School Takes the Paper Out of Paperwork
Industry: Education
Number of Students: Approximately 12,000
Number of Employees: Approximately 1,400
Tyler Client Since: 2012
Tyler Products Used: School ERP Pro
Jenks, Oklahoma, may have a small-town feel, but its growing population has brought challenges to the community. With more than a 75% population boom from 2000 to 2010 and a student population on the rise, Jenks Public Schools constantly looks for creative solutions to get more done using the same amount of resources. Joy Plested, Jenks Public Schools’ director of financial services, believes they have found an answer in going paperless with the integration of Tyler’s School ERP Pro and Content Manager solutions.
Jenks Public Schools was using the basic document management functionality available within School ERP Pro when Plested joined the school district in 2012. She remembers when documents were being generated and then scanned into the system. “What you scan in is what you have digitally. That’s a big process because you have to start with paper to get the digital image.”
Scan Documents Directly to a Record
Things are different now that Content Manager is integrated with their existing School ERP Pro software. Digital images are immediately created and centrally stored for easy access. “Contracts, check copies, direct deposit copies, and purchase requisitions automatically become a document in Content Manager that you can search, send, and print,” says Plested. “It saved us a lot of paper just because we don’t have to print it to scan it.”
If you have any concern about your audit trail, disaster recovery, information requests, or transparency and accuracy, you really need to have electronic storage.”
Joy Plested
Director of Financial Services - Jenks Public Schools, Jenks, Oklahoma
Increase Productivity and Protect Your Agency
Plested is convinced that the transition to digital document storage is inevitable and necessary to get any organization to the next level of efficiency. “That really is the way the world is going. Everything we do right now in our personal lives is accessible online — your banking, checking your credit cards, ordering. Everything is going electronic and this is just really the next step for a business to be efficient.” She also adds that going digital protects the school district and benefits the public. “If you have any concern about your audit trail, disaster recovery, information requests, or transparency and accuracy, you really need to have electronic storage.”
Make a Difference Every Day
For Plested and the Jenks Public Schools’ staff, the efficiencies of processing paperwork in a digital environment have paid off in more than just paper savings. “We all have 40-hour jobs. It’s not like we have more downtime and we can lessen the amount of staff we have. It just lets us be more thorough with the things that we do right now and that’s wonderful. It keeps you from doing the small menial tasks and lets you do big-picture things that really make a difference.”