Introduction
Since December 2012, SITEK has partnered with the Kentucky School Board Association (KSBA) to deliver software development and support. This collaboration began with stabilizing a labor-intensive legacy Policy and Procedure System and has since expanded to include support for other critical KSBA applications:
- Academy Application
- Superintendent Search
- Unemployment Application
- eMeeting Application
Background
KSBA’s Policy and Procedure Service has served Kentucky school boards and administrators for over three decades. The service assists boards in adopting legal and best practice policies and helps superintendents maintain and update administrative procedures and customized handbooks. Both policies and procedures are accessible electronically through the Online Manual Service.
Initially developed in Microsoft Access, the legacy system required extensive manual updates, consuming significant time and resources. KSBA management identified these inefficiencies and chose to modernize the system using Microsoft ASP.NET technology.
Solution Overview
SITEK proposed a solution designed to:
- Eliminate redundant work.
- Reduce user errors.
- Automate manual processes.
- Increase overall productivity.
Project Execution
SITEK undertook the redevelopment of the Policy Service System with the following steps:
Analysis and Planning
- Conducted a thorough analysis of the Microsoft Access system.
- Collaborated with KSBA to capture user stories, ensuring the new system addressed real-world needs.
- Developed a comprehensive design document, which included:
- Screen designs (created using Microsoft Visio).
- Screen functionality and requirements (e.g., field types, validation rules, permissions).
- Workflow actions and automation processes.
Development and Migration
- Built a modern web application using the .NET framework.
- Migrated data from the legacy system to a new, optimized database structure.
- Addressed complex document handling requirements, including the integration of macros and styles in the web application.
Streamlined Workflow
- Developed a robust workflow process to streamline daily tasks for KSBA users.
- Automated document generation and ensured seamless printing processes with reprint functionality in case of errors.
Results and Impact
SITEK’s redevelopment of the Policy and Procedure System delivered significant benefits to KSBA and its 120 school districts:
- Cost Reduction: Automation and modernization eliminated labor-intensive processes, saving time and resources.
- Increased Efficiency: The new system drastically reduced the time required for document processing, including converting Word documents to PDFs with page numbering and inserting them into the correct locations within policies and procedures.
- Improved Reliability: Stabilizing the system ensured seamless operations and reduced errors.
- Enhanced Support: The modern platform enabled further development and better support for KSBA’s suite of applications.
Conclusion
By leveraging SITEK’s expertise, KSBA transitioned from an outdated, manual system to a modern, automated solution. This transformation not only enhanced operational efficiency but also reinforced KSBA’s ability to serve Kentucky school boards effectively.