Established in 1898, Anaheim Union High School District (AUHSD) has more than 26,000 students at 21 campuses. The district covers 46 square miles and has nearly 3,000 employees. It’s the third largest employer in Anaheim.
When AUHSD decided to ditch paper forms in favor of a digital solution, the district had a massive undertaking in store.
After trying a number of digital tools, AUHSD administrators chose the solution that offers unlimited scalability and more: Jotform Enterprise. They found that using Jotform Enterprise was so easy, it was almost fun. In fact, creating advanced workflows seemed like an assignment suited for one of AUHSD’s younger students.
“It’s easy. The logic is clear to me,” says Laura De Morneau, information system specialist at AUHSD. “Some programs, they’re complex. It’s difficult. But [with Jotform], it’s like a toy. You just put it all together. It’s fun.”
The capabilities of Jotform Enterprise combined with its ease of use have opened a new world of automation for AUHSD. The district’s first workflow, for school registration, cut registration time in half for parents and administrators.
AUHSD has continued its digital conversion, and Jotform Enterprise now handles what used to take roughly eight hours of clerical work each day, freeing staff for more important work.
AUHSD case study results at a glance
50% faster registration
The district’s first workflow reduced registration time for administrators and parents
40 hours saved per week
Jotform Enterprise automates roughly eight hours of clerical work each day
61K-plus submissions and counting
AUHSD distributes registration forms, payment forms, e-signature forms, and more
And AUHSD is just getting started. De Morneau and Erik Greenwood, AUHSD’s chief technology officer, credit Jotform Enterprise’s onboarding and Jotform’s comprehensive suite of product tutorials for the district’s rapid digital conversion.
“It’s super important to not only get the product but use it effectively,” Greenwood says.
Onboarding and product tutorials support digital transition
Jotform has invested heavily in customer education in recent years, with the introduction of Jotform Academy and a Jotform Enterprise product education e-book. These resources work alongside Jotform’s YouTube page, which has well over 2,000 product tutorials.
Before AUHSD took advantage of those resources, Jotform Enterprise onboarding set the table for De Morneau and Greenwood to start automating workflows.
“It was really straightforward,” Greenwood says. “We had a conversation with our Jotform Enterprise representative, understanding of the licences, how we best leverage the licences. Then we went to a signing and just went to work, contacting support as necessary.
“We really hit the ground running. We got right in and were creating deliverables right away.”
De Morneau says Jotform’s library of product education resources always has what she needs, reducing the time it takes her to create vital workflows on the fly.
“The video information you have for training is really valuable versus your competition. You have classes about how to use this widget, how to use this template, how to upload a video. Those are easy to watch, easy to follow, and they give us the needed tools.
“You just enter ‘Jotform Prefill’ or anything you’re looking for, and boom, you have tons of options. With a cool guy and nice young lady explaining how to do it.”
For De Morneau’s latest learning experience, Jotform Academy helped her create a mobile app using Jotform Apps. She says she’ll continue creating apps for multiple departments and applications.
“I’ve consolidated forms, put [them] in one app, and people can have it on their phone. If you are in the field, you don’t have to scan QR codes, links, anything. Just open your app, and all those forms are there for whatever you need. It’s beautiful; we don’t have to go through the App Store. It’s secure, it belongs to our enterprise, and [users] have it in their pocket.”
AUHSD also takes advantage of Jotform webinars, which are offered live and are available on YouTube after broadcast. The district keeps up with the latest Jotform news by monitoring the Jotform Enterprise newsletter.
Jotform Enterprise reduces registration time by 50 percent
Administrators at AUHSD had a number of solutions in mind when looking for the perfect digital tool to collect and manage their data. But their top issue was scalability. Other form services prevented the district from fully committing to digital transformation.
“A lot of your competition was consumption based or form based,” Greenwood says. “We were basically paying per form. A lot of the licensing was about capacity.”
Greenwood explained that without unlimited scalability, AUHSD had to estimate how many forms and submissions staff would use district wide to have an idea what the cost would be for the district.
That’s nearly impossible to do and is time-consuming. Committing to a digital overhaul with Jotform Enterprise solved that issue and plenty of others, including cost.
Jotform gives us a robust platform and allows us to scale at a good value. A lot of the other platforms we looked at cost exponentially higher.
Erik Greenwood
For the first large-scale digital conversion, AUHSD administrators streamlined the district’s registration process. Greenwood says that collecting registration data with Jotform saved time and reduced strain on parents and administrators.
Previously, AUHSD needed multiple forms filled out for each student, each year. With Jotform, contact data is securely stored in the district’s Jotform Enterprise server and can be used to prefill contact information in subsequent forms.
“With our new process, they’ve already updated all of their contact information; it’s really narrowed down the things a parent needs to do,” Greenwood says. “It has probably cut down the parent’s time in that process at least in half.”
Jotform Workflows automates 40 hours of tasks per week
The ability to perform complex workflows that integrate with third-party tools was also on AUHSD’s wish list for digital forms.
“We were looking at integrations and being able to do complex workflows,” Greenwood says. “We had specific needs, we had specific forms, and Jotform has met our needs.”
De Morneau specializes in creating workflows with Jotform Enterprise and has created a host of approval flows and more.
“The most important workflows are the approval flows. We have multiple,” she says. “When you can start an entire flow with just one QR code, then you don’t have to bug everyone with email and send it to everyone all throughout the process.”
Greenwood adds, “It’s definitely saving a lot of clerical time. Otherwise, you would be having other people compile all of this information, putting it into some type of usable format. But Jotform is getting us to the end point there. Everybody puts in their information and it’s basically compiled. Then we can report on it as needed.”
De Morneau uses Jotform Workflows integrations to take information sharing to another level. “I created a workflow and integrated not only a calendar, but the approvals are sent to my Google Drive folder,” she says. “I’m really excited about that.”
Jotform Inbox and Jotform Tables have become essential tools for AUHSD. De Morneau says she uses Inbox every day. Furthermore, AUHSD uses Jotform’s Square integration to collect payments. For a recent district dance performance, AUHSD accepted credit and debit card payments with a Jotform payment form. Guests used a Jotform-generated QR code to access the form on the day of the event.
De Morneau also created an education plan contract workflow for each of the district’s campuses. These workflows collect multiple signatures, which automatically appear in Jotform Enterprise so the data is easy to manage.
“We need six people or more to sign them,” she says. “But we don’t have a secretary to send six emails.” With Jotform Enterprise, the district doesn’t need that secretary. Jotform automation takes care of it.
Jotform Enterprise: A versatile digital solution
AUHSD administrators needed a digital form solution for the district’s robust network of 21 campuses. Thanks to its unlimited scalability and ease of use, Jotform Enterprise delivered.
Staff found much more than forms when they turned to Jotform. AUHSD now creates advanced workflows and mobile apps, receives payments, collects e-signatures, integrates with third-party tools, and more.
“Jotform is really versatile,” De Morneau says. “You can [sign up] volunteers. You can collect funds. You can make quizzes. You can have signed contracts galore, and workflows are easy to build.”
Automation from Jotform Enterprise provides more time for the employees at AUHSD to concentrate on what matters most, the well-being of students. As the district builds additional workflows, apps, and more, time savings will only increase, providing comprehensive relief at one of the largest school districts in California.
Photo by Vitaly Gariev
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