Enterprise Electronic Signature

IT Governance Business Case

Establish Enterprise Electronic Signature Solution Standards

Departments requesting this capability

• City Attorney’s Office

• Finance

• General Services

• Police Department

• Neighborhood Improvement Services

# of Other Departments also responded with the need for a solution

Background

The City has many processes that require wet (manual on paper) signatures. There are a many City processes that incorporate E-signatures using different technologies. Over the past year due to social distancing, fulfilling the ability to provide manual signatures in a timely manner as well as tracking them is becoming more difficult for all Departments.

Based on the number of requests we are proposing a Business Case to select an Enterprise E-Signature solution standards.

Current Business Problem

• To sign documents, vendors, customers, and employees are required to manually sign a piece of paper and submit it manually and/or digitally. Logistically this decreases productivity for the entire organization.

• Documents with signatures are stored in many locations, some physical and some electronic. This makes it hard to find these signed documents.

• Currently, Contracts do have an e-signature provided by OnBase for the City signatures but does not offer e-signature capabilities for the vendor/contractor.

• Other government agencies utilize e-signature platforms other than OnBase.

Current Business Need for Departments requesting a solution

City Attorney’s Office: 35 Signers; 1,200 Document Sets

1. Contracts (Service, Construction, Prof Services, Purchasing): 15 Accounts; 1,200 Document Sets (Legally Binding)

Finance: 15 Signers 100; Document Sets

2. Beer and Wine: 1 Account, 400 Documents (No Compliance Authority requires signatures)

3. Payroll/Timekeeping: 12,000 Documents (No Compliance Authority requires signatures)

4. Grants: 15 Accounts, 100 Documents

5. Payroll & AP Sign Off: 3 Accounts, 300 Documents (No Compliance Authority requires signatures)

6. Confirmed Assessment Inquiries: 4 Accounts, 400 Documents (No Compliance Authority requires signatures)

General Services: 10 Signers; 2,000 Document Sets

7. Project Contract: 10 Accounts, 30 Document Sets that go to OnBase shall capture with City Attorney numbers

8. Real Estate Contracts: 6 Accounts, 600 Document Sets (Legally binding)

9. Keep Durham Beautiful Liability Waver: 1 Account 2,500 Documents (Legally binding)

Current Business Need for Departments requesting a solution

Neighborhood Improvement Services: 7 Signers; 200 Documents

1. Code Enforcement Contracts: 7 Account, 60 Document Sets (Legally Binding)

2. Code Enforcement Documents: 150 Documents (Some Legally Binding) Police: 115 Signers 2,500; Document Sets

3. AOC Request Forms: 5 Accounts, 100 Document Sets (AOC Compliance Authority)

4. Access Requirement Form NCID: 100 Document Sets (No Compliance Authority)

5. Recruitment Process(Sworn): 5 Accounts, 150 Document Sets (3k Documents) (State, City, and Police Compliance Authority)

6. Recruitment Process(nonSowrn): 5 Accounts, 20 Document Sets (Fair Credit Reporting Act mandates written authorization for a background check)

7. Search Warrant and Court Orders: 100 Accounts, 2000 Document Sets (County Magistrate Compliance Authority)

8. Training Compliance: 500 Document Sets(1.5K Documents) (State of NC Criminal Training and Commission Compliance Authority)

Survey of Other Department Needs

• According to the respondents from the electronic signature request survey results beyond the five departments listed, 21 internal departments within the City of Durham and external organizations requested for a better electronic signature solution.

• Most of the respondents from the survey results use Acrobat Reader to electronically sign documents that are shared either internally across departments of the City of Durham or externally with other organizations even the one organization that says they use DocuSign.

Current Pain Points

• Business Processes with Manual Signatures require printing documents.

• Business Processes with Manual Signatures require scanning to save digitally which results in poor quality

• Business Processes with Manual Signatures provide no guarantee that the signature is authentic unless a Notary is present

• Business Processes with Manual Signatures provide no guarantee that the document has not been altered after the signature

• Business Processes with Electronic Signatures that are images provide no guarantee that a document has been altered after the signature

• Business Processes with Manual Signatures provide no audit trail other than email on the status of the document within the signature process

Current Pain Points (cont.)

• OnBase uses images for signatures. The Contract Approval process can utilize E-Signatures with the new version of OnBase which the City is in the process of upgrading by the end of the fiscal year.

