"In our old process, Department heads would have to complete a Word application and a supplemental Excel sheet that outlined initial expense and recurring expenses. The purpose was to present the total actual cost of a capital project to Finance, which then compiled the information to present to Council for approval.
We were keeping track of the various components of the Capital Improvement Plan using different siloed platforms. We knew we needed a way to manage the entire Plan in one centralized location, through one powerful tool that could automate the process as much as possible.
"Now, the entire Capital Improvement Plan process is conducted through a SeamlessDoc. Staff can submit a project application directly online, with required fields, field validation, attachments, and eSignatures. Upon submission, a CIP ID number is automatically generated, allowing us to better track and manage submissions. Each Department head has a GRM login, which allows them to keep track of their and other submissions, as well as update/enter new capital project applications annually. I can finalize the submissions in the GRM with stages and tags before I share them with Finance. At the conclusion of the open application period, all project info is exported as a .csv, which is cleaned and exported into a master Excel Document. Then, it's much easier to present the Capital Improvement Plan to Council with each project marked for the appropriate budget year!
"The digitization of the process has resulted in a vast improvement of efficiency and accountability. Department heads may now access the online application/policy on demand. There is no paper document exchanged during the application period and the Admin and Finance has a living record of applications to refer to at any time of the year. Furthermore, as the budget process progresses throughout the year, department heads have an accessible source to refer to when submitting funding requests for applications. In the past, a department head would have to search through old files, emails, records to find this info. Now, thanks to SeamlessDocs and the GRM, it’s all available online in one repository."
Ferndale leverages SeamlessDocs to transform their paper forms and processes into smart, interactive online services. Departments complete the Capital Improvement Plan Project Application with integrated attachments and eSignatures. Required fields and field validation have nearly eliminated errors in submissions, and the automatic receipt generated upon submission empowers the submitters and processors to keep better track of projects.
Ferndale uses the Open Records Portal to create a public display of the Capital Improvement Plan submissions. This dashboard provides transparency around submissions, and allows Department Heads to create a Visitor Account within the Open Records Portal to track their own submission.
Ferndale uses the Government Relationship Manager, or GRM®, to set up workflows and manage data. Tags/Stages enable City staff to easily track the status of their submission, and for the Assistant City Manager to easily update the status. The simple user interface also organizes the information in a way that is presentable and efficient for the City Council to review.