Overview
Four New Digitized Workflows Went Live in Less Than Three Months
The Chancellor's Office is the administrative arm of the California Community Colleges Board of Governors, responsible for executing policy, administering financing, and supporting educational programming across the system's 116 institutions. Its Office of General Counsel finalizes several hundred agreements every year, including grants valued at more than $120 million annually.
“We needed a platform to accelerate our processes, facilitate communications around the agreements, and provide an audit trail to identify and fix the bottlenecks. We were able to remove the roadblocks that were holding documents up without having to discard the parts of the old process that worked for us,”
Impact
- 33% faster approvals
- 4 workflows digitized
- Live in under 3 months
Challenge
- Five copies of the same document could be in circulation at any given moment
- A sudden shift to remote work forced document sharing through email and cloud folders
- Approvals from supervisor, HR, accounting, the vice chancellor, and General Counsel were tracked manually
- Agreements took multiple months to move through the process
Solution
- No-code, cloud-based workflow automation, up and running quickly
- Personnel from multiple departments customized the process and routed agreements themselves
- Applied to grants, vendor agreements, contracts, and memoranda of understanding (MOUs)
Results
- Legal agreements approved in 33% less time
- Four new workflows went live in less than three months
- A status dashboard virtually eliminates bottlenecks
“We’re no longer in the dark about where something stands. If we want to know where an agreement has stalled, we can find out immediately and rectify the situation. The new electronic version of the process afforded us newfound flexibility in terms of routing—and rerouting—agreements.”
California Community Colleges
Population
39 Million
Use Case
Contract Reviews
Department
Education, Legal
Municipality
State