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Essex County, VA

Leave Request Form

Essex County has saved over 18 hours and counting in just 5 months by bringing their Leave Request form online.

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Leave Request Form

Essex County, VA

Overview:

Essex County has saved 18 hours in processing time and much more in processing costs with their Leave Request Form.

  • Champion:

    Chuck Huntley, IT Director

  • Savings:

    Essex County has saved over 18 hours and counting in just 5 months by bringing their Leave Request form online.

  • Department:

    Essex County has saved over 18 hours of time and counting by bringing their Leave Request form online.

VIEW PUBLIC FORM

NOTE: These forms are public. Please do NOT press SUBMIT.

Old Process

The future of government shouldn't involve a fax machine.

In the old process, the staff member would download the form from the county site, or retrieve one from their desk drawer as many staff members had numerous copies of the form printed off for easy access (a great waste of paper and printing). The staff member would fill out the form and then carry the leave request form to their supervisor to get the paper signed. 

Once the document had been signed, it was then taken to Pam Smith, the Assistant County Administrator, for inclusion in the payroll process. Pam would have to decipher the handwriting on the form to key the information into the payroll system. The existing form did not collect all the information Pam Smith needed for the payroll system, so she would have to make assumptions about how to enter the generic leave information into payroll.

Pam Smith and I worked to create the new online form from scratch to request and collect the information Pam Smith required for the payroll system.

New Process

In minutes we were able to convert the existing process into a smart online experience.

Now, the staff member may access the leave request form from a link on the county website, or they may bookmark the form page in their favorite browser for ease of access. They simply access the page, fill out the details online then electronically sign and submit the form. The form is then emailed to their supervisor for approval. 

Once the form is approved (or denied), Pam Smith has access to the submissions through an online portal and can export the information to excel where she is able to sort and filter to her heart’s content. Pam does not need to interpret any handwriting and information is presented in a standardized format making it easier to enter into the payroll system. 

Since the form was released to the staff, there have been over 220 leave request forms submitted. Pam Smith and I believe that we can conservatively estimate that each online form saves at least five minutes (probably a lot more) and it may save on printing and paper costs. That is over 18 hours of time saved in roughly 5 months from this form.

Savings

By making the process smart we enhanced the experience while saving valuable time and money.

Essex County has saved over 18 hours and counting in just 5 months by bringing their Leave Request form online.

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Testimonial

Chuck Huntley, IT Director

"As with any kind of change such as this, there is always resistance to doing things differently, even if it is more efficient... Despite this resistance, we are continuing to move forward and are making progress in migrating the existing county forms into online fillable forms."

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