intelligent

Producing the documentation required by funders obliged Offploy to spend limited resources on repetitive manual and administrative work . “ Over a 12- to 16-week period , staffers spend 15 or 16 hours meeting with each candidate ,” Hill estimated . “ In the early days of the business , each meeting hour resulted in a further hour spent writing up case reports , retyping handwritten notes , formulating emails and collating data . It was a nightmare not just for our team , but for the people we were trying to help put their lives back together .”

Offploy needed an escape hatch to break free from the paperwork jungle and the chaos of separate Excel spreadsheets , handwritten application forms , emails , Word documents and wet signatures . Hill , Managing Director and Co-founder at Offploy , summarised the organisation ’ s wish list as follows :

• To be able to create complete and easily accessible audit trails for each candidate with digital signatures and absolute accountability for each activity completed

• To guarantee privacy protection for candidate data

• To eradicate the need for printing and storing large numbers of physical files to help meet their goals of being environmentally responsible

Solution

Hill ’ s primary concern was to find a software solution that integrated seamlessly with Salesforce . A consultant introduced him to Conga Grid and , for the first time , he was able to visualise the entire Offploy database on a single screen , analyse the entirety of his grant data and perform large-scale contract reviews without exporting the information from Salesforce . Conga Grid also offers Excel-like functionality within Salesforce which enables quick and convenient real-time inline editing and mass updates .

Hill shared : “ At that stage , I thought Conga was just an Excel solution for Salesforce . Then I discovered the other products in the suite , and we had a complete business transformation on our hands ! We ’ d explored other solutions such as DocuSign and Dropbox and they simply didn ’ t compare with Conga ’ s integration into Salesforce and their understanding of the Salesforce architecture . Once you ’ re wedded to a product you love , you want to take all the other versions of it too because of the great relationships with the account managers and the support team that we ’ ve built over the years .”

To resolve problems associated with wet signatures , Offploy implemented Conga Sign , an easy-to-execute eSignature solution initiated from Salesforce and implementable on any device . This immediately eased the pressure on candidates who can now read and sign documents in their own time and at their own pace . And because Conga Sign tracks the status of signature activity and uses analytics to uncover contract roadblocks , Offploy staffers can ensure that all signatures are correctly acquired . They can also create an audit trail for each contract . With signatures acquired via Word and email , this wasn ’ t previously possible .

Government agencies , in particular , are often hesitant about utilising digital signatures due to critical legal and security concerns . Offploy worked with commissioners who had indeed required wet signatures but was able to prove to them through demonstration that Conga Sign was even more secure than traditional signatures .

Using Conga Sign , Offploy was also able to undertake a trial project where offenders could avoid a conviction entirely by signing up for an Offploy programme on the spot . In these cases , a member of Offploy ’ s service delivery team would complete the paperwork

Previous page : Jacob Hill , Managing Director and Cofounder , Offploy

IT ’ S ALSO IN LINE WITH OFFPLOY ’ S TECHNICAL MISSION TO SPEND LESS TIME ON PAPERWORK AND MORE TIME ON HELPING PEOPLE .