Contract Management System
Prior to working with Softdocs, Buford City Schools was manually processing each employee contract through a mail merge with Microsoft Excel.
“Angela and I would go through and verify the stats, years of experience, Social Security Numbers, etc. and do a mail merge per school,” explained Amanda Grannon, Director of Personnel. “Then I’d come in and take over a printer all day and mail them all out.”
Now, employee information is imported into the Softdocs contract management system and auto-populates template fields for each individual. Since the contracts are dynamic e-forms with built-in workflows, employees receive them instantly. According to Adams, the contract creation and distribution processes have been cut down to an eighth of the time it used to take.
With such a quick implementation, HR did not have time to go to the schools and explain how the new contract process would operate. Instead, they created a reference document with screenshots describing how the system worked and distributed it to the teachers.
“It was a simple process for them... They like being able to go in and have it electronically on the computer,” said Grannon.
Once contracts were sent out, Grannon received her first one back in less than three minutes. As each contract is received, she reviews it for accuracy and answers any questions in the comments area. Any changes can be made quickly and routed back for approval. In the past, Grannon had to physically sign every contract, but now signatures are applied digitally.
“It was much quicker, and her arm was not completely dead by the end of the day because she was not manually signing every single contract,” said Adams.