Case Study
The School District of Palm Beach
County Has Significantly Enhanced Its
Operational Efficiency by Implementing
Autonomy Process Automation
Palm Beach County School District, the twelfth largest school district in the nation,
uses Autonomy Process Automation to automate its traditional paper-based processing
of more than 2,000 administrative forms into an automated electronic process based
on understanding the documents’ content. Autonomy’s Certified Partner, Informa
Software, was the systems integrator for the project.
The Problem
Traditional paper-based processes are often complex in nature, involving legally binding documentation, multiple
layers of approval, signatures and a significant amount of paperwork. The School District needed to be able to
deploy forms and processes quickly on an electronic system, with minimal custom development.
The Solution
Autonomy Process Automation includes electronic forms, electronic signatures and workflows, and is used by
25,000 School District employees, and 170,000 students and parents. These forms include forms from student
enrollment, human resources, payroll and finance. With Autonomy, the School District can rapidly transform all
documents and forms into digital data.
Organization
School District of Palm Beach County, FL
Industry
Education
Application
The School District needed to deploy forms
and processes quickly, on an electronic
system.
Challenges
Over 2,000 forms used by over 25,000
employees and 170,000 students and
parents.
Solution
Autonomy Process Automation
Results
Autonomy Process Automation has
significantly reduced the time and costs
associated with the management of
business processes.
The system then immediately triggers a workflow to allow a secure audit trail to be captured at every step of the
process. In addition, Autonomy empowers automation of the form processing by understanding the content of the
documents, allowing the data to be automatically and immediately validated for accuracy as it is being entered.
Security, scalability, compliance, as well as ease of integration were important factors in the selection of the
Autonomy solution.
The Results
The School District now has over 2,000 administrative forms managed by Autonomy Process Automation. For
example, the School District’s Human Resources Department was recently directed to put together an online
course on Code of Ethics for their 25,000 employees. Each participant was required to watch a video, take a test
and then sign a form stating that they have read the policy. The signed form then goes into each participant's
personnel file.
In the past, staff members would have to hand sign, scan manually and put into each person’s personnel file,
which was very labor and time intensive. With Autonomy Process Automation the employees are now able
to watch the video, take an online test, and electronically sign a form that gets automatically routed to their
personnel file within minutes. Automating this one process has saved the School District an enormous amount of
time and money, while improving operational efficiency.
“Our previous manual paper-based processing of forms was simply not
meeting the needs of our students, faculty, employees and other
constituent groups.”
— Kara Rubinson, General Manager of IT Applications,
The School District of Palm Beach County
POWER
PROTECT
PROMOTE
About Autonomy
Autonomy Corporation plc (LSE: AU. or AU.L), a global leader in infrastructure software for the enterprise, spearheads the Meaning Based Computing
movement. It was recently ranked by IDC as the clear leader in enterprise search revenues, with market share nearly double that of its nearest
competitor. Autonomy's technology allows computers to harness the full richness of human information, forming a conceptual and contextual
understanding of any piece of electronic data, including unstructured information, such as text, email, web pages, voice, or video. Autonomy's
software powers the full spectrum of mission-critical enterprise applications including pan-enterprise search, customer interaction solutions,
information governance, end-to-end eDiscovery, records management, archiving, business process management, web content management, web
optimization, rich media management and video and audio analysis.
Autonomy's customer base is comprised of more than 20,000 global companies, law firms and federal agencies including: AOL, BAE Systems, BBC,
Bloomberg, Boeing, Citigroup, Coca Cola, Daimler AG, Deutsche Bank, DLA Piper, Ericsson, FedEx, Ford, GlaxoSmithKline, Lloyds TSB, NASA,
Nestlé, the New York Stock Exchange, Reuters, Shell, Tesco, T-Mobile, the U.S. Department of Energy, the U.S. Department of Homeland Security
and the U.S. Securities and Exchange Commission. More than 400 companies OEM Autonomy technology, including Symantec, Citrix, HP, Novell,
Oracle, Sybase and TIBCO. The company has offices worldwide.
Please visit www.autonomy.com to find out more.
About Informa Software
Informa Software delivers industry proven software solutions and services to address a wide range of business challenges. With extensive expertise
in document management, electronic forms, workflow and network fax, Informa Software provides technology solutions for clients ranging from small
business to the Fortune 500, and government/non-profit agencies at the local, state and federal levels.
For more information, contact Informa at (866) 392-3380 or email sales@informasoftware.com
Autonomy Inc.
One Market, Spear Tower, 19th Floor,
San Francisco, CA 94105, USA
Tel: +1 415 243 9955
Fax: +1 415 243 9984
Email: info@us.autonomy.com
Autonomy Systems Ltd
Cambridge Business Park,
Cowley Rd, Cambridge CB4 0WZ, UK
Tel: +44 (0) 1223 448 000
Fax: +44 (0) 1223 448 001
Email: autonomy@autonomy.com
Other Offices
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Cambridge, Chicago, Dallas, Kuala Lumpur, London, Madrid, Mexico City,
Milan, Munich, New York, Paris, Pleasanton, Rome, San Francisco, San Jose,
Shanghai, Singapore, Santiago, Sao Paulo, Stockholm, Sydney, Tokyo, Utrecht
and Washington, D.C.
Copyright © 2010 Autonomy Corp. All rights reserved. Other trademarks are registered trademarks and the properties of their respective owners.
Product specifications and features are subject to change without notice. Use of Autonomy software is under license. [20100802_PI_CS_PalmBeach_School]
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