Oklahoma Accountancy Board

Results of implementing Thentia Cloud

1. Successful deployment in just four months  

Thentia’s implementation team understood that the OAB faced an immovable deadline since support for their existing system concluded at year’s end. Keenly aware of the urgency, they managed to get OAB up and running on a new solution within four short months, at a pace rarely seen among large software implementations. “It was four months from ground zero to registrants being able to log on and register,” Ross reports. “If you have ever done a system conversion, you know to do it in four months is impressive, much less to do it in the middle of a pandemic.”  

2. Time saved through self-service capabilities  

Staff have saved countless hours of administrative time simply from automating the most basic and repetitive tasks. Document management and user account management, which used to eat untold hours of the board’s time, are now seamless and effortless. “The time savings to the office just on password resets is significant, because for every one of those people who would call, it would take a minute or two to do a reset,” Ross explains. “And now registries can do it themselves totally online.” He adds that the ability for registrants to upload – as opposed to email – their own documents has been transformational.  

3. Faster resolution times  

New capabilities provided by the licensee portal have allowed the regulator to resolve once-onerous compliance issues expeditiously. Licensees now self-manage their applications and troubleshoot problems with online help that, for example, highlights uncompleted mandatory fields or document upload requirements. This enables the admin team to swiftly handle compliance issues and vastly reduces time spent sending emails to licensees. 

4. Reduced downtime from multiple hours each year to minutes  

In the 14 months since Thentia was implemented, OAB has experienced only 15 minutes of downtime – a monumental improvement from their previous system. Costs associated with downtime can be enormous, and impact both regulators and licensees, who may be required to suspend business until it’s resolved. “The uptime [with Thentia] is almost constant, and issues from the public portal side are non-existent,” Ross notes. “So our back end administrative function can again refocus on our mission, versus just helping break fixes through the portal in our old system.”  

5. Improved licensee experience  

In addition to positive feedback from licensees since implementing Thentia, Ross has enjoyed a significant reduction of what used to be a near-constant activity: phone calls.  

“Our feedback has been really good, but better than that is the silence,” he explains. “It’s much, much nicer to hear the silence.” OAB has since directed staff to use the administrative time previously spent answering phone calls on much higher value work.  

In just a matter of months, OAB has begun to reap the benefits of Thentia Cloud. With their core regulatory challenges now being addressed by a truly end-to-end solution, they are looking ahead to new goals. “We are aiming for 90-95% of registrants to just go straight through the registration system without us having to dive into their records,” Ross explains. “I can’t explain how much time that will free up in our office. It’ll allow us to do more compliance work and the work that we want to do.”