TX DIR Reimagines Process Automation with DocuSign, Salesforce

and Microsoft”

August 8, 2017

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merriam-webster.com defines it as:

"the faculty or phenomenon of finding valuable or agreeable things not sought for“

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TheJourneyBegins

December2014DIRbeginsresearchingDigitalSignatureproducts

Goalsforthisresearchisprocureatoolsetto:

• Speedupprocessingofcontractdocumentsinternally

• Detailedaudittrailofdocumentreviewandprocess

• Trackingofsignatureprocess.

• NoMoredocumentsfallingintoablackhole

JourneyContinues

Overthenext4months

• Developedevaluation34criteriaforallvendorswithweightedvalues.

• 8Criteriahadhigherweightingapplied.

• Helddemonstrationsfrommultiplevendorstosmallgroupofinterestedparties.

• Downselectedto4possiblevendors

Criteria(forusewhenyougetslidedeck)

AvailablethroughResellerUnderDIRContract[Reseller(s)Name]

AllowsNon-SignatoryApprovals[Yes/No] RequestReports DocumentTracking

ProvidedVPAT VendorDependency RequestStatistics ElectronicSignature

SecurityCertifications[ListorProvideAttachment]

DocumentFormats(PDF,DOC,DOCX,etc.) DocumentTemplates MobileSignatureCapture

RegulatoryCompliance InternalUserAuthenticationviaAD/LDAP DocumentTracking MobileTypesSupport(IOS,

Android,Windows,etc.)

PartofaContentManagementProduct/Suite[Yes/No]

ExternalUserAuthenticationviatwofactor ElectronicSignature Signer-BasedDifferentiation

APIsAvailable Audit MobileSignatureCapture Support(LiveRep)

APIsCosts[Yes(AdditionalCost),Yes(NoCost),No] ProcessEvidence MobileTypesSupport(IOS,

Android,Windows,etc.) SupportOnline

AvailableasSaaSorOn-Premise[Saas,On-Prem,Both] PortalforMassApprovals Signer-BasedDifferentiation IntegrationswithCOTSandSaaS

Applications

SaaSHostinginContinentalUSA[Yes/No] Guidedprocess Support(LiveRep)

SignasDocumentonly[Yes/No] Notifications SupportOnline

SignasPackage[Yes/No] RequestGroups IntegrationswithCOTSandSaaSApplications

Glossary(Forusewhenyougetslidedeck)

Audit Detailsofallactionsperformedduringthesigningprocessaredisplayedwithintheeachdocumentsetwithouthavingtoreachouttoanothersubsystem.Thesetransactiondetailscanbereproducedatanytimeandactasaudittrails.

RegulatoryCompliance ElectronicSignatureinGlobalandNationalCommerce(ESIGN)/UniformElectronicTransactionsAct(UETA)/HealthInsurancePortabilityandAccountabilityAct(HIPAA)

Customdatafields Customdatafieldscanbeusedtocaptureadditionalinformationfromyoursigners.

DocumentTemplates Atemplateallowsuserstodefinesignaturepointsandfieldsforcommondocuments.Youcanusethesetemplatestosavetimewhensendingoutsimilardocuments.

Guidedprocess Toolisintuitiveenoughorprovideseasytofollowon-screeninstructionstoanoviceoroccasionalsigneronhowtocompleteanyassignedprocess.

Notifications Automatedemailnotificationsaresenttonotifyallpartiesofthesigningprocessandguidethemthroughtheprocess.

PortalforMassApprovals

Thiswouldbeaportalordashboardthatwouldreflectanyapprovalsthatweredueforanyindividualassignedsignatory.Reminderemailsmightprovidealinktothissitetoshowwhatoutstandingreviewsandsignaturesorinitalingisrequiredacrossoneormanydocumentsets.

Preventmodificationdocuments

Atwhatstageoftheinitialingandsigningprocessdoesthedocumenttobesignedgetlockedsothatnocorrectionscanbemade.

ProcessEvidenceRecordingoftheentiredocumentreivewandsigningprocessformstarttofinishincludingthewebpagesanddocumentsthatweredisplayed,howlongcutomersspentoneachpage,allactionstaken,IPaddress,andmore.

RequestGroups ARequestGroupallowsuserstocreaterequestsforsignatureandsendtomultiplesignersindividually.Thisfeatureenablesuserstosenddocumentstomanypeopleatonceusingagroupconcept.

RequestReports Generatereportsbasedonvariouscriteriasuchastime,signers,documentnamesandmore

RequestStatistics Requeststatisticsgiveaquickviewofrequestsatvariousstagesofthesigningprocess

Signer-BasedDifferentiation

Datafields&signaturepointsforeachsignerareseparatelyidentifiedinthesamedocumentwhicheliminatestheneedtocreatemultipledocumentsformultiplesigners.Multiplesignerscansignthesamedocumentandthesenderwillreceiveamergeddocumentwithsignaturesfromallsigners.

VendorDependencyWhenreviewingmetadataoraudittrailsforasigneddocumentsetmustthereviewerlogintothevendorsapplicationtoviewthatinformation(Dependent)oristhatinformaton availablestoredlocallywiththatdocumentset(Independent)?

Meanwhiledownthehall

AnothergroupofDIRPersonnelistrackingnewLegislation

March2015- Legislation(SB20)wasfiled.• ItwouldrequireagenciestosubmitdraftStatementsofWork

forallITrelatedservicestheywouldcontractfortoDIR.

• ThisincludedallStatementsofWorkforallITrelatedservicesbetween$50,000and$1,000,000.DIRwasrequiredtoreviewandapprovetheseSOW.

• OnceapprovedDIRwouldgivepermissionfortheagencytosharethatSOWwiththeirvendorsandnegotiateafinalSOWtobesignedbythesubmittingagency,theawardedvendor,andDIR’sProcurementOfficer.

