Automation Use Cases 2018-05-14T00:56:46+00:00

Automation Use Cases

Government workflow automation in action.

See how government workflow automation improves public service.

Look over these example Use Cases to learn how SimpliGov’s government automation platform can give you all the benefits of smart digital government forms and accelerated workflows.

Challenge: Travel Requests

Develop a government automation workflow to manage the process of reviewing travel requests.

Solution:

  • Easy-to-use online self-service forms allow employees to submit authorization requests for work-related travel.
  • Forms can be easily designed in SimpliGov’s government automation platform to capture as much information as necessary.
  • Workflow, including specification of stakeholders and notifications, is completely customizable.
  • Once submitted, requests are automatically routed to proper stakeholders/managers for review.
  • Approval or denial notifications can be automatically generated and sent to employees.
  • SimpliGov integrations allow approved travel to be logged on employee and/or departmental calendars, alerts sent to other departments as needed, etc.
  • A secure Cloud-based archive of workflows and assets provides for compliance/auditing.

Benefits:

  • Requests are submitted and processed with far greater speed and minimized errors, delays, and costs.
  • Centralized tracking and reporting allows managers have overview of all request statuses in real time.
  • Employee morale benefits from a faster, more precise request-and-response process.
  • Government workflows are automatically archived in the Cloud for secure storage and accessibility for auditing.
  • E-signature integration standardizes secure approvals of government forms and other documents.

Challenge: Procurement Requests

Develop an automated workflow for efficienctly processing procurement requests.

Solution:

  • Self-service online forms prompt users in drafting complete, error-free procurement requests.
  • Each submission is automatically routed for proper review.
  • A procurement officer or agent receives automatic notification to review the request.
  • If required, the request may be routed to the requester’s manager for approval – if, say, it exceeds a set spending limit
  • All necessary forms and workflows are easily designed and edited using our government automation platform’s intuitive interface.
  • If needed, submitted or approved procurement requests can also be routed through Accounting and Receiving.

Benefits:

  • Automating the procurement requests process accelerates it while reducing errors and delays via self-service government forms with embedded business intelligence.
  • Standardization of the procurement request process, reduction of errors, and increased efficiency drive cost savings.
  • Best practices and compliance rules can be embedded in government workflows so they’re always observed.
  • Centralized archiving of government workflow data allows immediate or historical review of this request and others, and helps satisfy compliance and audit guidelines.
  • e-Signature integration ensures secure authorization via government forms and e-documents.

Challenge: Time Cards

Design and implement a government workflow allowing supervisors and/or job contacts to manage approval of time cards.

Solution:

  • Easy-to-use online self-service time cards can be utilized, or workflows can integrate via API with time tracking/HCM platforms such as Workday.
  • Employees submit time cards for review by supervisors and/or job contacts (such as project managers).
  • Workflow, including specification of stakeholders and all scheduled or triggered notifications, is completely customizable.
  • Once submitted, time card approval requests are automatically routed to proper stakeholders/managers for review.
  • Approval or denial notifications can be automatically generated and sent to employees.
  • A government workflow can be integrated with other internal payroll/accounting platforms, and include notification and alerts for other departments/stakeholders, such as Accounting.
  • A secure Cloud-based archive of government workflows and assets provides for compliance/auditing.

Benefits:

  • Time card submissions can be processed with far greater speed and minimized errors, delays and costs.
  • Managers can centrally track all time card submissions and approvals by their employees.
  • Cross-platform/department integration enhances internal communication and review.
  • e-Signature integration ensures secure authorization via government forms and other e-documents.

Challenge: Employment Applications

Implement an automated government workflow for intake and review of employment applications.

Solution:

  • Employment application forms and the automated workflow are easily designed and edited using the SimpliGov government workflow platform’s drag-and-drop interface.
  • Self-service online forms prompt applicants to complete and submit comprehensive, error-free job applications.
  • Each application is automatically routed for proper review.
  • The workflow can create a new Human Resources case file through integration with HR platforms/databases.
  • Proper stakeholders receive automatic notifications to review the application, which is automatically routed in sequence through each review stage. Approvals trigger routing to next stakeholder, denials trigger notifications to HR and applicant, etc.
  • Deadlines are embedded in a government workflow to drive participant action.
  • Once approved, notifications can be triggered to alert supervisors, and a timed “welcome” message can be sent to the applicant.
  • Final approval can trigger onboarding workflow and notifications to Accounting, IT, and other relevant departments.

Benefits:

  • Eliminates any need for hard copies of government forms and documentation.
  • Automating the employment application workflow speeds up the process while reducing errors and delays via self-service forms with embedded business intelligence.
  • Standardization of government workflows, reduction of errors and increased efficiency drive cost savings.
  • Best practices and compliance rules can be embedded in the workflow so they’re always observed.
  • Centralized archiving of government workflow data allows immediate or historical review of all applications, meeting compliance requirements.
  • e-Signature integration ensures secure authorization via digital government forms and e-documents.

Challenge: Personnel Action Requests

Create a government automation workflow for processing Personnel Action Requests (PARs) to set or initiate any change to an employee’s employment status, organizational unit, position title, salary, pay grade, or similar.

