How Educational Service District 112 Processes Agreements with Laserfiche and Signix

Contributed By: Kathy Koren, Technology and Software Coordinator, Educational Service District 112

Located in Vancouver, WA, Educational Service District 112 (ESD 112) is an agency that provides support services to school districts throughout the state of Washington and eight other western states.

One type of service provided by ESD 112 is purchasing contact negotiation. If a school needs to purchase furniture or projectors, for example, ESD 112 sends out an RFP to vendors and manages the bidding process. This allows school districts to simply purchase from one of the approved vendors rather than manage the bidding process independently.

For this to happen, a school district must sign an interlocal purchasing agreement with ESD 112. Prior to Laserfiche, managing these agreements was quite burdensome. Agreements must be renewed regularly, which requires additional processing. With 296 school districts in the state of Washington alone, and eight other states using this service, ESD 112 processed a high volume of agreements on a weekly basis. As many as 750 agreements were awaiting renewal, and new school districts request agreements regularly.

ESD 112 streamlined the submission, review and signing of interlocal purchasing agreements with Laserfiche Forms, Workflow and an integration with Signix e-signatures. Traditionally, staff spent approximately 45 minutes per contract. Time spent per contract was reduced by over 90%.

“What used to take a minimum of a week can now be done in minutes,” says Kathy Koren, Technology and Software Coordinator. “We had 25 signed contracts in the first 2 days of introducing this process, with about 1 hour of staff time to process all of them.”

The New Process

To submit an interlocal purchasing agreement, a district fills out and submits a simple Laserfiche form.
School districts apply for an interlocal purchasing agreement by filling out an electronic form

Once this form is submitted, it is automatically routed to the accounting department for review. Accounting staff reviews the submission to ensure that it is valid, and verifies that there is no existing interlocal purchasing agreement on file. If the form is filled out correctly and the request is valid, accounting staff approves the request.

Laserfiche Workflow populates a PDF interlocal purchasing agreement template with the data from the form. It then adds fields to the PDF to turn it into a fillable PDF form. Workflow sends an email to the district representative with a link to this agreement document in Signix. This is done using a custom Workflow activity developed for ESD 112 by Cities Digital. A notification email is also sent to the purchasing coordinator, alerting them to be on the lookout for the signed contract.

Workflow files the unsigned contract in the repository and applies metadata.
Laserfiche Worklow automatically routes the interlocal purchasing agreement to the district for signatures with Signix

The representative signs this agreement in Signix and sends it back to ESD 112. Once the signed contract is returned, Workflow replaces the unsigned copy with the signed copy. It then sends a notification to the purchasing department.
The interlocal purchasing agreements are stored in one folder with metadata clearly showing their status

The purchasing department can run a report in Laserfiche Forms at any time to see the contact information for interlocal purchasing agreements.
A report in Laserfiche Forms shows the status of all interlocal purchasing agreement

Laserfiche Public Portal

All agreements are available for viewing by ESD 112 employees using the Laserfiche public portal. An employee can select one of three options in the public portal:
  • Revenue Contract Search
  • Contracts Folder
  • Create Contracts Report
Employees can view agreements and contracts through the public portal

If the employee chooses to create a contract report, he is prompted to fill out a Laserfiche form to select what contracts he wants to see.

A simple Laserfiche form streamlines contract report requests

When he clicks submit, information from the form is passed to Workflow, which automatically generates a report and emails it to the requestor.
Reports are automatically emailed to the requestor

Benefits of Laserfiche

Streamlining the interlocal purchasing agreement process with Laserfiche and Signix has resulted in the following benefits for ESD 112:
  • Time spent processing each agreement has been reduced by 90%, from 45 minutes to just a few minutes.
  • Output has increased significantly, as 25 agreements have been requested, reviewed and signed in the first two days of introducing this process.
  • Mailing costs have been eliminated, and contracts are executed more quickly.



