Virginia county stems a rising tide of paper

Virginia county stems a rising tide of paper

Bordered on three sides by rivers, Prince William County, Va., is no stranger to floods. But the county's Human Resources Department also has struggled with another kind of flood: paper.

'We filled a 10- by 12-foot room floor to ceiling with paper,' said Maneesh Gupta, chief of the county's Information Systems Division. 'Whenever someone is hired or resigns or gets a merit increase, it generates a personnel action form. And everybody always wanted an extra copy' of the 16 types of forms for 3,000 employees at 30 agencies.

The county decided to automate with the Ultimus Workflow suite from Ultimus Inc. of Cary, N.C., using Microsoft Internet Explorer 5.5 on PCs running Windows 2000. Most documents are now available as Adobe Portable Document Format or Microsoft Word files.

When someone is on leave or not available, the workflow server database automatically routes their work to the next person on the list, so 'documents don't sit around in somebody's e-mail box,' Gupta said.

His next job is to build a link between the workflow system and the county's enterprise resource planning system for human resources and payroll.

The county's IT Plan also calls for it to adopt several Web applications for e-government initiatives and an interactive voice response system to handle telephone calls.

About the Author

Trudy Walsh is a senior writer for GCN.

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