Kevin E. Grant, Shenandoah University’s System Application Support Specialist, was brought on board in February of 2015. At that time, the university was still leveraging a combination of paper forms and software applications.
“When I was hired, I wasn’t brought on as the e-forms guy or as a developer,” said Grant. “I was hired as a Learning Management System Administrator.” Two years later, Grant was spearheading the search for a new solution.
“We needed something modern, Our previous solution just wasn’t viable.”
Some of the main challenges Shenandoah was facing was the inefficiency of paper forms, the lack of tracking that comes with intercampus mail, the lack of mobility for remote usage and the limited capacity of submissions.
“With our previous solution, we only paid for so many submissions per year,” said Grant. “We ended up using them very quickly.”
Grant shared that he looked at about six or seven other solutions throughout his search. When asked what made Softdocs stand out among the competition, Grant shared four characteristics that made Etrieve the winner.
“First of all, Etrieve’s ability to integrate with our other technologies including our existing document management platform,” said Grant. That synergy was one of the main features that Shenandoah desired for their new solution.
The remaining three winning characteristics were the off-campus access, the unlimited capacity and the end user tracking.
“The end-user tracking is key,” said Grant. “With our old process, I had to manually build in tracking but even then it was a best guess. Now I just tell the user to check in ‘Activity’ for the form they are looking for and they always respond ‘it’s there!’”
The ability to know the status of any form at any given time has been very helpful for Shenandoah, both from the end user perspective and for auditing purposes. With paper forms, there is always a chance of it being misplaced by a student or lost in the shuffle on an employee’s desk. However, with Etrieve there is a detailed audit trail to ensure that very thing does not happen.