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How Oakland County Drives Innovation for Better Citizen Service

Located just north of Detroit, Oakland County, MI, has more than 60 cities, villages and townships with over 1.2 million people living within its borders.

The county’s ongoing commitment to innovation—led by CIO Phil Bertolini, who was inducted to the CIO Hall of Fame in 2017—has resulted in award-winning initiatives such as the G2G Marketplace (an online resource for governments to research, purchase and implement technology solutions and professional services), and Automation Alley, the state’s nonprofit technology and manufacturing business association.

“At the end of the day, my job is about working with a team that provides innovation and collaboration for Oakland County to improve customer service,” Bertolini says.

Oakland County’s IT team recently assessed its document management system, which was becoming time- and cost-intensive to maintain and update in order to keep up with the county’s constant state of digital transformation.

Increasing Information Access and Automating Processes

After evaluating a number of options, the county selected a Laserfiche enterprise content management solution to replace its legacy system. “The Laserfiche team was able to prototype and show us exactly how we would be able to use the software in our organization,” says Kevin Bertram, IT Applications Services Leader. “That was a key factor for us.”

Oakland County is now implementing Laserfiche across departments and business units including the county courts, to provide better access to information and automate key government functions.

“We want to make those processes more efficient, more automatic and better for the public,” says Bill Jobes, Program Manager at Oakland County. “In order to grow, we have to innovate.”

Empowering Employees and Citizens

By using Laserfiche to digitize information and automate processes, Oakland County aims to empower government employees to streamline operations and improve citizen services.

Benefits include:
  • Reclaimed IT staff time previously spent maintaining and supporting the legacy system
  • Increased access to information for authorized government employees
  • Around-the-clock access to public information and services for citizens through online portals
  • Better reporting and analytics for department leaders, leading to more informed decisions about resource allocation
  • Enhanced transparency of processes for citizens who want to be kept informed of how their service requests are progressing

“We’re always looking for opportunities to be more effective and really bring that cost for service or cost per unit down,” Bertram says. “Not for a bottom-line profit like in the private sector, but to try to reduce the cost of service to our constituents, and use their tax dollars appropriately and as wisely as possible.”

North County Transit District Improves Public Records Access and Retention

The North County Transit District manages public transportation operations in the North San Diego County area, including light rail and community rail systems, buses and disability transportation.

“We move approximately 12 million people a year,” says Sonya Finley, Document Control Coordinator. “We’re small in size, but we do a lot of heavy lifting when it comes to transit.”

Maintaining proper access to public records is critical to compliance with regulatory requirements. As a transportation organization, the transit district’s key processes—such as confirming staff members are following standard operating procedures—also ensure the safety of the operation’s millions of passengers.

Moving Away from Shared Drives

In the past, the transit district stored documents on shared drives without a standard organization method, making it difficult for staff to find the right versions for public information requests and new projects. “If you can’t find the documents, you can’t really do business,” Finley says.

To improve staff efficiency, the transit district needed to create a more centralized structure for document management and an organized repository for records retention.

Streamlining Records Retention

Using Laserfiche, the transit district created an organized shared repository for public records as well as department-specific document structures. “If they’re in one centralized place, then my job is a lot easier when it’s time to do a records destruction,” Finley says.

The transit district also used Laserfiche to add in workflows and digital forms to automate processes such as time off requests and new employee onboarding. “The document flows through, and boom, the person gets it. They fill it out and it moves to the next step,” Finley says. “Nothing gets lost on somebody’s desk.”

Benefits include:
  • Reduced staff time spent finding and retrieving documents for Freedom of Information Act (FOIA) requests
  • Quicker submission, review and approvals for contracts, time off requests, staff reports, project approvals and more
  • A more organized, compliant records retention and destruction process

“When staff comes in the morning, they’re opening Laserfiche; it has become part of our daily routine,” Finley adds. “When we have that approval process, those things get cleared and reviewed in a timelier manner. That ensures that all of our staff and even our contractors are following standard operating procedures, so that we can ensure the safety of our passengers.”

