Digital/Electronic for all approved Institutional Documents
The College’s strategic initiative to streamline its business processes wherein moving from manual processes to automation or digital process. To ensure the Financial Management System and the Student Information System are well integrated, the College purchased the DocuSign system in 2021.
The new DocuSign system has enabled the College to improve its long-standing issues related to document management and minimize non-value-added processes in the system. Prior to acquiring the DocuSign system, the College’s document authorization workflow was mostly done through manual or paper, wherein now the document authorization workflow is done electronically using the DocuSign system.
In the past, the secretary of the standing committees meeting prepared all the paperwork and printed out bulk copies of meeting minutes, agenda, and items for discussion among the committee members. After the session, you will see papers all over the tables for the trash bin. People are having difficulty locating approved meeting minutes and other documents related to the institution. Most of the time, important signed documents are missing. Approving documents is another challenge. People need to bring printed copies of the contract, memo, reports, and other college documents for someone to sign. The college spent so much funds on an annual basis for papers and toners. The acquisition of DocuSign has changed this process not only by streamlining the process but also by saving money for the College. The seamless integration of DocuSign into our current system makes everyone’s work more efficient. One department that benefits so much from this system is the Business Office. Most manual forms include Budget Reprogram Form, Overtime/Comp-Time Request Form, Open PO Authorization Memo, Manual Check Payment, Online Wire Transfer Request Form, and Online Banking Fund Transfer. These important documents are vital for the efficiency of the business process at the College but most of the time these same documents usually are nowhere to be found during the annual audit fieldwork. The DocuSign system resolved this recurrent audit issue.
On the other hand, the Human Resources Department has started using the DocuSign system with all its processes. with Employment Contract, Personnel Action Form (PAF) Employee, Performance Management Evaluation Document, Exit Clearance Form, and other important forms related to HR’s daily operations. One of the significant improvements by using DocuSign and integrating other CMI applications is the CMI Vehicle reservation system. Before implementation, it was almost impossible to reserve a CMI vehicle on a daily basis. All are reserved and out for the day. The fuel cost for the College as a result of the previous process was uncontrollable. With the implementation of DocuSign through the Online Vehicle reservation system, the latest data show that there is a drastic reduction in fuel consumption as a result of a tremendous decline in vehicle usage. More vehicles are now available for business use. Other departments at the College were not mentioned in this article but they also have unique success stories in using the DocuSign system.
