Our 'Local Government Best Practices' series profiles innovators in the public sector who are bringing digital transformation to their municipality.
Today we're featuring Warren Pitt, Director of HR/Payroll for Randall County, TX.
I've been with the County since September 2004. I started in the auditor's office, then moved into this job in July of 2010, as Director of HR/Payroll. The position used to be 2 separate roles, but I consolidated the two roles into one. HR & Payroll work so closely together that you need someone supervising both. Every day is different! Some days we deal with a lot of HR issues and other days we'll be dealing with payroll issues – time clocks, time sheets, rates of pay, etc. I bounce back and forth, keeping up with everything that goes on. I'm also the HIPAA administrator for the County.
How did you get involved with local government?
2004 was my first job in local government. Before that I was an auditor for Brunswick Corporations. Then I worked for a CPA firm in Amarillo, then I came here. I've been around the block.
How did you first hear about SeamlessDocs?
Our IT Director and District Attorney were looking at SeamlessDocs, and they contacted me asking if I could utilize it. My first thought was using it for our open enrollment, which used to be printed out for each employee, individualized, and given to each employee to show them the possible benefits & what they could sign up for. I started looking at all of our documents, and eventually got 10-15 documents out of just my office that are now digitized. Today I worked with 3 departments to help them get their digital forms up and running!
Why did you decide to go paperless?
I'm tired of all the paper! I've always felt that electronic processes are a much easier way to keep track of everything for retention and viewing purposes. It's a lot easier to go on my computer than go to a filing cabinet or an old dusty box. When I first took over this office, it was all paper and nothing was well-organized. It took me 2 years to get things organized, then we started going digital.
Beautiful government is when everyone respects each other and works together. When you work apart you're not gonna accomplish anything.
What was implementation of SeamlessDocs like?
There are several offices that wanted SeamlessDocs and like it now that it's been implemented. The problem is time – if people are too busy and don't have the time they don't want to look at it. I try to convince them that if they use SeamlessDocs, they'll have more time to spend!
Name one form or process that's been changed by SeamlessDocs
The big one is the employment applications – people apply through my office to jobs in the county. Before, it was a Word doc or PDF that they would fill out, print out, email or bring to us in paper form. Then, we would scan it in, save it as a retention item, and email it to the office they're applying for.
Keeping track of people applying for "any position available" was especially tough previously. Through SeamlessDocs, they can now fill out an application for a specific job, esign, the application goes to us, then we forward that to proper office. We've received 369 digital applications since May of 2018.
What's Your Favorite SeamlessDocs Feature?
The retention – I don't have to keep our submitted forms anywhere, the proof is inside SeamlessDocs. I can just look for everything in the system!
Advice for another municipality just starting out with SeamlessDocs?
Go into it with an open mind and try and make it work for you. Once you try then you'll realize how good it is and you'll find other areas to make it work. You've got to be upbeat and positive. I have 11 documents from my office alone, and probably 4 or 5 other offices with digitized documents in them. I'm creating a couple more right now!