Digitization Empowers the Arkansas Department of Labor to Better Serve Constituents

The Arkansas Department of Labor works to ensure workplace safety for more than 3 million citizens each year, overseeing inspections for everything from elevator operations and amusement park rides to child labor, minimum wage and overtime practices.

Structured information access is critical for the departments’ inspectors to review claims quickly and improve workplace safety standards.

Identifying Inefficiencies

“The biggest challenge that we face is making it easy for the people that we service,” says Ken Anderson, Senior Software Analyst for the department. “We want to be able to efficiently serve them and respond to them quickly.”

With claim documents spread across hundreds of filing cabinets, employees previously spent days trying to find the documents they needed during the inspection process. Wage claims could take up to three months to complete.

The department turned to Laserfiche enterprise content management software to reduce the length of inspections by digitizing the wage claim process and provide instant search and retrieval.

Going Digital for Faster Constituent Service

With Laserfiche, the department created an electronic form which enables anyone to submit a wage claim online. The claim is automatically assigned to an investigator for review and stored in the Laserfiche digital repository. Inspectors in the field access Laserfiche on iPads, enabling them to instantly update the claim with new documentation in real-time. Throughout the process, Laserfiche automatically notifies the submitter of the status of their wage claim.

The new process has expedited the department’s public service and produced significant ROI for the use of taxpayer dollars.

Benefits include:
  • The department can complete wage claims in 36 days instead of 120 days
  • The department saves $60,000 annually on building and storage space for records
  • Investigators receive reports from inspectors in field instantly

“Not only is Laserfiche effective within the agency, but it means so much to the person waiting on that check,” Anderson says. “To be able to get it 70 or 90 days sooner is so important to them.”

Linn-Benton Community College Enhances Student Experience with Streamlined Transcript Evaluations

With over 22,000 students, Linn-Benton Community College is one of the largest community college systems in Oregon.

A growing student population placed increased demands on the college’s Enrollment Services division, which processes around 15,000 applications each year. In order to keep up with the demand, the college needed to expedite transcript review and find an efficient way to inform students about their course options and graduation goals.

Identifying Areas for Efficiency

“Before Laserfiche, it took us about six to eight weeks to complete a transcript evaluation,” says Amy Sikora, Assistant Director of Enrollment Services. “We would get transcripts in from the students, and then they would just sit there unless the student filled out an online request form asking us to evaluate them.

“We had students calling us all the time asking if we received their transcript or if we evaluated their transcript,” Sikora adds. “It was a really clunky process.”

Driving Digital Student Services

The college worked with Laserfiche solution provider CDI to implement a Laserfiche solution for an online transcript evaluation service that:
  • Allows students to instantly upload transcripts and request an evaluation
  • Automatically assigns transcripts to a reviewer
  • Instantly cross-references transcripts with the college’s Banner system
  • Analyzes and automatically emails enrollment criteria to students with further instructions and outcomes

By applying this process to class petitions, transfer credits, course refunds and more, staff can stay in constant communication with students about their options.

“Students are communicated with every step of the way, which is great because it saves us a ton of phone calls,” says Sikora. “Staff like it because it just does everything for them. It helps in many different ways—for students going into special admissions programs, and even bypassing placement testing can be really beneficial for students.”

Benefits include:
  • Students can instantly submit and request transcript reviews online and receive personalized instructions on next steps
  • Average time to review transcripts has been shortened from six weeks to a single week
  • Staff workloads can be reconfigured in real time based on transcript volume and document types

“The goals were to reduce the time that it takes to evaluate transcripts, keep everybody notified and just have the process flow better,” said Sikora. “Laserfiche solved all those things for us.”

Laserfiche Enables Digital Transformation in the North Carolina Division of Water Resources

The North Carolina Division of Water Resources’ mission is to protect the state’s surface water and groundwater resources, which includes ensuring safe drinking water, issuing pollution control permits, evaluating environmental water quantity and quality, and enforcing environmental regulations.