Solution:

  • PAR forms and the automated workflow are easily designed and edited using SimpliGov’s intuitive interface.
  • Self-service online forms prompt users, whether supervisors or authorized administrators, in drafting complete, error-free PARs.
  • Each submission is automatically routed for proper review.
  • Appropriate stakeholders receive automatic notification to review or expect the PAR, such as Human Resources.
  • Deadlines are embedded in each government workflow to drive participant action.
  • Once a PAR is approved, notifications can be triggered to alert supervisors and/or the employee about their status change.
  • If needed, submitted or approved PARs can also be routed through Accounting and other relevant departments.

Benefits:

  • Eliminates any need for hard copies of PAR government forms and documentation.
  • Automating the PAR request workflow expedites the process while reducing errors and delays via self-service forms with embedded business intelligence.
  • Reduction of government process errors and increased efficiency drive cost savings.
  • Centralized archiving of government workflow data allows immediate or historical review of all PARs, satisfying compliance audit requirements.
  • e-Signature integration ensures secure approvals and signoffs via digital government forms and e-documents.

Challenge: Mobile Governance

Design and implement workflows inclusive of or customized to field teams or mobile/non-office-based personnel tasked with delivering field services such as policing, inspections, maintenance, sanitation and others.

Solution:

  • Accessing our government automation platform on their mobile devices (smartphones, tablets or laptops), field personnel can consistently interact with their assigned project workflows.
  • These workflows can also be designed as accessible to onsite/office employees.
  • If authorized, mobile users can design or edit forms and workflows from mobile devices or use stored templates to implement common workflows.
  • Collaboration features allow both offsite and onsite personnel to work together in real time.
  • Participants receive notifications and alerts to drive engagement/action at pre-designated stages of service processes.
  • Dynamic “smart” forms allow field personnel to enter requests, data, reports, submit assets such as photos or scanned documents, etc.

Benefits:

  • Empowers mobile governance by allowing device- and platform-agnostic workflow automation.
  • Facilitates on-the-go yet standardized process execution by remote employees.
  • Response and agility of field personnel is optimized, and services are delivered more rapidly and cost-effectively.
  • This creates a more positive experience for community members.
  • Eliminates hard copy paperwork and process tedium.
  • Centralized archiving of government workflows allows review of field operations, meeting compliance needs while allowing managers to refine resource and personnel deployments.

Challenge: Business License Applications

Implement an automated government workflow for processing Business License applications.

Solution:

  • Using online self-service government forms and e-documents, available 24/7, applicants can review zoning, fees and other pertinent information before submitting an application for a Business License.
  • Forms and an automated workflow are designed and edited using the SimpliGov government automation platform’s drag-and-drop tools.
  • Self-service online forms guide users in submitting complete, error-free license applications.
  • Each submission is automatically routed for proper review by the Licensing Office.
  • Deadlines are embedded in the workflow to drive participant action.
  • The Licensing Office determines inspection requirements (if any) and can submit inspection requests, which can trigger associated government workflows involving building, electrical and plumbing inspection personnel.
  • Once an application is approved, notifications can be automatically sent to the applicant.
  • If not approved, an applicant can receive notification and guidance on required next steps for re-application.
  • Approvals can trigger notifications or workflows involving other departments, such as Tax Assessors, etc.

Benefits:

  • Eliminates any need for hard copies of licensing forms and documentation.
  • Automating the application workflow accelerates the process while reducing errors and delays via self-service government forms with embedded business intelligence.
  • Standardization of government workflows, reduction of errors and increased efficiency drive cost savings.
  • Best practices and compliance rules can be embedded in a government workflow so they’re always observed.
  • An improved process also creates a more positive experience for the applicant.
  • A repetitive and mundane process gets automated, removing tedium and improving employee morale.
  • Centralized archiving of government workflow data allows immediate or historical review of all applications, satisfying compliance audit requirements.

Challenge: Cannabis Dispensing License

Implement a government automation workflow for processing application for a license to dispense medical/recreational cannabis products.

Solution:

  • Via online self-service forms and documents, available 24/7, applicants can review relevant codes and guidelines, then complete and submit application for a Cannabis Dispensing License.
  • Forms and the associated workflow are designed and edited using SimpliGov’s drag-and-drop tools.
  • Self-service government forms aid users in submitting complete, error-free license applications.
  • Each submission is automatically routed for review by pre-designated stakeholders in the appropriate licensing department.
  • Deadlines are embedded in the workflow to drive participant action.
  • Once a license is approved, notifications can be automatically sent to the applicant.
  • If not approved, an applicant can receive notification and information on how to go about re-application.
  • Approvals can trigger notifications or workflows involving other departments, such as Tax Assessors, but others such as planning and building departments, and/or environmental assessment and permit offices.

Benefits:

  • Removes the need for hard copies of licensing forms and documentation, as these are automatically digitally archived.
  • Automating the application workflow accelerates the process while reducing errors and delays via self-service government forms with embedded business intelligence.
  • Standardization of government workflows, reduction of errors and increased efficiency drive cost savings.
  • Best practices and compliance rules can be embedded in the workflow so they’re always observed.
  • An improved process also creates a more positive experience for the applicant.
  • A repetitive and mundane process gets automated, removing tedium and improving employee morale.
  • Centralized archiving of government workflow data allows immediate or historical review of all cannabis dispensing applications, important for compliance requirements.

