Overview
Four New Digitized Workflows Went Live in Less Than Three Months.
The Chancellor’s Office is the administrative arm of the California Community Colleges Board of Governors, and is responsible for executing the Board’s policy initiatives, administering the financing of the community colleges, and supporting educational programming, professional development, and other system-wide functions for the system’s 116 educational institutions. The Chancellor’s Office of General Counsel finalizes several hundred agreements of different types every year—including grants valued at more than $120 million annually.
“We needed a platform to accelerate our processes, facilitate communications around the agreements, and provide an audit trail to identify and fix the bottlenecks. We were able to remove the roadblocks that were holding documents up without having to discard the parts of the old process that worked for us,”
Impact
- Process Shortened 33%
- Elimination of Bottlenecks
- Live in Less Than Three Months
Challenge
- Manual process saw five copies of the same document in circulation at any given moment
- Sudden shift to remote office forced inefficient document sharing through email and cloud portal
- Tracking approvals from supervisor, HR, accounting, the vice chancellor, the Office of General Counsel, and third parties manually was cumbersome
- Agreements took multiple months to approve
Solution
- No-code, cloud-based workflow could be up and running quickly
- User-friendly workflow automation tools allowed personnel from several departments to customize the process and route agreements accordingly
- New workflow applied to grants, vendor agreements, contracts, and memoranda of understanding (MOUs)
Results
- Legal agreements are approved in 33% less time
- Four new workflows went live in less than three months
- Dashboard for monitoring status virtually eliminates bottlenecks
“We’re no longer in the dark about where something stands. If we want to know where an agreement has stalled, we can find out immediately and rectify the situation. The new electronic version of the process afforded us newfound flexibility in terms of routing—and rerouting—agreements.”
California Community Colleges
Population
39 Million
Use Case
Contract Reviews
Department
Education, Legal
Municipality
State