The division’s functions—from day-to-day operations to long-term initiatives—require the collaboration of multiple agencies, communication with citizens and the relaying of time-sensitive decisions and documents.

“When it comes to project-related decisions, we have a 30-day turnaround, and sometimes we need to send information across the state,” says Beverly Strickland, Laserfiche Administrator for the North Carolina Division of Water Resources. These deadlines, coupled with the growing need to operate more efficiently, led the division to examine how it was managing information.

Changing Tides

“When we used to snail-mail documents, it was really hard to meet deadlines,” Strickland says. “If the mail gets lost or delayed, you’ve just waived a project. It doesn’t matter how big it is.”

To facilitate faster review and decision-making, the division digitized documents with Laserfiche enterprise content management software. Using Laserfiche, employees can now perform quick searches for information, automatically archive records and easily share documents with other employees or the public by simply sending a link.

Even employees who work in remote areas benefit from the division’s digital transformation. “We have people in the mountains and on the coast that have small bandwidth,” Strickland says. “Laserfiche enables them to view necessary information without having to download an entire PDF.”

The Wave of the Future

The division recently began automating business processes using Laserfiche, which will unlock even more efficiencies as managers gather data on workflow and resource allocation. The Laserfiche Business Process Library, which provides downloadable templated solutions to automate hundreds of common business processes, has been a starting point for the division.

“What I love about the Business Process Library is that I’m not having to reinvent the wheel,” Strickland says. “I can sit with people involved with the process and say, ‘What do you need to see?’ and make adjustments to what Laserfiche has already created.”

Benefits include:
  • Shortened response times to requests for information from days to minutes
  • Reclaimed staff time that is now used for tasks such as writing permits and enforcing environmental regulations
  • Digitized information that enables the division to automate processes for even more efficiency

“It’s the wave of the future,” Strickland says of the division’s digital transformation. “If we want to work toward processes that are more efficient for citizens as well as staff members, we have to find those time savings.”

Alabama Department of Mental Health Digitizes Patient Records

The Alabama Department of Mental Health provides critical services to over 200,000 patients annually at hospitals and clinics across the state. With medical archives dating back over 150 years, the agency must manage patient data in a manner that enables staff to easily and quickly find the information they need.

Implementing Agency-Wide Records Management

“The American Recovery and Reinvestment Act asked all organizations, such as ours, to demonstrate meaningful use for information and have electronic health records to keep funding with Medicare and Medicaid,” said Cindy Shrum, Director of Information Systems. “We want to maintain our Medicare or Medicaid funding, but having an electronic records management system is also just easier. We’re able to get the information when we need it.”

Upon the recommendation of the State of Alabama, the agency selected Laserfiche as its records management solution. Laserfiche’s ease of use and competitive pricing meant the department could more productively use federal funding to create an agency-wide records management system for patient records.

Improving Patient Care through Staff Efficiency

The department partnered with the state, which was already using Laserfiche, to procure the software; this partnership also shortened implementation time and improved data sharing. The department has since digitized all medical records at Bryce Hospital, the state’s oldest and largest inpatient psychiatric facility.

“We’ve got them organized so you can see the physical history, the summary, and the progress notes,” Shrum says. “What I like about Laserfiche is that in just three clicks, we’re in the electronic health record. For a clinician, especially our doctors, that time matters to them.” Benefits include:

  • • Eliminated the need to build a warehouse for patient archives, freeing up additional funds for patient services
  • • Created efficient process to automatically digitize, organize and file full charts of new and archived patient data in a shared repository accessible to clinicians and nurses across departments
  • • Integrated document management with the agency’s CoCentrix medical system eliminates repetitive data entry
  • • Increased compliance with federal laws, ensuring continued Medicaid and Medicare funding

These financial and operational improvements have ultimately enabled the Alabama Department of Mental Health to provide better quality health care and a greater volume of patient visits. “We started out small, but the potential is unlimited,” Shrum says.