Challenge: Tree Trimming Requests

Automate a workflow to handle incoming requests for tree trimming services by citizens, local businesses or other members of the community.

Solution:

  • Using online self-service forms, available 24/7, people can request municipal tree trimming services for public streets, parks, etc., and indicate exact locations, circumstances, and potentially even attach photos or other assets.
  • Requests are kept error-free using embedded business logic and dynamic forms.
  • Forms and workflow are designed and launched using the SimpliGov government automation platform’s drag-and-drop tools.
  • Forms integration with other platforms, such as geomapping databases, can prevent submission errors such as making requests for tree trimming on private or non-allowed properties (preserves, parks, landmarks, etc.).
  • Each request is automatically routed to the correct stakeholders for review.
  • Deadlines are embedded in the workflow to drive participant action.
  • Once an application is approved, notifications can be automatically sent to the applicant.
  • Approvals can trigger automated government workflows involving associated teams or departments, such as dispatching a Street Services crew.

Benefits:

  • Government workflow automation speeds up the request process, reducing errors and delays via self-service forms with embedded business intelligence.
  • Services are delivered more rapidly and with greater cross-team/cross-departmental coordination.
  • A repetitive and mundane process gets automated, removing tedium and improving employee morale.
  • Increased efficiency delivers cost savings and a more positive experience for community members.
  • Digital “smart” forms eliminate any need for filing hard copies of government forms.
  • Centralized archiving of government workflow data allows review of requests, satisfying compliance need while aiding managers and planners in future resource deployments.

Challenge: DMV Services

Accelerate DMV services using automated government workflows to manage and process applications and renewals for operator licenses, titles, tags and other permits.

Solution:

  • Using self-service government forms available 24/7, people can fill out application or renewal forms either online or (if mandated) using self-service kiosks at the DMV office.
  • Requests are kept error-free using embedded business logic and dynamic forms.
  • Government forms and workflow are designed and automated using the SimpliGov government automation platform’s drag-and-drop tools.
  • If necessary, applicants can scan and submit support documentation such as birth certificates, proof of insurance, etc.
  • If a process is required to be conducted at a DMV facility, API integration with scanning/document capture software may allow automatic insertion of scanned assets into automated government workflows.
  • Each request is automatically routed to the correct stakeholders for review.
  • Deadlines are embedded in the workflow to drive participant action.
  • Once an application or renewal is approved, notifications can be automatically sent to the applicant.
  • Approvals or review stages can trigger other government workflows, such as vehicle inspections as part of livery licensing.

Benefits:

  • Workflow automation streamlines DMV processes, reducing errors and delays via self-service forms with embedded business intelligence.
  • Repetitive and mundane processes are automated, removing tedium and improving employee morale.
  • Constituents can avoid DMV trips, or minimize the time spent there.
  • Services are delivered more rapidly and cost-effectively, and create a more positive experience for community members.
  • Eliminates any need for filing hard copies of multiple government forms and documents.
  • Centralized archiving of government workflow data allows review of requests, satisfying compliance need while allowing managers to fine-tune processes.

Challenge: Complaint Management

Deliver automated workflows for managing constituent complaints about government actions and services

Solution:

  • Government forms and associated workflows can be designed using our government automation platform’s drag-and-drop interface to create digital/online self-service forms.
  • By using these forms, constituents have a 24/7 “complaint window” available.
  • Forms use embedded business logic, multi-language support, and drop-down fields so government forms are user-friendly, and capture complete and error-free information.
  • Based on selections made by users, complaint forms can be routed precisely to the appropriate stakeholder, community relations staffer or complaint officer.
  • Deadlines are embedded in the workflow to drive participant action and response to complaints.
  • Notifications can be automatically sent to submitters to alert them their complaints are under review and/or resolved.
  • Notifications or participation can automatically pull in participants such as legal staff or government ombudsmen, depending on type or level of complaint filed.
  • Acknowledgement/approval of filings can trigger complaint resolution workflows within the cited department or area.

Benefits:

  • Government workflow automation streamlines complaint processes, eliminating errors and reducing delays.
  • Self-service government forms with multiple embedded “smart” features allow complaints to be accurately directed and cataloged.
  • Repetitive and mundane processes are automated, removing tedium and improving employee morale.
  • Constituents can avoid visits to government offices, or time spent tracking down the right person with whom to log a complaint.
  • Resolutions are delivered more rapidly and cost-effectively, creating a more positive experience for community members.
  • Digital forms eliminate any need for filing hard copies of government forms and documents.
  • Centralized archiving of government workflow data allows review of complaints, satisfying compliance needs while allowing managers to gain insights and oversight.
Carolyn Staats

“The adoption rate for this product has been amazing…it was not only agile, it was really fine-tuned.”

Carolyn Staats
CIO, County of Sonoma, CA

Not seeing what you’re looking for? Then build your own government automation workflow with SimpliGov.

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