Community Action Partnership of Hennepin County had been using Laserfiche for over six years. After they processed Energy Assistance applications, they archived them in Laserfiche. After seeing the results that several other CAP’s had experienced when implementing Laserfiche Workflow, they decided that they would do the same. Instead of scanning the applications at the end of their process, they would be scanning at the beginning of their process.
In the off-season, Mark Hemingway created the workflow for them based on their paper-based process. And before they were ready to begin the new heating season, things changed for the organization. Another CAP in the area was closed and they were chosen to process the workload. In the previous five or six years, the Energy Assistance department processed 12-13,000 energy assistance applications. They typically had between 25 and 30 staff to handle this load. Now, they were going to be processing amount twice as many applications.
If they continued to use their paper process, they would need 46 staff.
They decided to move forward using Laserfiche Workflow even if they didn’t have time to train their staff and test the workflow before the start of their busy season.
This did not deter them, they press forward learning the new system as they were processing applications. As they were working with their Laserfiche workflow, they saw ways to refine their process and the workflow was tweaked to accommodate these changes. As they did this they saw their productivity increase.
They ended up processing over 22,000 applications and reduce their staffing to 20 people. That is an increase of productivity of 129%.
Using their paper process: 12,000 applications / 25 staff = 480 applications per staff member
Using Laserfiche workflow: 22,000 applications / 20 staff = 1100 applications per staff member