best practices in government
DESCRIPTION
Streamlining Operations While Providing Higher-Quality Constituent Services with eSignature. Joint webinar presented by Sharon Hayes and Shadrach White.TRANSCRIPT
Best Practices in Government: Streamlining Operations While
Providing Higher-Quality Constituent Services with eSignature
Speakers
Sharon Hayes Director,
Public Sector, DocuSign
Shadrach WhiteCEO,
cloudPWR
Agenda
Introductions
DocuSign Overview
Three Use cases from the State of Washington
Procurement
Permitting
Liquor control board
3
DocuSign Trust Foundation
Available Secure Configurable Enforceable Global Open
Web
& M
obile
App
licat
ions
Adm
inis
trat
ion
& C
ontr
ol
DocuSign Core Services
Transaction R
ooms
DocuS
ign Integration Fram
ework
WorkflowDataDocuments
Prepare
Authentication ServicesSignatures
Execute
Reporting RetentionCompliance
Manage
DocuSign Digital Transaction Management Platform
UsersSystems
DOCUSIGN CONFIDENTIAL 4
More Sample Use Cases
DOCUSIGN CONFIDENTIAL 5
• Procurement – State of Washington• Permitting – State of Washington• Liquor Control Board – State of Washington• Office of State Controller – State of North Carolina• Department of Managed Health Care - State of California • Leasing Agreements - State of Washington • Guardian paperwork –Juvenile Court, State of Washington• Inter-City Agency Agreements – Several• Human Services – City of Seattle• Contractor Bids – Several State and City• Indeterminate Sentence Review Board – State of Washington• Search warrants signed by Police Officers and Judges• Private K-12 new students sign up - CalPac• On-board medical interns for School of Medicine at State Universities -CA• Sign up patients for on-line therapy sessions at State Universities -CA• Healthcare forms for Quarantine Plans, Disease Control Plans - County
Public Health Departments• Vendor Contracts - Colorado• Professional Services Agreements for the City• Warrants and Affidavits signed by judges – State of Arizona• Vendor Agreements - Children & Family Services
Complexity Simplified.
Complexity Simplified.
Complexity Simplified.
cloudPWR
• Headquarters in Seattle, WA.
• Cloud Enablement for the Public Sector
• AIRLIFT® Integration Tools
• DocuSign | Box | GoogleApps | Office365
Complexity Simplified.
Office Documents
• The PC revolution was a boom to office productivity.
• It gave everyone the power to easily create content.
• Printing is one of the single most expensive back office activities.
• Document scanning is used to digitize printed documents.
PC
ScanIndex
Store
Complexity Simplified.
Business Process
• Digital Transaction Management
• Moving transactions from person to person seamlessly
• Providing access to every transaction at the mobile end point
• Eliminate printing, scanning and document indexing
Complexity Simplified.
Signature
• Print + Sign + Deliver + Copy + Store = a cost of time, natural resources and money.
• Wet signatures are wasteful and unnecessary.
• Electronic forms and signatures provide an alternative that is efficient and cost effective.
• Change is necessary for progress and sustainability.
Complexity Simplified.
What if you could…
• Provide access to a transaction 24.7.365
• Collect usable data w/o the cost of key data entry
• Automate record keeping
• Eliminate paper handling
• Initiate and complete forms w/o printing, scanning or indexing
Complexity Simplified.
Washington State
Complex
Single form
Simple
Fully Integrated
Complexity Simplified.
Agreements & Certificates
• RFP Confidentiality Agreement
• Asset Transfer
• License Processing
• Certificates of Completion
RFP Evaluation
Asset Transfer
Complexity Simplified.
Licensing & Permitting
• Applications for a license or permitting for operations, building or distribution are commonplace.
• Applications are typically handwritten and submitted manually.
• After submission they are scanned, indexed, routed for approval and finally archived.
• Information on the applications are keyed into systems of record, in some cases multiple times.
Complexity Simplified.
Old Process
Applicant(s)
WorkflowProcess
LS3
SignedForms
ImageIndex
LettersB L S
Record
BLSFeed
Search Completed
AppsEnforcement
Search & Route
New Process
Applicant(s)
WorkflowProcess
LS3
Search & Route
Scan Operator
SignedForms
ImageIndex
LettersB L S
RecordBLSFeed
Search Completed
AppsEnforcement
Firewall
Auto
Import
HTTPS
High Level Operations
1. BLS Download Creates Record
2. LS3 Sends DocuSign Form Package
• Corp, LLC, Sole Prop.
3. LS3 Sends Individual Form(s)
• Criminal History / Financial Background
4. Applicant(s) completes form(s) electronically or prints / signs / mail
5. Scan Operator scans incoming paper forms & verifies indexes
• Criminal History / Financial Background
6. LS3 processes application by accessing iSeries and Oracle
7. Enforcement can search completed application
System Components• DocuSign eSignature
• Oracle Image
• Oracle Process
• Kofax Capture
• Auto Import
Complexity Simplified.
The Desktop
Complexity Simplified.
System of Record
Complexity Simplified.
DocuSign Templates
Complexity Simplified.
Data Form
Complexity Simplified.
AIRLIFT®
Complexity Simplified.
Connect
• DocuSign provides an extensive application programming interface (API) and other methods to integrate existing applications.
• AIRLIFT® connects DocuSign with existing systems of record.
• All data that is entered, the time/date and location of completion is accessible.
• Data can be validated, used for automation and provides a wealth of information for analytics and metrics reporting.
Complexity Simplified.
Completed Envelopes
Complexity Simplified.
Key Fields
How DocuSign Enables Identity:
DocuSign Authentication Levels
Authentication Options Certificate of Authentication
27
Electronic Notary
Digital Certificates
Phone Authentication
ID Check
DocuSign Credentials
Access Code / SMS Code
Email Validation
Complexity Simplified.
Design Considerations
• Document Tattoo
• Required Fields
• Formulas and special characters
• Templates
• PowerForms
Complexity Simplified.
Return on Investment
• AIRLIFT® Forms | eSignature Processing
• 114 Days Live
• 2670 DocuSign Envelopes Completed
• 13,350 Forms Processed w/o manual intervention
• 333,750 Pages Automatically Injected into Workflow
Manual paper handling cost $2 per page
Savings of $667,500
Complexity Simplified.
Teamwork
About DocuSign
DOCUSIGN CONFIDENTIAL31
Vision
Empower organizations to “keep business digital.”
Leader in Market Share Leader Among Analysts
Leader in Users
#1eSignatureTakes Off
#1eSignature
Wave
#1eSignatureSolutions
Thank You.
DOCUSIGN CONFIDENTIAL 32
Contact DocuSign
•Call us at 877-720-2040
•Email us at [email protected]
•Visit us at www.DocuSign.com
Contact cloudPWR
•Call us at 877-303-3869
•Email us at [email protected]
•Visit us at www.cloudPWR.com