Downthehallcontinued

AsthisLegislationmovedforwardakeylanguagechangewasmade:NoadditionFTEswereauthorizedunderthisbilltosupportDIRtoprocessthesesubmissionsandapprovals

Keydates• 6/1/15SB20passed• 6/4/15SignedbyGovernor• Thislegislationeffective9/1/15

ToDIRthismeantthatsomesortofautomationmustbeboughtorcreatedtoreceive,review,approve/reject,sendtheSOWbacktoagency(withedits),waitforagencytoaward,receivethesignedSOWfromtheagency,providingDIRssignature,andmaintaintrackingallrelatedinformationforauditandreporting.(Complicatedright?)

DecisionTime

DIRdecisions:

• Musthavesystemreadyby9/1/15toelectronicallyacceptSOWsfromagencies.(BuildinternallyusingMicrosoftSharePointfordocumentmanagementandSalesforce.comformetadatamanagement).

• Figureouthowtorouteworkflowsbothinternalandexternalwithmultiplelevelsofresponsibilities(review,comment,approval,signature)

• HowtoobtainlegallybindingsignaturesfromallcontractingpartiesincludingDIRProcurementmanagement.

TheMoment

Moveintohighgear

Summertimeefforts:

• Helddemonstrationsforlargeraudience

• Downselectedtoonevendor

• NegotiatedproofofconceptpilotwithDocuSign

• SetupandbegantestingDocuSigninpilotsandbox

• ObtainedAPIsbetweenDocuSign,SharePoint,andSalesforce

• PartneredtogetappropriateexpertisefromMicrosoft,Salesforce,&DocuSignasneeded

Babystepsandgiantleaps

Fallefforts:

• BeganacceptingSOWSthroughwebbasedsystem

• MadeDocuSignpurchase

• BeganmanuallytriggeringDocuSignroutingforapprovalandsignatures

• BeganroutingdocumentsthroughautomationintoSharePointrepositoryincludingdigitallysigneddocuments.

Success!!!!!!

Threethingsthatwerereinforcedindecisionmaking

• Teamworkbyinternalstaff,vendorscooperationandexpertise,aswellasthesupportofsomecustomeragencieswhohelpedwithtesting,helpedDIRsucceed.

• ManyCOTStoolsetshavefeaturessimilartotheircompetitors.Looktoleveragethebestinbreedtoolsetforwhatitdoesbest.

• Wehavelearnedthatwitheverynewprojectandtoolsetthatweconsidermustbelookedatinrelationtoalltoolsetsalreadyinusebytheagencyandtheroadmapprojectsonthehorizon.

• Planningforreuseofcode,configurations,andinfrastructurehavebecomemoreimportantdiscussionpointswhenmakingbuildorbuydecisions.

.

Incidentally

Springtime2016topresent:

• BeganusingDocuSignforitsoriginalconsideredintent

• Jan2016beganDIRpersonneltrainingtouseDocuSign

• Feb2016startedusingDocuSignbyLegal,Procurement,ITS,andotherstaff

FinalThoughts

Whilemostvendorsaredoingabetterjobincommunicatingtheirworkwithothervendors,itisimportantfortheagenciestoaskthedeeperquestionsofanyvendortheymightchoose.

• Howisthiscooperativeworkwithothervendorsgoingtohelpmysituation.Whataretheybringingtothetable.

• CanwetalktovendorSMEsaboutwhatweneedtoachievepriortoanybuydecision.Thiscouldincludemultiplevendor’sSMEs.

• CanweperformaPilotengagementwiththesoftware

• CanwepreviewthecapabilitiesoftheAPIsandcosts

• HowmuchwilladditionalVendorsupportcostme.

HowDIRusesDocuSign

.DocuSignMetrics

TotalsasofMarch2017

Since 12/10/15 Completed

Total Documents 3616

Unique Senders 56

Total Recipients 17823

Total Signers 16618

Total Files 19248

Total Pages 238629

Completion Time Total Documents

<1 Hour 764

1-6 Hours 416

6-12 Hours 68

12-24 Hours 373

1-2 Days 265

2-7 Days 775

7-21 Days 602

21+ Days 353

DIRUserBase(33%ofagency):• ChiefProcurementOffice• GeneralCounselOffice• ExecutiveAssistants• Finance• InformationTechnologyServices• CommunicationsTechnology

Services

CurrentlyUsage• SOWSubmissionApplication• BidStampApplication

(eProcurement)• Manymanuallygenerated

processes

Comingin2018• ITSACAutomationProject

HowDIRusesSalesforce

• DIRhasbeenaSalesforceuserfor10years

• Havedeveloped35applicationsovertheyearswithcloseto20stillinuse

• WithSalesforcecooperation,DIRhasbeenabletosharesomeoftheseapplicationswithothergovernmentalentitiesfreeofcharge

• Salesforceisourgo-torapiddevelopment(loadcode)toolset

• Salesforcehasbeenintegratedorinterfacedwith• SharePoint• OtherSQLDatabases• Oracle

HowDIRusesMicrosoft

SomeofourusesofMicrosofttoolsinclude:

• DesktopsupportDIRisaMicrosoftShop.

• HeavyusersofOffice365Applicationsincludingrecentlyreleasedones.

• Asanearlyadopter,DIRtriestobethe“CanaryintheMine”userfornewreleasesofOperatingSystems,Utilities,andApplications.

• UseSharePointtohosttheDIRWebsitethatisheavilyintegratedwithSalesforce.comfordailyupdatestoourContractswebpages.

• HavenumerousSharePointsitesforinformationandcollaborationforbothinternalandexternalusers.

• WorkingtowardsaAzureaccessmanagementprocesstomoveustowardsamorefederatedenvironment.