• Munis/Tyler Content Manager has its own electronic signature feature and does not integrate directly with DocuSign, however if an account is made for Tyler Content Manager, emailed documents can become signed within DocuSign.

• CityWorks does not utilize electronic signatures.

Desired Business Value

City of Durham’s Strategic Plan Goal: Innovative & High Performing Organization

Initiative: Develop and implement a continuous improvement model that includes evaluation and process improvement to analyze and improve City services

• Standardize Electronic Signatures for the Enterprise

• Select an Enterprise Solution that can be scaled based on the needs of the City

• Select a comprehensive tool that will effectively manage:

• Electronic Signature Accounts

• Electronic Signature Documents

Future State Benefits

Managers throughout the Enterprise will have the following capabilities:

• Ability to Sign Documents Electronically reducing the amount of paper used by the City

• Ability to track signatures and approved documents by PC or Smart Phone

• Robust Document Management platform

• TS has the capability to customize workflows to incorporate E-Signature. TS can only customize workflows built by TS.

Recommended Solution and Analysis

Solution Comparison

For DocuSign helps individuals & organizations of all sizes, industries & geographies eliminate paper by making every agreement 100% electronic for faster speed to results, lower cost & improved customer sat

Electronic signature tool for businesses of all sizes which helps with custom forms, online payments, third-party integration and more.

Cloud application designed with mobility in mind, the digital signature product TrueSign is light on code and integrates directly. Certified, compliant and timestamped, users can electronically manage signing needs.

Customizable

Document

Solution Comparison

Multi-Party

O365 Integration

82 City Employees already have DocuSign Accounts

Recommended Solution for External Legally Compliant E-Signature: DocuSign

Description

• An Enterprise/Administrative account will provide the City with a single governing account that can manage all other City accounts. This account is priced based on transactions/envelopes.

• Can potentially use forms for signing without accounts such as for Leave forms.

Pros

• Manage all accounts created by the City.

• All applications to have individual accounts that are managed by the enterprise account

• Individual accounts can send documents for signatures outside of applications

• Integration with many platforms

Cons

• There will be some minor business disruption to the organization until users are proficient using the new tools as with any system

• Integration with OnBase requires a module that has a purchase price of $20,000

Recommended Solution for Internal E-Signature: Adobe Acrobat Reader

• Adobe Acrobat Reader allows for applying a personal esignature to documents.

Description

• Can potentially use forms for signing without paid accounts such as for Leave forms.

Pros

• Free, no cost to use the solution.

• Currently on all City issued workstations

• Currently used effectively by many departments

Cons

• Does not meet all government agency standards for ESignatures.

Electronic Signatures: Project Financial Estimate COST

ESTIMATES FUNDING

*Total Project Funding Requested (External), includes External Year 1 Run Costs and Non-Labor

Risk Identification

Mitigation Risk (Costs)

• No cost

Contingency Risk (Costs)

• No cost

Our Ask

We are asking to approve the business case for Enterprise Electronic Signature Standard Solutions

(DocuSign, Adobe Acrobat Reader) to the City Manager for approval and funding through the BMS department.

Survey of Other Department Needs

Must attest to many documents and notarize many more documents.

Responded that they need a solution

15 100

17

7 50 Adobe Pro DocuSign

· P-Card transaction approvals (17-personnel)

(Employee signs, supervisor signs, director signs each month) 612

Grant documentation submissions and approvals

25

· Accreditation documents (ACR and related) 10

· Budget forms (Fleet requests, Pre-listing, budget requests, transmittal, etc) 15

· Various processes (HR, discipline, vendors, etc.) 25

Total estimated manual signatures on a yearly basis for the fire department: 687 As you can see, the greatest number of manual signatures are for our P-Card processes. If this process changes or TS is not intending for that process to included, then we need a service such as the one they are describing around 75 times per year instead of 687.

Do not have a paid DocuSign account

Human Resources 4 Adobe Pro Signature Feature

HR currently uses the Adobe signature function in several areas, including administration, employee relations, benefits, and HR Connect - about a dozen employees altogether.

We have not yet regularly found a need for more secure forms of signing, but it would be beneficial to have at least four licenses if this is the way the City is headed (Exec Assistant, HR Connect, Benefits, Employee Relations).

2 35

Adobe Pro Responded that only Debbie would need an enterprise provided license for 10 documents a year. Dana currently signs 15-25 documents with Adobe annually