICS To understand how web analytics can assist a Secretary of State s Office in evaluating online priorities, we need to first explain what web analytics is. It is the collection, measurement, and analysis of web data for purposes of optimizing and better understanding web usage. This is not just a process of measuring web traffic but can be used as a valuable tool for Secretaries of State to assess and improve the effectiveness of a website. As an example, web analytics can be like measuring traffic on a road. It is easy to count the number of vehicles, even the type of vehicle can be identified. The make and model of a vehicle could also be identified. But web analytics is more than that. A better question is why is the vehicle on the road in the first place and where are they going? If they turn off the road, why? Where did they go? The following diagram outlines the basic process in capturing web analytics: Web Analytics Basic Process Data Collection DRIVES Process Data into Information DRIVES Develop Key Performance Indicators DRIVES Formulate Online Strategy Basic Data Collection Usually Count Collection Turn Data into Metrics Usually Ratio Collection Business Strategy combined with Counts and Ratios Organization online goals & objectives Examples: Page hits Referral URL Visit timestamp Examples: Unique visitors Time on page Bounce rate Examples: Completion rate Conversion rate Site Averages Examples: Marketshare Save Money Completed Orders There are several web analytics tools on the market that provide a plethora of information, each of which organize the data in various methods. Google Analytics is a free service that generates detailed statistics about visitors on a website. In some opinions it is the simplest and most robust web analytics offered. According to the site s usage statistics, Google Analytics is used by over 50% of the top 10,000 websites in the world. Various information is collected such as where visitors are coming from, what they're doing while on the site and how often they come back, among many other things. As site analytics are more fully implemented, additional reports and details are available but it's that ease of use that makes it one of the most popular services. 6

7 The Tennessee Secretary of State s Office has integrated Google Analytics on its Business Services website ( With permission from the Tennessee Secretary of State s Office the following metrics and analytics have been provided from the fourth quarter of calendar year This is to give Secretary of State Offices an idea of the type of information and metrics that can be identified and reviewed to potentially improve the online experience for constituents. SESSIONS BY DEVICE CATEGORY The following metric describes what type of device the online user utilized in accessing the website. Mobile 5% Sessions by Device Tablet 2% The graph describes that 93% of all website access is done through the desktop. Desktop Mobile Tablet Desktop 93% 7

8 SESSIONS BY COUNTRY (TOP 10) This table represents the top 10 countries that accessed the Tennessee Secretary of State s Office Business Services website in the fourth quarter of This information is obtained by settings in the browser. Country Sessions United States 437,770 India 9,889 Philippines 7,193 United Kingdom 2,951 Canada 1,103 Germany 979 (Not Set in Browser) 844 Netherlands 563 Hong Kong 281 Australia 210 PAGE VIEWS Page Sessions Business Entity Search 1,341,725 UCC Search 106,676 Business Services Home 58,261 Name Availability Search 56,156 Worker s Comp Exemption Registry Search 48,775 UCC Home 28,652 This table represents the eight most visited pages and the number of page views in the fourth quarter of As described in the table, information search pages are most often viewed by online constituents. New Business Registration Instruction 27,131 New Business Registration Start 25,859 8

9 SESSIONS BY BROWSER When developing online services consideration should be given for various types of browsers. The graphic below describes the type of browser that was used in accessing the website. Safari 6% Edge 1% Firefox 8% Chrome 30% Internet Explorer 55% Internet Explorer Chrome Firefox Safari Edge CONCLUSION The various charts and graphs presented in this document provide examples of the type of information that can be captured from various software and online solutions. The capturing of basic data when combined with metrics and key indicators can become valuable business intelligence that can guide the Secretary of State s Office in providing enhanced services to constituents. 9

10 ABOUT TECUITY EXCEEDING YOUR EXPECTATIONS Tecuity, Inc. is a premiere technology solutions and services company in the government sector providing best-in-class on-premise and hosted cloud solutions to Secretary of State Offices and other Filing Authorities. For over 10 years, Tecuity has delivered EVERY engagement on-time and on-budget. Our innovative and responsive solution, SOS Enterprise, (formerly named BEAR Enterprise) streamlines business processes, improves efficiencies, and provides real-time document and data management to Filing Authorities and constituents. SOS Enterprise provides integrated Document/Image Management, Business Registry (including Annual Reporting, Amendments), Registered Agent Management, Uniform Commercial Code, Apostille & Authentication, Notary, Financial/Accounting, Certificate & Copy Requests, as well as a multitude of additional modules and finely-tuned automated processes. SOS Enterprise provides both the platform and architecture for data integrations, business intelligence reporting, and facilitates Business One- Stop objectives. Tecuity s implementation teams have worked together for over 10 years. We know this business inside and out and the challenges facing Secretary of State Offices. Our professional teams are highly skilled, talented, forward-thinking, goal-oriented, and creative professionals dedicated to our clients success. Tecuity, Inc. 136 E 800 S, STE A Smithfield, UT Toll Free: 888-TEC-UITY sales@tecuity.com tecuity