Rapid City School District Automates Contracting

Speeds the process, reduces costs and improves management

Jul 09, 2015, 10:15 ET from Advanced Processing & Imaging, Inc.

BOCA RATON, Fla., July 9, 2015 /PRNewswire/ -- Advanced Processing & Imaging, Inc. (API), a developer of business process automation (BPA) and document management (DM) solutions announced that Rapid City Area Schools has selected their Contracts Automation solution to automate contract renewals for teachers and other staff.

Rapid City Area Schools is a district with over 24 campuses and approximately 14,000 students located in South Dakota, just about a half hour from the famous Mount Rushmore National Monument. Rapid City has been using API's OptiView Document Management solution since 2012 to manage their electronic student records and in early 2015, selected API's process automation solution to automate their contracting process used to support more than 1000 teachers and contracted staff.

The school district has been using a manual, paper-driven process which impacted overall management, tracking and accuracy. During contract time (May each year) the HR department had to run a report from their Skyward Business Suite system based on employee type and compensation to determine the appropriate contracts for each employee. Then all contracts had to be printed and physically distributed to employees via internal mail to their school buildings. Staff was required to pick up their contracts in the main office, review the content, sign and eventually return the document to the school principal for processing. Clearly this was a costly and time-consuming process.

"Our manual process could take more than two weeks to complete and affected our HR staff productivity," says Valerie Brablec, Director of Human Resources, Rapid City Area Schools. "Tracking missing and completed contracts was a tedious process. We would have to manually call or email employees one at a time to follow-up."

With API's contract automation software solution, Rapid City will be able to perform this annual process more quickly, with less staff involvement and at a lower cost. Once the contracts report is run utilizing API's Query to Workflow Automation feature, it will feed directly into API's Contract Automation system and electronically distribute all contracts via email to teachers and staff. Employees will then be able to review the contracts online and sign them electronically, eliminating the time and cost of printing and mailing. Completed contracts are returned to HR electronically making the process easier and faster for employees as well. All executed electronic contracts will be stored in API's OptiView document management system for archiving and data protection purposes. HR staff can quickly and easily view the status of each employee contract at any time.

"We're so excited to partner with API on this important project," says Shane Daniel, Director of Information Technology, Rapid City Area Schools. "We'll be able to shorten the process, more easily track all 1000+ contracts and save money."

"School districts, government agencies and private businesses that use manual, paper-based systems face the same challenges as Rapid City when it comes to contracting and renewals," says Juan Rodriguez, CEO, Advanced Processing & Imaging. "Savvy HR and IT staff understand how process automation technology will improve the process for both HR staff and employees and simplify a traditionally complex and arduous task. API is excited to provide the solution and honored to be a trusted advisor to Rapid City Area Schools."

About Advanced Processing & Imaging
For nearly two decades, Advanced Processing & Imaging, Inc. ® (API) has been helping K-12 School Districts, Local Government Agencies and Small & Mid-Sized Businesses (SMBs) operate more efficiently and reduced reliance on paper-based forms, documents and processes. API's process automation and document management solutions power daily business operations by automating existing business processes and presenting information and documentation relevant for the task at hand—without having to manually search. To help public-sector organizations address "Open Government", API offers Fiscal Transparency and Public Records Web-portals. API offers all solutions hosted in their Cloud data center. For more information, visit www.apimg.com.

Bennett Klein
Sr. Director of Marketing
Advanced Processing & Imaging, Inc.
800.430.7011 ext. 2018


SOURCE Advanced Processing & Imaging, Inc.