SITEK has worked with the Kentucky School Boards Association (KSBA) since 2012. At the start of the partnership, KSBA relied on a manual Policy and Procedure System that created delays and errors. Because of these challenges, KSBA chose to modernize outdated systems and improve the tools used across the organization. Over time, this work also expanded to other applications, including the Academy Application, Superintendent Search, Unemployment Application, and virtual meeting tools.
The Challenge
For more than 30 years, KSBA’s Policy and Procedure Service has helped school boards create and maintain legal and best‑practice policies. Superintendents also use the system to update administrative procedures and custom handbooks. Although the service was essential, its Microsoft Access base made updates slow and labor‑intensive. As a result, KSBA needed a more efficient and reliable platform.
SITEK’s Approach
To support KSBA’s goals, SITEK developed a clear plan to modernize outdated systems and reduce manual work.
1. Analysis and Planning
First, SITEK reviewed the entire Access system. Next, the team worked with KSBA to gather user stories and real needs. Finally, SITEK created a detailed design with screen layouts, requirements, workflows, and automation rules.
2. Development and Migration
Then, SITEK rebuilt the system using a modern .NET web framework. The team also moved all existing data into a new and optimized database. In addition, they solved complex document‑handling needs, such as managing styles and macros inside the web application.
3. Streamlined Workflows
To make daily tasks easier, SITEK created a strong workflow engine. This update automated document generation, printing, and reprinting when needed.
Results
By choosing to modernize outdated systems, KSBA gained several key benefits:
- Lower costs thanks to reduced manual work
- Faster document processing, including Word‑to‑PDF conversions and proper placement inside policies
- More reliable performance with fewer system failures
- Improved long‑term support for all KSBA applications
Conclusion
KSBA’s upgrade shows the value of choosing to modernize outdated systems. With SITEK’s help, KSBA moved from a slow, manual process to a stable and automated platform. As a result, school boards across Kentucky now have a smoother, more efficient experience.