Big mission, big vision, big heart: IIMC 2019

Every year, I look forward to the International Institute of Municipal Clerks Annual Conference. This year, I’m attending with our Government partner, Naviant, and we are celebrating the hard work that clerks do for their communities every day. As the hub of government, they record the discussions, decisions and votes that drive local government.

We’ve previously written about the superhero status of clerksthe pressure of public records and their connection to good legislative management technology tools. But this year, we are highlighting big vision and nothing illustrates the value of big vision more than the story of the Village of DeForest.

When does a solution that transforms the agenda process transform your village … ?

… When you combine an agenda solution built on content services with a big vision for making your town an even better place to live. The Village of DeForest has a little more than 9,000 residents and about 50 employees, but thanks to a good start in the clerk’s office, every employee now uses OnBase to drive efficiency.

The vision thing

Many clerks have embraced paperless agenda and minutes solutions to manage the workload of their legislative processes and provide better constituent service. These solutions reclaim time, secure records and offer online and mobile access to meeting packets, minutes and meeting videos. This is a great achievement for any clerk.

So, why did the Village of DeForest broaden its vision?

Consider the benefits that vision brought:

  • Reduced need for outside contractors and extra staff

Using the content services at the core of its agenda solution, the Village avoids adding more staff or outside contractors, saving budget resources.

  • A configurable solution

By choosing an agenda solution that can evolve through configuration and not custom code, a small town that doesn’t have a lot of IT help can still affordably expand the value of its investment. With training available and configuration that non-IT staff can accomplish on its own, the Village keeps growing the value it receives from an investment that started simply with an agenda solution need.

  • Automation for every department

A key impact of the investment was process automation. Being able to configure workflows without custom code using Village staff means an affordable expansion path and the chance to help every department become more efficient and perhaps more importantly, focus on essential tasks.

The results? Within one year, every staff member began using OnBase. The Village also began securely storing documents and content in a central location and simplified the agenda management process, providing remote access to contractors and improving service.

After accomplishing all that, the Village is now working on converting all paper forms into electronic forms to eliminate paper and facilitate routing of documents across departments, which will further speed processes.

And what about that agenda management process?

Turns out that’s working well, too.

“The agenda creation and management process in OnBase is much more streamlined,” said LuAnn Leggett, the Village’s deputy administrator clerk. “It’s Windows-based, so you just click to see where you are within the agenda process and make the effective changes. It’s very user friendly.”

Here’s even more from LuAnn Leggett.

Through the vision in the Village of DeForest, a solution for the clerk has improved that office – and every department within the organization. Clerks are the hub of government, recording the decisions that define their communities.

But, it isn’t just the meetings, the agendas and the minutes. The Village’s clerks are also leading the way, using their presence as the hub to expand the paperless efficiency they have implemented to benefit core processes for their town.

The Village of DeForest did not let its small size change the vision of how it wanted to function. With that vision, leaders picked an agenda solution the Village could expand affordably and easily, and now all employees use the solution to deliver more value to their residents.

Terri Jones is an enterprise advisor with Hyland’s Global Services team. Before coming to Hyland, in her 10-plus years in both state and local government, she’s managed IT departments, implemented ECM strategies and written legislation and program policies. As an enterprise advisor, she uses her background in IT deployment, change management and strategic planning to lead workshops that help Hyland customers get the most from their solution investments.
Terri Jones

Terri Jones

Terri Jones is an enterprise advisor with Hyland’s Global Services team. Before coming to Hyland, in her 10-plus years in both state and local government, she’s managed IT departments, implemented... read more about: Terri Jones