Streamline District
Forms + Workflow + Reports

We worked for about 2 years to bring in an e-forms and workflow solution. Through an RFP process we selected clevr. They are Education Law 2-d compliant and we're pleased to launch clevr as one of our new services.

Jeffrey Luks, Manager, Student Services

NERIC

Challenge

Capital Region BOCES was seeking proposals for Forms and Workflow Software as requested by the Northeast Regional Information Center (NERIC). The BOCES sought to procure a robust, easy to configure and use software solution that can create forms and workflows to automate processes, notifications and approvals to increase efficiencies in various business processes of the BOCES and school districts served by NERIC. Security and protection of personally identifiable information and safeguards associated with industry standards and best practices, was of the utmost importance.

Solution

clevr, a vendor-hosted (cloud) solution was awarded the bid for Forms and Workflow Software. Among the system requirements included: the ability to create a repository for forms and workflow templates to share regionally, and ensure security for staff and student sensitive PII data. The Northeastern Regional Information Center (NERIC), a division of BOCES, is a consortium of school districts as well as a computer systems integrator for approximately 137 public and over 65 non-public K-12 school districts in northeastern New York State. clevr is the exclusive partner to supply Forms and Workflow Software to these districts on a renewable contract.

From a Human Resources perspective, with a paper-based system, we used to assume that managers were doing all the right things regarding evaluations. Now we have greater certainty for employees plus an extra layer of accountability for our managers.

Vicki Jones, Human Resources Project Manager

Challenge

Within Capital Region BOCES, employees belong to five bargaining units that each have unique contracts outlining certain timelines, job duties and responsibilities. Managers are expected to execute evaluations per the contract, which is not always done consistently. Looking at the various systems that each bargaining unit was utilizing, the BOCES identified an opportunity to streamline processes across the organization, while increasing consistency and accountability. The project team strategically decided to start with the Program Associates Organization (PAO) evaluations, considered to be the most complex.

Solution

The cloud-based system was designed precisely to help managers and supervisors complete PAO evaluations consistently and meet all the required timelines. With a fully integrated dynamic form, the BOCES is efficiently managing three steps in the evaluation process: pre-conference process, mid-year evaluation process, and final evaluation process. The form provides an easy to use interface for staff, enabled with electronic signature capture, time stamps, and robust reporting to support follow-ups. The system will be implemented for other purposes beyond just evaluations. The project has inspired a deeper conversation about privacy and accountability.

Capital Region BOCES

Moving our Competency Based IEP to a system that could be customized based on our thinking, rather than having to fit our thinking into something that was already conceived in terms of format and structure, was impactful for our team and implementation process.

Nathan Ngieng, Assistant Superintendent

Challenge

In the world of Inclusive Education, where things are constantly changing and adapting, a more centralized and efficient system was desirable to accurately support the work of the Learning Support Services department. Specialized teachers and district staff were often relaying the inefficiencies with paperwork and lack of historical data. The District wanted an enterprise-grade system that could adjust to the needs of the department, rather than putting fixes on top of a pre-made solution. The different platforms that were being utilized did not have built-in workflow capabilities to support the efficiency of people’s time, especially ELL and LSS teachers.

Solution

The district was able to replace multiple disjointed programs with one unified solution. The new platform is helping the district to tackle a number of different issues related to planning, programming, responding to situations, creating referrals, and all sorts of other items. In addition, the forms are accessible on multiple devices, which increased the efficiency of use. The new platform has allowed the district to move to something that improves the efficiency of specialist teachers. Rather than searching for things in different places, staff can go to one centralized location and find everything they need. The ability to have a one stop shop that can be adjusted within the context of Abbotsford School District, is making a huge difference.

Abbotsford School
District

Having forms accessible in one spot, and consistent form use across schools is what we really needed. We consider clevr the one stop shop for all forms and processes.

Deb Vanek, Director of EMIS and Assessment

Challenge

Parma City, 10th largest district in Ohio, used to have a binder containing all their paper-based forms. Triplicates of the original form were made and copies travelled from place to place using inner-district mail. Forms could take 2-3 weeks to process this way. File folders containing the forms were physically stored and individual forms were vulnerable for being lost. Every year the district consumed tons and tons of paper. Managing different versions of paper forms was also a nightmare while trying to maintain consistency across schools. The district was looking for a one-stop solution to automate and digitize all district forms.

Solution

Ohio law introduced new graduation requirements for the classes of 2021 and beyond. Students are able to earn seals as a pathway to graduation. The Assistant Superintendent identified a need to track seals for each student in a consistent way and thus, this was the district’s starting point in transforming their paper-based forms. RTI and staff processes were also a top priority for phase 1. Electronic forms will provide consistency and speed in how forms are completed and allow for district-wide reporting. Eventually, the district plans to have all forms converted to the clevr platform and standardize their processes.

Parma City School
District

Reduced staff time maintaining multiple applications will provide a cost savings of $68,486.00

Bruce Phelps, Senior Business Official of Business Services

Challenge

The district canvased every department to understand how many manual forms and disparate systems existed within the district. They discovered 941 forms, 230 procedures, 400 job descriptions, 2 web-based applications and over 10 other district developed apps. Hundreds of staff hours were being spent going through the change process to make alterations on any of these applications, forms, and/or processes. The district administration wanted to consolidate all of this in one application.

Solution

The clevr application was different than other solutions due to the fact that the district was able to design the entire process and/or form the way that they needed it to function. Schools and staff would have a one stop application for all requests cutting down on the navigation time and frustration of using multiple applications. Using a common platform across all departments allows administrators to quickly pull reports and make sense of all the data being collected.

U46

The clevr team was able to take our Word form and quickly turn it into an easy-to-use digital app that enables our principals to quickly navigate through the appraisal process.

Sean Heuchert, Manager of Information Technology

Challenge

Performance Appraisals were manually completed and submitted to Human Resources using Word docs and conventional email. The district wanted to automate and digitize this process to support greater visibility across the organization and improve their HR processes. Specifically, visibility into the number of appraisals being requested or scheduled, versus the number of appraisals that were actually completed. Compliance with appraisal procedure policies was difficult to enforce or track accurately, and all review meetings were face to face sit-downs bound by a Word doc.

Solution

The general layout and construct of the original Word doc was easily emulated in the system, so the development of the form was a quick turn-around. Roles and Permissions were aligned to respect employee privacy and the confidential nature of the form. Human Resources is now able to create and save reports as required and review meetings can occur virtually or in person. At launch, they started with 628 support staff (CUPE) and now plan to expand to Manager, Teacher, and Probationary Employee Performance Appraisals.

Peterborough Victoria
Northumberland &
Clarington CDSB