Employees were familiar with having electronic access to some things, like payroll checks, through the state’s website. Softdocs enabled access to view not only pay-checks, but also everything else in their Personnel file. Haddix has found this especially useful for substitutes and their payment history.
The district used to receive an excessive number of calls after payday asking for details on the dates and amounts of payment.
“Now after payday all we have to do is press a button to generate an employee report through Softdocs’ Electronic Forms solution, and it automatically appears in each employee’s file. Instead of calling up, they can go out there and see what days they were paid for on that check. It has eliminated a ton of calls.”
Choosing to include substitutes is not something every district elects to do, but Harrison County Schools is happy they did. “They’re the people who pay the most attention to stuff that is in their file.”
“It didn’t cost anything extra to include them and it wasn’t any more work to have them in there. It’s just been an added benefit by including them.”
Since going live in July 2013, Harrison County Schools has gradually been automating more processes with the Softdocs ECM Platform. Currently, extracurricular payment forms are in the process of becoming automatic. Teachers who coach or serve on lunch duty have contracts to do the extra activity.
“Normally we’ll have a stack of paper that’s about five or six inches tall to pay. Now it will all be up on the screen, and we won’t have to do any of that filing. It usually changes hands between three or four different places before it gets to us and now it will all be electronic so we won’t have any of that paper coming in.”
The Personnel department has removed six filing cabinets and used the extra space to rearrange the office. Haddix says they are about to remove another six cabinets out of the Finance office and plan to add computer stations for employees to fill out forms.
“Eventually, it’d be nice to expand into other areas, besides Finance and Personnel, but we’re not really over those areas so we can’t. It is feasible that the district eventually would do it for all [departments].”