NV DGS 16 Presentation - Esign on the Dotted Line - Polly Walker
17
CITY OF HENDERSON E-SIGNATURE PROJECT
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Transcript of NV DGS 16 Presentation - Esign on the Dotted Line - Polly Walker
CITY OF HENDERSON
E-SIGNATURE PROJECT
HOW THE PROJECT UNFOLDED
PERFORMANCE MEASURES PRIOR TO THE
PROCESS IMPROVEMENT
*contract cycle time – time from the request to create a contract to formal approval
**defect – returned/re-routed documents due to incorrect signature blocks, incorrect formatting, and/or incorrect language
Contract Cycle Time (under $50k)
Contract Cycle Time (over $50k)
Annual paper usage
Annual Defects**
Defect* Rate
59 Days
107 Days
11,000 Sheets
693 Labor Hours for corrections
63%
2013
STREAMLINE THE PROCESS
Decrease Contract Cycle Times
Decrease Contract Defects
PHASE 1:
ELECTRONIC SIGNATURES & ROUTING
*contract cycle time – time from the request to create a contract to formal approval
**defect – returned/re-routed documents due to incorrect signature blocks, incorrect formatting, and/or incorrect language
Contract Cycle Time (under $50k)
Contract Cycle Time (over $50k)
Annual paper usage
Annual Defects**
Defect* Rate
0 Sheets
0 Labor Hours for corrections
0% (no cancelled/voided envelopes)
2013
PERFORMANCE MEASURES AFTER THE PROCESS IMPROVEMENT AND
DOCUSIGN IMPLEMENTATION OF PURCHASING-GENERATED CONTRACTS
2015
8.4 Days
11.75 Days
PHASE 2:
ELECTRONIC SIGNATURES & ROUTING
INCREASED THE PROJECT’S ROI
Identified documents and forms
that can utilize the system.
Created a phased approach
project timeline for implementation.
FORMS WITH ROUTING TEMPLATES WERE
CREATED
USERS WERE SILENTLY PROVISIONED WITH
DOCUSIGN ACCOUNTS
TUITION REIMBURSEMENT FORM (PILOT)
YearFY2014 (partial year)
PAPER PROCESS
FY2015
PAPER PROCESS
2016 (FY to date)
ELECTRONIC PROCESS
# of requests 75 269 73
Average Cycle Time (# of
days)112 130* 10 days
MOST USED FORMS
PHASE 3:
NOW AND THE FUTURE
BENEFITS AND ROI (NOW)
• 7,150 contracts and forms (envelopes) processed annually through DocuSign
• 68% signed in 7 days or less. 30% signed in 6 hours or less
• Reduced paper cost
• Decreased labor (archiving, inter-officing, ease of completion and tracking)
• Increase compliance with public/city records requirements
(City Clerk’s Office always receives copies)
• Increased customer (internal and external) satisfaction
151% ROI
Payback < 1 year
STRATEGIC PLAN
• Identify resources and roles
• Project Champion
• Project Manager
• Process Owner (System Administrator)
• Key Workgroup Members and Ongoing Meetings
• Funding
• Technology scope and strategy (short-term/long-term goals and high
level business requirements)
• Measures and reporting
LESSONS LEARNED
• Utilize a phased approach/implementation.
• Invest in training and communication (during and after/ongoing).
• Focus equally on process/business practice and technology.
• Support teamwork/collaborative approach across departments.
QUESTIONS?
