Innovation Nominee

Case Review
Washington County, MN

Washington County Community Services did not have a good systematic way to review cases within the Economic Assistance Unit.  After seeing a demonstration of SharePoint (SP) and Nintex by the Information Technology Department (IT) at a SP User Group meeting a couple of Community Services employees saw the potential for creating a solution for an electronic Case Review Process.  After receiving Nintex Forms training from IT, Community Services set out to create a SP list that would capture the data that they wanted to collect and report on.  They then created a Nintex form on top of the list that shows or hides questions/sections based on the choices or answers made as the form is filled out.  With this interactive form, the reviewer is sure to only answer the specific questions to the type of review(s) that is being completed.  Information Technology (IT) was brought into the process to help refine the form as well as create the Nintex workflow which “sends” the form for approvals. Washington County Community Services did not have a good systematic way to review cases within the Economic Assistance Unit.  After seeing a demonstration of SharePoint (SP) and Nintex by the Information Technology Department (IT) at a SP User Group meeting a couple of Community Services employees saw the potential for creating a solution for an electronic Case Review Process.  After receiving Nintex Forms training from IT, Community Services set out to create a SP list that would capture the data that they wanted to collect and report on.  They then created a Nintex form on top of the list that shows or hides questions/sections based on the choices or answers made as the form is filled out.  With this interactive form, the reviewer is sure to only answer the specific questions to the type of review(s) that is being completed.  Information Technology (IT) was brought into the process to help refine the form as well as create the Nintex workflow which “sends” the form for approvals. Community Services has seen efficiencies and improvements since the implementation of the Case Review Process.  Here is a list of some of them:
1. Ability to track when individuals have not responded to the case reviews timely. Sets up reminders when the worker has not responded. The Trainer does not need to track due to SP tracking it for us. 
2. Ability to pull stats on specific information for the case review (Panels, tabs, case information). 
3. Formal avenue to identify area of improvement needed for a team and or specific person. 
4. Ability to modify the review rather than redo the entire review. 
5. Ability to access the information all the time. Teleworking and in office. 
6. Easy to save rather than having paper copies saved by both the trainer and worker.
7. SAVES THE TREES!!

Since the implementation of the Case Review, it was presented at the August 22, 2019, Minnesota Association of Financial Assistance Supervisors (MAFSA) meeting, from that meeting multiple counties have asked Washington County to help them recreate the Case Review in their environments.  Washington County has created and shared a template of the SP 2013 list to those counties that have SP 2013 as well as screenshots of the list, Nintex form, and workflow to the counties that are on other versions of SP so that it can be recreated.  The Excel workbook to help with the statistics has also been shared.  The State of Minnesota has also asked for a demonstration but it has not yet been scheduled as of this submission.

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Steering Committee

Alex Hepp, City of Hopkins
Bill Bleckwehl, Cisco
Dave Andrews, DEED
Jay Wyant, Minnesota IT Services
Jim Hall, Ramsey County
Matt Bailey, IBM
Melissa Reeder, League of Minnesota Cities
Nathan Beran, City of New Ulm
Sue Wallace, IT Futures Foundation
Lisa Meredith, Minnesota Counties Computer Cooperative
Justin Kaufman, Minnesota IT Services
Renee Heinbuch, Washington County/MNCITLA
Jerine Rosato, Ramsey County
David Berthiaume, Minnesota IT Services
Cory Tramm, Sourcewell Tech 

Content Committee

Tomas Alvarez, Federal Reserve
Tom Ammons, MN.IT – Central
Dave Andrews, MN State Services for the Blind
Susan Bousquet, MN.IT – DOT
Robert Granvin, Metro State
Alex Hepp, City of Hopkins
Shawntan Howell, Ramsey County
Jenny Johnson, Metropolitan Council
Millicent Kasal, MN.IT – Central
Ping Li, MN.IT – MMB
Chibuzor Nnaji, MN.IT – DHS
Mehrdad Shabestari, MN.IT – Central