Electronic County Resolution Management System

About the Program

Category: County Administration and Management (Best in Category)

Year: 2017

Fairfield County introduced an electronic county resolution management system to improve efficiency. Previously, resolutions for County Commissioner approvals lacked uniformity in format and did not always have required elements, such as legal or financial approvals. The old system was burdensome and resulted in lost paperwork in inter-office mail. The electronic county resolution management system was the result of management evaluating the steps to take for approvals, designing a user-friendly electronic process, and training staff on the administrative steps, including proper competitive bidding processes. A checklist for contracting was developed, and errors were reduced. Further, the need for formal resolutions declined 21% over four years. Fewer staff hours are now dedicated to resolution management overall, and the county is able to efficiently manage all necessary actions. All departments have experienced improvements because resolutions are electronically searchable. Staff is free to concentrate on essential services for the public, as opposed to chasing paper. An overall return on investment is now 8.11 times the $78,944 cost of the project – and increased efficiency will continue over time. In addition, the majority of payments to vendors are now processed within four days, as opposed to the previous eight days, which is an additional improved service.