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St. Louis Public School District Streamlines HR Management

As one of the largest urban school districts in Missouri, the St. Louis Public School District oversees 70 schools and 4,700 employees. For the district’s HR office, transparency and quick communication between hiring and budgeting teams is critical for efficiently allocating staffing resources to classrooms throughout the year.

Reducing the Paper Burden

The district maintains over 4.5 million documents dating back to the early 1900s. To find files, staff previously had travel to a storage facility 10 miles away. This paper-intensive search and retrieval could often delay hiring decisions that require multi-department reviews.

“If the request for a new position involved funds outside of what the district was allocated, the information could really go a million different places,” says Clarissa Buckley, Coordinator for Human Resources Information Systems. “We had almost eight levels of approval built into the previous process that made having a paper form extremely difficult and cumbersome. And we never want to reach a point where we’re asking, ‘Do we let this classroom go without a teacher because we’re waiting on this paper form to get approved?’ ”

Streamlining Staff Requisitions

The district began using Laserfiche to digitally organize its archived and active paper storage, and quickly moved on to automate new hiring, benefits enrollment and other core HR services.

Staff requisitions are now completed in hours, with all involved parties able to share information and collaborate on decisions. “Laserfiche helps everyone stay on track,” Buckley says. “We can always see and monitor where our requisitions are caught up in the process.” Instant information access also means the HR department can better service teachers and staff with timely W2s, emergency information, student transcripts and more.

Benefits include:
  • 80 percent of the district’s HR active records and historical archives have been digitized
  • HR documents are instantly accessible, where previously staff needed to wait 48 hours to retrieve a file from a storage facility
  • Staffing requisitions are completed in three hours instead of three weeks

“Our teachers are beginning to see when they bring other records to us, not only are we able to receive that information and quickly digitize it, but we’re also able to retrieve it for them if needed in the future,” Buckley says.

How Halquist Stone’s Automated Processes Created a Culture of Efficiency

Halquist Stone is one of the largest stone quarries in the Midwest, manufacturing and selling natural stone products nationwide. The company’s expertise spans materials used across all types of residential, commercial and landscaping projects—from the walls of castle-inspired homes to rocks that populate zoo habitats.

Generating sales orders for the organization’s diverse range of products requires the cooperation of several departments, which are often spread across seven geographically separated manufacturing facilities.

Out of the Stone Age

“Our old sales order process really came out of the ’50s,” says Wade Balson, CFO at Halquist Stone Co. Employees used carbon paper to make copies that then had to be sent to manufacturing, distribution, sales and accounting to be processed. “The supervisors at all the different locations were spending two to three hours a day manually inputting data—that left them 15 hours a week off of the manufacturing floor, where they need to oversee the product actually being made, making sure it’s getting done correctly, making sure people are doing their jobs.”

In order to continue serving a growing customer base across the country, the company needed to reclaim supervisor time.

Into the Future

Halquist Stone used Laserfiche to automate the sales order process, eliminating manual data entry and the many spreadsheets that previously burdened supervisors. Supervisors now enter orders on iPads, and information is automatically routed to the relevant departments to be processed. Additionally, customers can easily change or cancel orders via an online Laserfiche form, and supervisors can see the change or cancellation immediately after it is submitted.

Balson estimates that the company saw a return on its Laserfiche investment in under a year of using the software. “ROI numbers just skyrocketed from there,” Balson adds. “Now we’re automating more processes with Laserfiche, and finding more ways to use it. That just increases my return exponentially.” Benefits include:
  • Supervisors save between two and three hours a day, adding up to about $115,000 of savings
  • The company’s processes are more transparent, improving accountability
  • Employees can immediately find information when needed

“The more that we’re embracing it, the faster and better everybody’s going to be,” Balson says. “It’s completely changed the entire culture of our company.”