In the evolving digital landscape, government entities are adapting their processes to better serve and engage their communities online. Jotform Enterprise helps government agencies and government-funded educational institutions transform administrative processes by turning paper forms into automated digital experiences.
As part of this digital transformation, government entities also have to protect citizens’ privacy by ensuring that their data is securely collected and managed online. By proactively safeguarding data privacy, government entities can ensure the integrity of their operations and maintain the public’s trust.
Let’s take a look at the ways five government entities have used Jotform Enterprise to securely collect and manage data, as well as transform their operations.
Three Rivers Park District provides exceptional service to 12.5 million annual visitors
Three Rivers Park District has a lot on its plate, serving 12.5 million visitors annually and managing almost 27,000 acres of land across Minnesota. The park looked to Jotform Enterprise to replace some of its outdated processes and systems. “We needed a solution that allowed us to store, manage, and manipulate information securely,” says Simon Morgan, the park’s senior manager of GIS and business applications.
The staff uses Jotform Approvals to streamline the coordination and maintenance of its equipment and facilities. Employees use it to submit funding proposals for capital projects, and submissions are funneled automatically through the appropriate channels, shortening response times.
The park district also equipped staff members with a Jotform Enterprise White-Labeled App to make it easy to conduct and record daily routine inspections. For example, the field staff submits a form to report the condition of ski trails. The ski trail status is automatically sent to park staff, who can then update the district’s police department and maintenance staff so they know which trails to monitor and maintain. The app has significantly improved operations, and staff can even use it offline to record conditions in remote areas with limited internet access.
In the park’s HR department, staff used to schedule flu shot appointments for employees entirely over email, which took hours of their time. To simplify this process, the department now uses SSO Prefill on almost every form to prefill names and email addresses to make it quick and easy to schedule appointments online.
The park also replaced its outdated system for accepting reservations for some of its facilities with the Jotform Tables Calendar Function. The new system allows everyone to access and manage reservations in one place. The team uses it as a customer relationship management tool, and it has increased the efficiency of their operations overall.
Instead of moving a process to our CRM, we built an in-house solution with Jotform Enterprise that saved us about $10,000 in CRM professional services and $5,000 in CRM licenses.
Simon Morgan, Senior Manager of GIS and Business Applications, Three Rivers Park District
CiviLaw.Tech simplifies court processes and saves lives with Jotform Enterprise
CiviLaw.Tech is an organization committed to bridging the justice gap by leveraging technology to help people file protection orders with the court system. It uses Jotform Enterprise to streamline the protection order filing process.
The organization supports individuals in potentially dangerous situations, so providing a fast, secure way for its clients to file protection orders is crucial. Jotform Enterprise offers a dedicated, highly secure server with regularly backed-up data to provide clients with protection and peace of mind.
Before CiviLaw.Tech adopted Jotform Enterprise, the protection order filing process was confusing and time-consuming — and it became even more challenging during the pandemic. The organization entirely replaced its paper process with a new system called the Kansas Protection Order Portal using Jotform’s Smart PDF Builder. The court information flows to the protection order petitions using form templates. All the courts have adopted this process, and 100 percent of petitions are sent through this system.
“The judges love that they no longer have to read handwritten petitions because they rely on that information to make their decision,” says Ayyoub Ajmi, founder of CiviLaw.Tech. “If they can’t decipher the written description of the abuse, the relief may be delayed.”
To speed up the form-filling process, clients’ answers to previous questions are also auto-populated in similar fields throughout the forms, saving the clients from having to answer potentially triggering questions multiple times.
My clients are amazed by how fast we can pull things together with Jotform Enterprise. This is literally the future.
Ayyoub Ajmi, Founder, CiviLaw.Tech
How the County of Marin navigated through unprecedented times
When the COVID-19 pandemic struck, the Department of Public Health in Marin County experienced a surge in requests for COVID testing appointments. The county used Jotform Enterprise to create detailed online screening forms in multiple languages to meet demand for scheduling testing appointments online. Transitioning to a paperless method for fielding appointments allowed Marin County to streamline operations with secure online forms and boost efficiency with automated workflows.
The Department of Public Health also used the Mobile Forms feature to further strengthen its engagement with the community. Teams were equipped with tablets in the field so they could easily collect survey results that automatically transferred to a SQL database.
The public health department’s adoption of Jotform Sign had such an impact that it was implemented in other areas of the organization. The county is continuously expanding its use of Jotform Enterprise in other departments, including onboarding, payroll, and insurance information collection.
Almost all of our departments use Jotform Enterprise. With the ease of the no-code interface, it’s become so popular that we are having trouble keeping up with demand.
Jiku Park, Information Technology Manager, County of Marin
How Park County, Montana, saves time and resources
Park County, Montana, needed a powerful digital data collection solution at a time when it was short-staffed and lacking in resources. Jotform Enterprise helped Park County provide exceptional service to its community, streamline its processes, and improve collaboration and productivity.
The county leveraged the automation features of Jotform Tables to significantly improve the efficiency of its COVID-19 Contact Tracing centers and testing sites. Contact tracers could enter information directly into forms, which automatically determined whether the person should be required to quarantine or isolate and sent a letter to the recipient notifying them. Overall, this reduced manual effort and saved time and resources.
Park County’s transition to Jotform Enterprise has also fostered better team collaboration. The field and office workers now communicate and work together much more easily.
It took us about a week to transition from paper to electronic forms. We have a small health department and a handful of volunteers, and using electronic forms has allowed us to accomplish a much higher workload with our limited resources.
Greg Coleman, Director of Emergency Management, Park County, Montana
Tinley Park Public Library empowers its community
By providing access to educational resources from a welcoming location, Tinley Park Public Library has become an instrumental part of its community. The library implemented Jotform Enterprise to move away from paper forms and take advantage of the platform’s flexibility, mobile-friendly features, and app integrations. The change helped the library modernize and automate processes across the organization.
With Jotform Enterprise, the library has created new ways to engage with the community and improve communication with patrons and local schools. Patrons can submit questions, suggestions, and feedback through online forms, and teachers from local schools can use online forms to request visits.
The library uses no-code conditional logic in its forms to streamline form-filling. It also uses the auto-responder email feature to automatically send thank-you emails to donors.
Jotform Enterprise has benefitted both the library and its community by making it easier to perform a number of tasks. For example, accepting online payments through Jotform Enterprise allows the library to collect fines and donations more efficiently, replacing the cumbersome method of only accepting checks. Sarah Schroeder, assistant director, says, “We’ve always wanted to accept donations in a way that’s user-friendly.”
Jotform Enterprise has been incredibly useful to us over the years. We fully recognize the potential and versatility of Jotform Enterprise and the ways it can improve the speed and efficiency of our work.
Sarah Schroeder, Assistant Director, Tinley Park Public Library
These examples are just a few of the ways that Jotform Enterprise can help you overcome administrative hurdles and improve inefficient operations with powerful forms for government. For more ideas on how to transform the customer experience in government, check out this White House Fact Sheet. You can also explore trends and best practices for improving the customer experience for government entities in our white paper.
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